How to Export and Import Emails in Outlook 2016

Emails are now widely used form of communication since its conception and are preferable by businesses. Email accounts usually have limited storage. In this case, backing up email regularly will: 

  • Let you retrieve important emails, in case of accidental deletion. 
  • Let you retrieve emails in case of corrupted emails or account.

Exporting or backup of email accounts is copying original items to a file (.pst) where nothing leaves your currently Outlook setup. You still have access to your emails while the backup is running in the background. 

You will not just learn how to export your emails, but you will also learn how to import them back. 

Export Emails

Step 1. Open Outlook and click File.

Step 2. Select Open & Export, then clickImport/Export.

Step 3. On the Import and Export Wizard, choose Export to a file. Click Next. 

Step 4. ChooseOutlook Data File (.pst) and clickNext.

Step 5. Select the name of the email account you’d like to export. Make sure to tick Include subfolders box and click Next.

Step 6. Click Browseto select where to save the export file. Type the file name you’d like, then click OKto proceed. 
Step 7. UnderOptions, specify what to do when exporting your emails. If there is an existing Outlook Data File.

Step 8. Click Finish.
Step 9. Outlook will begin the exporting process. 

  • Password protect - This is optional. You may enter a password for the file. 
  • If you are going to overwrite an existing .pst file that is password-protected, you may need to type in the password.

Import Emails

Step 1. Open Outlook and click File. 

Step 2. Select Open & Export, then clickImport/Export. 

Step 3. On the Import and Export Wizard, choose Import from another program or file. Click Next. 

Step 4. Choose Outlook Data File (.pst) and click Next.

Step 5. Click Browseto choose the file to import. 
Step 6. Under Options, we recommend that you click onDo not import duplicates option to avoid having duplicated emails. Or you may replaceor allow duplicates. 

Step 7. Click Next.
Step 8. Select a folder, if you wish to be specific with the import, or to import everything in the .pst file. Choose Personal Folders, Outlook Data File or your email address. Tick Include subfolders box and click Finish. 

All your emails will be back on the same folders from the time you have done the backup. You can move the emails in any other folders you have, as you’d like. 

Should you have any troubles with Outlook, you may contact Microsoft Support directly. Otherwise, our Singaporeand AustraliaSupport Team is always available 24/7 to help you out.

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