Use Outlook to move information between email accounts

If you have a desktop version of Outlook (for example, Outlook 2013, Outlook 2010, or Outlook for Mac 2011), you can use it to move your messages, contacts, and calendar information from an account on one computer to another.

For example, you can move Outlook information (messages, contacts, calendar, and more) from a Gmail account to an Office 365 for business or other Microsoft Exchange account. Or, you can move Outlook information from an Outlook.com account (formerly Hotmail account) to an Office 365 for business or other Microsoft Exchange account.

Here are the general steps you follow to complete this task:

  1. If you have not already done so, add the account that you want to move information from as an account in a desktop version of Outlook.
  2. Export the information from that account into an Outlook Data File (.pst).
  3. Import the Outlook Data File (.pst) into your new email account.

This article includes the steps you need to follow if you are using Outlook 2013. If you are using a different desktop version of Outlook or have other questions about moving data into your account, see What else do I need to know?

In this article


Export Outlook 2013 information to an Outlook data file

 Note    Before you begin, the account that you want to export Outlook information from must already be set up in the desktop version of Outlook. For information about how to add an account to Outlook 2013, see Add an email account.

  1. In Outlook 2013, click File > Open & Export > Import/Export.

Import/Export command in the Backstage view

  1. Click Export to a file, and then click Next.

Export to a file option in the Import and Export Wizard

  1. Click Outlook Data File (.pst), and then click Next.
  2. Select the account you want to export by clicking the name or email address, such as anne@contoso.com. If you want to export everything in your account, including mail, calendar, contacts, tasks, and notes, ensure the Include subfolders box is checked.

 Note    You can export one account at a time. If you want to export multiple accounts, after one account is exported, repeat steps 1-4.

Export Outlook Data File dialog box with top folder selected and Include subfolders checked

  1. Click Next.
  2. Click Browse to select where to save the Outlook Data File (.pst) and to enter a file name for the backup. Click OK to continue.

 Note    If you’ve used export before, the previous folder location and file name appear. Type a different file name before clicking OK.

  1. If you are exporting to an existing Outlook Data File (.pst), under Options, specify what to do when exporting items that already exist in the file.
  2. Click Finish.

Outlook begins the export immediately unless a new Outlook Data File (.pst) is created or a password-protected file is used.

  • If you’re creating an Outlook Data File (.pst), an optional password can help protect the file. When the Create Outlook Data File dialog box appears, enter the password in the Password and Verify Password boxes, and then click OK. In the Outlook Data File Password dialog box, enter the password, and then click OK.
  • If you’re exporting to an existing Outlook Data File (.pst) that is password protected, in the Outlook Data File Password dialog box, enter the password, and then click OK.

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Import Outlook 2013 information from an Outlook data file

 Note    Before you can import Outlook information, you must have already exported the Outlook information from an email account to a .pst file. If you have not yet done this, see Export Outlook 2013 information to an Outlook data file earlier in this article.

  1. In Outlook 2013, click File > Open & Export > Import/Export.

This starts the Import and Export Wizard.

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

Import and Export Wizard

  1. Choose Outlook Data File (.pst), and then click Next.
  2. Browse to the .pst file you want to import.
  3. Under Options, choose how you want to deal with duplicates.
  4. Click Next.
  5. If a password was assigned to the Outlook Data File (.pst), enter the password, and then click OK.
  6. Set the options for importing items. The default settings usually don’t need to be changed.
  7. Click Finish.

After you click Finish, Outlook will import the contents of the <FileName>.pst file into the local Outlook data store on your computer. After the data has been copied into the local data store, Outlook will upload the data into your mailbox. If you have lots of data in your mailbox, this may take hours. Make sure that you don't shut down Outlook, and make sure you're connected to the destination account while the upload happens.

 Tip    If you want to import or restore only a few items from an Outlook Data File (.pst), you can open the Outlook Data File, and then, in the Navigation Pane (Navigation Pane: The column on the left side of the Outlook window that includes panes such as Shortcuts or Mail and the shortcuts or folders within each pane. Click a folder to show the items in the folder.), drag the items from Outlook Data File folders to your existing Outlook folders.

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What else do I need to know?

Using previous Outlook versions

You can move messages, calendar, and contact information from one email account to another using previous supported desktop versions of Outlook. To migrate your information, you need to export data from one account, and then import it into the other account.

Learn more about importing contacts and other data into your account

Besides being able to move messages, calendar, and contact information by using Outlook Data Files, there are other ways that you can import and export contacts and other data to and from your email accounts.

More about working with data files

Introduction to Outlook Data Files (.pst and .ost)

Open Outlook Data Files (.pst)

Change an Outlook Data File name in the Folder Pane

Change the data file where content is saved

Export items to an Outlook Data File (.pst)

Repair Outlook Data Files (.pst and .ost)

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Applies to:
Outlook Web App, Outlook Web App for Office 365 Enterprise, Outlook Web App for Office 365 Small Business