The Tool Desk
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What a PST file contains—and whether you need one
An Outlook Data File (.pst) can hold email, contacts, calendar appointments, tasks, notes, and journal entries. People commonly use one as a local archive or backup. Microsoft describes how to find and transfer these files between computers in its Outlook data-file transfer guidance.
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Do not assume your current Outlook account has a portable PST. Many Microsoft 365, Exchange, IMAP, and Outlook.com accounts use an OST file as a synchronized offline copy of server data. POP accounts commonly store information in a PST. An OST is not simply interchangeable with a PST; Microsoft says a separate backup of an OST is generally unnecessary because it is a copy of live server information. If you need a portable archive, check whether you already have a PST or create an export from Outlook.
Choose: open the PST or import its contents
| Choice | What happens | Best for |
|---|---|---|
| Open | Outlook attaches the PST as a separate data file. | Browsing or searching an archive without merging it into a mailbox. |
| Import | Outlook copies items from the PST into a chosen mailbox or folder. | Consolidating selected archive contents with current Outlook data. |
Opening does not copy the archive into your mailbox. Importing does not attach the PST as a separate archive. If you only need a few messages or other items, open the PST and drag the items into existing Outlook folders.
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Find or create the PST
Look for an existing file
Common locations include DocumentsOutlook Files for newer Outlook data files and, in earlier versions, the user’s AppDataLocalMicrosoftOutlook folder. These are defaults, not guarantees: a file may have been saved elsewhere. Microsoft’s instructions for opening and finding items in a PST describe using Outlook to open an existing data file.
Create a PST export in classic Outlook
- In classic Outlook, select File > Open & Export > Import/Export.
- Choose Export to a file, then Outlook Data File (.pst).
- Select the folder you want to export. Select Include subfolders if you need its nested folders.
- Choose a destination and filename, then finish the export.
Exporting creates a copy in the PST; it does not remove the original items from Outlook. Microsoft notes that some information, including folder properties, rules, and blocked-sender lists, is not exported. See Microsoft’s PST creation instructions and its Outlook email backup guidance.
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Copy the PST to another computer
- Close Outlook before copying so it is not actively using the file.
- Copy the
.pstfile from its current location to a location you can access from the new computer. You can use a USB flash drive or another suitable location; a USB drive is optional. - Keep the original file unchanged until you have opened the copy and checked that the archive is accessible.
- Set up the email account in Outlook on the new computer, then open the copied PST or import its contents, depending on your goal.
Microsoft’s transfer instructions cover copying a PST from the old computer and opening it on the new one. Its troubleshooting guidance also mentions copying a PST to the computer, a USB flash drive, or another location.
Open the copied PST in Outlook
Classic Outlook
Go to File > Open & Export > Open Outlook Data File, select the copied PST, and open it. The file should appear in Outlook as a separate data file, where you can browse or search its folders.
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New Outlook
New Outlook’s documented path is Settings > Files > Outlook Data Files > Add file, subject to its requirements. Outlook features and availability can differ by version and rollout, so check the current instructions for your installed version before relying on a particular path. Microsoft’s page for opening a PST gives the relevant version-specific details.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Import items into a mailbox
Classic Outlook
- Select File > Open & Export > Import/Export.
- Choose Import from another program or file, then select the Outlook data-file option.
- Browse to the PST and choose how Outlook should handle duplicate items.
- Select the destination mailbox or folder, then complete the wizard.
Check the destination and duplicate-handling choice before finishing: importing copies items into mailbox folders rather than leaving the archive attached as a separate file. Microsoft’s PST import instructions explain the workflow.
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New Outlook availability
Microsoft’s guidance reflects changes in feature availability: one page describes PST-to-mailbox import steps in new Outlook, while another says mailbox or calendar import from PST is not currently supported there and directs users to classic Outlook. Confirm support for your installed version and account before starting; if the option is unavailable, use classic Outlook for the import. See Microsoft’s import guidance and PST export and import information.
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Troubleshoot missing folders or a stalled copy
- Subfolders are missing from an export: Re-export the folder with Include subfolders selected, as recommended in Microsoft’s PST import troubleshooting guidance.
- Outlook cannot access the copied file: Check that the copy completed and that you selected the correct PST, then try opening it from a local computer location. Microsoft lists copying the PST to the computer, a USB flash drive, or another location among troubleshooting options.
- OneDrive reports “Processing changes” or “A file is in use”: Large PST files can slow OneDrive synchronization or trigger these conditions. Microsoft does not establish one universal safe PST size limit, so do not rely on an assumed threshold.
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