Migrate email and contacts into a new Office 365 for business account

As you get started with your Office 365 for business account, your Inbox might not be populated with email messages, your contacts folder might be missing the people you want to contact, and your calendar may be vacant.

This article helps you import email, contacts, and calendar information from other accounts into your Office 365 for business account. You can do this using the tools within Outlook Web App (the web browser version of Outlook) or desktop versions of Outlook (for example, Outlook 2013, Outlook 2010, or Outlook for Mac 2011).

 Tip    To access your Office 365 for business account email using a web browser (Outlook Web App), see Access your Office 365 Email using Outlook Web App. To access your Office 365 email account to a desktop version of Outlook, other email programs, or from your phone or tablet, see Other ways to access your Office 365 email.

In this article


Import information using a desktop version of Outlook

If you use a desktop version of Outlook (for example, Outlook 2013, Outlook 2010, or Outlook for Mac 2011), you can use Outlook to import information from your other email accounts.

You can… How it works Learn how…
Import contacts from other email services such as Gmail, Yahoo!, or Outlook.com (formerly Hotmail) using a .csv file

This is a two-step process. Most email services or programs include a tool that lets you export (or copy) your contacts to your local computer using a special text file (.csv file). After you export contacts from another email service or program, use a desktop version of Outlook to import those contacts into your Office 365 account.

Result   The contacts from your other email service are added to your Office 365 contact list.

Step 1   Export contacts from other email services and programs

Step 2   Import contacts with:

Import contacts from LinkedIn or Facebook

Add your LinkedIn or Facebook accounts to Outlook using the Outlook Social Connector.

Result   The contacts from your LinkedIn account are automatically added to your Office 365 contacts list. Contact information for Facebook friends will need to be added to Outlook manually.

Add contacts from LinkedIn or Facebook

Import email, contacts, calendars, and tasks from another email service

This is a three-step process. To start, you must first add the account you want to export from as an account in a desktop version of Outlook. Then, you export all of the information from that account to an Outlook Data File (.pst file). Finally, you import that Outlook Data File into your Office 365 account.

Result   All of the email, contacts, calendar, and task information that was saved to the account for your other email service will be added to your Office 365 account.

Use Outlook to move information between accounts

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Import information using Outlook Web App

You can use Outlook Web App (the web browser version of Outlook) to import information from your other accounts.

You can… How it works Learn how…
Import contacts from other email services such as Gmail, Yahoo!, or Outlook.com (formerly Hotmail) using a .csv file

This is a two-step process. Most email services or programs include a tool that lets you export (or copy) your contacts to your local computer using a special text file (.csv file). After you export contacts from another email service or program, use a desktop version of Outlook to import those contacts into your Office 365 account.

Result    The contacts from your other email service are added to your Office 365 contact list.

Step 1   Export contacts from other email services and programs

Step 2   Import contacts using Outlook Web App

Import contacts from LinkedIn Facebook

Add your LinkedIn or Facebook account as a connected account in Outlook Web App.

Result    The contacts from your LinkedIn and Facebook accounts are added to your Office 365 contacts list. Note that this feature is not available for all Office 365 for business accounts.

Import and synchronize email from other email services such as Gmail, Yahoo!, or Outlook.com (formerly Hotmail)

Add the email account as a connected account in Outlook Web App.

Result   Email from the other email service will arrive in your Office 365 Inbox. You can use the available options to customize how you want this feature to work for you.

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Migration tips and troubleshooting

  • Your organization may have a person who sets up email accounts, or even a whole team of people (sometimes called admins, IT, or help desk). Ask them the preferred way to import email, contacts, and calendar for your organization.
  • Your Office 365 account may include a subscription to the latest desktop version of Office. If that’s the case, be sure to consider that you can use that new program to import your mail, contacts, calendar, and tasks. For more information, see Install Office on your PC or Mac with Office 365 for business, or contact your admin.

Access your Office 365 email using Outlook Web App

From your browser, sign in to the Office 365 portal at http://login.microsoftonline.com and use Outlook Web App to access your email, calendar, and contacts. Click Outlook, Calendar, or People at the top of the page. For information about how to use Outlook Web App in Office 365, see Start using Outlook Web App for email and calendars.

Other ways to access your Office 365 email

Besides using Microsoft Outlook Web App, which gives you access to your email via your browser, you can also use desktop email programs to connect to your account. Desktop clients can be full-featured or they can offer only basic features, such as email and—sometimes—contacts. Clients that connect using POP or IMAP offer basic features.

Office desktop versions of Outlook

Other email programs

To learn about setting up your email in other programs, such as Mac OS X Mail, Windows 8 Mail, and Thunderbird, see Email program setup reference.

Mobile phones and tablets

To learn about setting up your email using mobile phones and tables, see Phone and tablet setup reference.

Related tasks

Forward email to another email account

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Applies to:
Office 365 Enterprise, Office 365 Enterprise admin, Office 365 Midsize Business, Office 365 Midsize Business admin, Office 365 Small Business, Office 365 Small Business admin