Set up Office 365 for business

Import email with Outlook

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After you set up email in Outlook, you can import your previous email, calendar, and contacts into your new Office 365 account.

Step 1: Export your old email

  1. In Outlook, choose File > Open & Export > Import/Export.

  2. In the Import and Export Wizard, select Export to a File, and then choose Next.

  3. Select Outlook Data File (.pst), and then choose Next.

  4. Select your old email account, select Include subfolders, and then choose Next.

  5. Note the default location or browse to select a new one, change the file name if you like, leave Replace duplicates with items exported selected, and then choose Finish.

  6. Leave the option to create a password blank, and choose OK.

Step 2: Import your old email into your Office 365 account

  1. In Outlook, choose File > Open & Export > Import/Export.

  2. In the Import and Export Wizard, select Import from another program or file, and then choose Next.

  3. Select Outlook Data File (.pst), and then choose Next.

  4. Choose Browse, locate the backup file you created when you exported your old email, and choose Open.

  5. Leave Replace duplicates with items exported selected and choose Next.

  6. Leave the Outlook Data File selected, make sure Include subfolders is selected, select Import items into the same folder in, and make sure your new Office 365 email account appears in the list.

  7. Choose Finish. You'll start to see your old emails, calendar items, and contacts appear in your new account.

  8. To delete the old email account (from Outlook, but not from the servers), right-click it and choose Remove "account name".

After you set up your Office 365 email in Outlook, you can use it right away. But what about your old email you were using before Office 365? To get both in one place, import the old email account into the new one.

Let's start with the old email account.

Chose File, Open & Export, then Import/Export, and Export to a file; Next.

Choose Outlook Data File, and Next.

Choose your old email account, Include subfolders, and Next.

Browse for a temporary place to put the exported information. The file name is backup, which you can change if you like. Choose OK.

Leave Replace duplicates selected, and Finish.

Ignore the create password option, as it doesn't apply here; then OK.

Now we'll go to the new account and import the old information into it.

Choose File, Open & Export, Import/Export, and Import from another program or file; Next.

Choose Outlook Data File, and Next.

Browse to the backup file we created earlier, then Open.

Leave Replace duplicates selected, and Next.

Leave the Outlook data file selected, and Include subfolders. Then Import items into the same folder with your new email account selected. Then Finish.

You'll start to see your old emails, calendars, and contacts appear in your new Office 365 account, which means no more going back and forth between the two accounts.

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