Export or backup email, contacts, and calendar to an Outlook .pst file

When you want to move your Outlook email messages, contacts, and calendar from one computer with Outlook to another, or make a backup of your Outlook contents, using the Outlook Import and Export Wizard to export to a .pst file is the easiest way to complete the task.

First, make sure you're using a desktop version of Outlook. Here's what the ribbon looks like in Outlook 2016 for your desktop. The 2007, 2010, and 2013 versions of Outlook look similar, and you can use them to export, too.

This is what the ribbon looks like in Outlook 2016.

Does your ribbon say "Office 365" or look different from this picture? See My ribbon says "Office 365" or looks different from the picture. Or, if you're a Mac customer, see these instructions to export from Outlook 2011 on Mac or Outlook 2016.

Note   The Outlook Import and Export wizard does not export folder properties such as views, permissions, and AutoArchive settings; message rules; and blocked senders lists.

Choose from the following list of export instructions. To learn how to import items, see Import email, contacts, and calendar from an Outlook .pst file.

Outlook 2013 and 2016: Export Outlook items to a .pst file

  1. At the top of your Outlook ribbon, choose File.

    This is what the ribbon looks like in Outlook 2016.
  2. Choose Open & Export > Import/Export.

    Choose Open & Export, and then choose Import/Export.

  3. Choose Export to a file.

    Choose Export to a file.

  4. Click Outlook Data File (.pst), and then click Next.

  5. Select the account you want to export by clicking the name or email address, such as Mailbox – Anne Weiler or anne@contoso.com. If you want to export everything in your account, including mail, calendar, contacts, tasks, and notes, make sure the Include subfolders check box is selected.

    Note    You can export one account at a time. If you want to export multiple accounts, after one account is exported, repeat these steps.

    Export Outlook Data File dialog box with top folder selected and Include subfolders checked

  6. Click Next.

  7. Click Browse to select where to save the Outlook Data File (.pst). Type a file name, and then click OK to continue.

    Note    If you’ve used export before, the previous folder location and file name appear. Type a different file name before clicking OK.

  8. If you are exporting to an existing Outlook Data File (.pst), under Options, specify what to do when exporting items that already exist in the file.

  9. Click Finish.

  10. Outlook begins the export immediately unless a new Outlook Data File (.pst) is created or a password-protected file is used.

    • If you’re creating an Outlook Data File (.pst), an optional password can help protect the file. When the Create Outlook Data File dialog box appears, type the password in the Password and Verify Password boxes, and then click OK. In the Outlook Data File Password dialog box, type the password, and then click OK.

    • If you’re exporting to an existing Outlook Data File (.pst) that is password protected, in the Outlook Data File Password dialog box, type the password, and then click OK.

Now that your Outlook data is in a .pst file, it's portable. For example, you can save the .pst file to OneDrive, and then download it to your new computer. Or you can save it to a usb flash drive, plug the drive into your new computer, and then import your email, contacts, and calendar to Outlook.

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Outlook 2010: Export Outlook items to a .pst file

  1. At the top of your Outlook ribbon, choose the File tab.

    In Outlook 2010, choose the File tab.

  2. Choose Options.

    Choose Options.

  3. In the Outlook Options box, choose Advanced.

    Choose Advanced.

  4. Under the Export section, choose Export.

    On the Advanced page, choose Export

  5. Click Export to a file, and then click Next.

  6. Click Outlook Data File (.pst), and then click Next.

  7. Select the account — a top level folder — that you want to export. This enables exporting all mail, calendar, contacts, tasks, and notes if available for that account.

    Note    Only information for one account can be exported information at a time.

    Make sure that the Include subfolders check box is selected.

  8. Click Next.

  9. Click Browse to select where you want to save the Outlook Data File (.pst) and to enter a file name. Click OK to continue.

    Note    If you have previously used the export feature, the previous folder location and file name appear. Make sure that you change the file name if you want to create a new file instead of using the existing file.

  10. If you are exporting to an existing Outlook Data File (.pst), under Options, specify what to do when exporting items that already exist in the file.

