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Office 365 (Outlook 2016 | Outlook 2013) - Import email, contacts, and calendar from an Outlook .pst file

When an Outlook app - such as Outlook 2016 - is installed on your computer, you can use it to move email, contacts, and calendar items from one email account to another.

For example, let's say you have an Office 365 mailbox and a Gmail account. You can add both of them to Outlook 2016. Then, you can use Outlook 2016 to export items from your Gmail account and import them to your Office 365 mailbox.


How to import email, contacts, and calendar to Outlook from 

Office 365: Import a .pst file into your Office 365 mailbox

You can add your Office 365 mailbox to an Outlook app, such as Outlook 2016 or 2013. Then, you can use Outlook to move email, contacts, and calendar items into your Office 365 mailbox. 
  1. Add your "source" email account to Outlook. For example, you might add your Gmail account to Outlook 2016. Wait a bit for all of your email and contacts to show up.

  2. Add your Office 365 email account to Outlook. After you do this, Outlook will automatically sync with Office 365. You'll see the contents of your Office 365 mailbox appear in Outlook. 

  3. Choose from the export instructions to export your email from your source account to a .pst file. For example, if you have Outlook 2010, choose "Outlook 2010: Export Outlook items to a .pst file". 

  4. Choose from the import instructions (below) in this article to import your email to Office 365. For example, if you have Outlook 2016, choose "Outlook 2013 and Outlook 2016: Import Outlook items from a .pst file". 

    Because Outlook is syncing with your Office 365 email account, when you import your email using the instructions, the email will go directly to your Office 365 email account. 

Outlook 2016 and 2013: Import Outlook items from a .pst file

These instructions assume you've already exported your Outlook email, contacts, and calendar from another instance of Outlook, and now you want to import them to Outlook 2013, Outlook 2016, or your Office 365 mailbox. 
  1. At the top of your Outlook 2016 or 2013 ribbon, choose File

    If your ribbon doesn't have a File option in the top left corner, you aren't using an Outlook app installed on your computer. 

    This is what the ribbon looks like in Outlook 2016.

  2. Choose Open & Export > Import/Export. This starts the wizard. 

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

  3. Choose Import from another program or file, and then click Next

    Import and Export Wizard 

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

  5. Browse to the .pst file you want to import. Under Options, choose how you want to deal with emails and contacts, then choose Next. 

    Choose the .pst file you want to import.

  6. If a password was assigned to the Outlook Data File (.pst), enter the password, and then click OK. 

  7. If you're importing the contents of your .pst file into your Office 365 mailbox, choose the mailbox here. 

    If you're NOT importing into your Office 365 mailbox, choose Import items into the current folder. This imports data into the folder currently selected. 

    To import your email, contacts, and calendar to your Office 365 mailbox, choose that mailbox here.

  8. Choose Finish. Outlook starts importing the contents of your .pst file immediately. It's finished when the progress box goes away. 

    If you're importing your .pst file to your Office 365 mailbox, you may see a message that it's trying to connect with Outlook 365. This happens when the Internet connection is interrupted, even for a moment. Once your Internet connection is re-established, Outlook will continue importing the .pst file. 
Note: If you want to retrieve only a few emails or contacts from an Outlook Data File (.pst), you can open the Outlook Data File, and then, in the navigation pane, drag and drop the emails and contacts from the .pst file to your existing Outlook folders. 

When should I export/import a .pst file? 

.Pst files are created when you export or backup email, contacts, and calendar to an Outlook .pst file. Here's when you should export/import a .pst file: 
  • You want to move email from one email account to another email account

    Using Outlook on your desktop, you can add both accounts to Outlook. Wait a while for all of your emails to show up (if you have a lot, this can be a long time). then, use Outlook to export the email from your Yahoo account to a .pst file. Finally, import the .pst file to your Office 365 account. 

  • You're moving from PC to PC

    You're moving your email from one computer with Outlook on it to another computer with Outlook on it. 

  • You've moving from PC to Mac:

    You're moving your email from Outlook on PC and importing to Outlook 2016 on a Mac. 

  • If you only want to move or backup your contacts (email addresses), you don't need to do a .pst export/import. Instead, export contacts from Outlook to a .csv file and then you can import them to Outlook, Gmail, or another email provider. 

  • If you want to retrieve only a few emails or contacts from a .pst file, open the .pst file and then drag and drop the emails to current Outlook folders. When you're done, you can close the .pst file again. 
What data is imported? 

.Pst files are created when you export or backup email, contacts, and calendar to an Outlook .pst file. Outlook makes a copy of your email to the .pst file. 
  • When Outlook exports emails to a .pst file, it includes any attachments. So, when you import a .pst file, you'll see your attachments. 

  • Outlook does not export meta-data such as folder properties (views, permissions, and AutoArchive settings); message rules; and blocked senders lists. So, they won't be imported, either. 

  • When Outlook exports email, contacts, and calendar info to a .pst, it makes a copy of the information. Nothing is deleted from Outlook. You'll still see and have access to your email, contacts, and calendar in Outlook. 

For more information, please visit the Office Help & Training site.

If you have any questions, come by the Help Desk at Hardman & Jacobs Undergraduate Learning Center Room 105, call 646-1840, or email us at help@nmsu.edu.




Keywords:office 365 outlook 2016 2013 import email contacts calendar .pst file   Doc ID:71657
Owner:Brieanna W.Group:New Mexico State University
Created:2017-03-13 10:51 MSTUpdated:2017-03-13 10:54 MST
Sites:New Mexico State University
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