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Import and redirect email

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After signing up for Microsoft 365, you might still have email going to an old account; for example, if you used a Gmail or Outlook account for work. You can continue to use both the new and old accounts, or you can import the data from the old account into your new one.

Step 1: Export your old email. 

  1. In Outlook, select File > Open and Export > Import/Export.

  2. Select Export to a file, and then select Next.

  3. Select Outlook data file, and then select Next.

  4. Select your old email account.

  5. Verify that you are including subfolders. Then select Next.

  6. Select Browse, and go to an easy to remember location, such as your desktop. Select OK > Finish.

  7. Leave the password fields blank, and then choose OK.

Your old email account has been exported.

Step 2: Import your old email into your new email account

  1. In Outlook, select File > Open > Export > Import/Export.

  2. Select Import from another program or file, and then select Next.

  3. Select Outlook data file, and then select Next.

  4. Select Browse., and go to the file you just exported. Select it, and then select Open > Next.

  5. Verify that you are including subfolders and that you're importing items into the same folder in your new email account. Choose Finish.

Your old email data will now be imported into your new email account.

Step 3: Redirect your old email to your new account

If you were previously using Outlook, Gmail, or another email address without a business domain name, you'll probably want to redirect emails from the old account to your new Microsoft 365 account; for example, follow these steps to redirect mail from an Outlook.com account.

  1. In the Outlook.com account, select File, and then under Account Settings, select the link to access the account on the web.

  2. Select Sign in, and then enter your credentials to sign in to the email account.

  3. Select Settings > View all  Outlook settings > Rules > Add new rule.

  4. Enter a name for your rule.

  5. On the Add a condition drop-down list, choose Apply to all messages.

  6. On the Add an action drop-down list. Select Redirect to. Enter your new Microsoft email address, and select Save.

Emails sent to your old address will now be redirected to your new address.

After signing up for Microsoft 365, you might still have email going to an old account; for example, if you used a Gmail or Outlook account for work. You can continue to use both the new and old accounts, or you can import the data from the old account into your new one.

Let's get started.

From Outlook, select File, Open and Export, then Import/Export.

Choose Export to a file, Next.

Outlook data file. Then Next.

Select your old email account. 

Verify that you are including sub-folders. Then choose Next.

Select Browse.

Navigate to an easy to remember location, such as your desktop. Select OK. Then Finish.

Leave the password fields blank, then choose OK.

Your old email account has been exported.

To import that data to your new email account, select File, Open and Export, then Import/Export.

Choose Import from another program or file. Next.

Outlook data file, then Next.

Select Browse.

Navigate to the file we just exported. Choose it, Then Open. Select Next.

Verify that you are including sub-folders and that you're importing items into the same folder in your new email account. Choose Finish.

Your old email data will now be imported into your new email account.

If you were previously using Outlook, Gmail, or another email address without a business domain name, you'll probably want to redirect emails from the old account to your new Microsoft 365 account. Let's look at how you would do this with Outlook.com.

Select File, and select the link to access this account on the web. 

Select Sign in. Complete the sign-in process.

Select Settings, View all  Outlook settings, Rules, then Add new rule.

Enter a name for your rule.

Open the Add a condition drop-down, and choose Apply to all messages.

Open the Add an action drop-down. Select Redirect to. Enter your new Microsoft email address. Then select Save

Emails sent to your old address will now be redirected to your new address.

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