  11. Click Finish.

  12. The export begins immediately unless a new Outlook Data File (.pst) is created or the export is to an existing file that is password protected.

    • If you are creating a new Outlook Data File (.pst), an optional password can help protect the file. When the Create Outlook Data File dialog box appears, enter the password in the Password and Verify Password boxes, and then click OK. In the Outlook Data File Password dialog box, enter the password, and then click OK.

    • If you are exporting to an existing Outlook Data File (.pst) that is password protected, in the Outlook Data File Password dialog box, enter the password, and then click OK.

Now that your Outlook data is in a .pst file, it's portable. For example, you can save the .pst file to OneDrive, and then download it to your new computer. Or you can save it to a usb flash drive, plug the drive into your new computer, and then import your email, contacts, and calendar to Outlook.

Were these steps helpful? Please leave us a comment.

Outlook 2007: Export Outlook items to a .pst file

  1. In Outlook 2007, at the top of your ribbon choose File.

    In Outlook 2007, choose the File tab.

  2. Choose Import and Export.

    Choose Import and Export.

  3. Select Export to a file, and then click Next.

    Choose Export to a file and then choose Next.

  4. Click Outlook Data File (.pst), and then click Next.

  5. Select the account — a top level folder — that you want to export. This enables exporting all mail, calendar, contacts, tasks, and notes if available for that account.

    Note    Only information for one account can be exported information at a time.

    Make sure that the Include subfolders check box is selected.

  6. Click Next.

  7. Click Browse to select where you want to save the Outlook Data File (.pst) and to enter a file name. Click OK to continue.

    Note    If you have previously used the export feature, the previous folder location and file name appear. Make sure that you change the file name if you want to create a new file instead of using the existing file.

  8. If you are exporting to an existing Outlook Data File (.pst), under Options, specify what to do when exporting items that already exist in the file.

  9. Click Finish.

  10. The export begins immediately unless a new Outlook Data File (.pst) is created or the export is to an existing file that is password protected.

    • If you are creating a new Outlook Data File (.pst), an optional password can help protect the file. When the Create Outlook Data File dialog box appears, enter the password in the Password and Verify Password boxes, and then click OK. In the Outlook Data File Password dialog box, enter the password, and then click OK.

    • If you are exporting to an existing Outlook Data File (.pst) that is password protected, in the Outlook Data File Password dialog box, enter the password, and then click OK.

If you want to export items for multiple accounts, repeat these steps for each account.

Now that your Outlook data is in a .pst file, it's portable. For example, you can save the .pst file to OneDrive, and then download it to your new computer. Or you can save it to a usb flash drive, plug the drive into your new computer, and then import your email, contacts, and calendar to Outlook.

Were these steps helpful? Please leave us a comment.

My ribbon says "Office 365" or looks different from the picture

If your ribbon doesn't looks like the Outlook desktop one, you might be using Outlook on the web, which looks like this:

A picture of what the Outlook ribbon looks like for Office 365.

Or, you might be using the Outlook Web App. The Outlook Web App ribbon looks like this:

A picture of what the ribbon looks like in Outlook Web App.

A third possibility is you're using the Mail app for Windows 10. That ribbon looks like this:

This is what the Windows 10 Mail app looks like.

For all three of these apps your email information is stored in the cloud. These apps don't have a feature to export all the data from your email account. The way you export the email data from your account is to use Outlook for your desktop.

If you recently purchased Outlook for your desktop, you can add your email account to Outlook on your desktop. Outlook on your desktop will sync with Outlook on the web (or Outlook Web App) and you'll see your email, contacts, and calendar on your desktop. You can then use Outlook on your desktop to import or export email, contacts, or calendar any time you want using the instructions in this article.

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Other topics about exporting or backing up Outlook data

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Were these steps helpful? If so, please let us know at the bottom of this topic. If they weren't, and you're still having trouble exporting your email, contacts, and calendar to a .pst file, tell us what problem you're experiencing and what version of Outlook you're using. We'll use your feedback to double-check our steps.

Applies To: Outlook 2016, Outlook 2013, Office 365, Office 365 Admin, Outlook 2010, Outlook 2007



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