Export Outlook items to a Personal Folders file (.pst)

Outlook gives you the ability to copy data, such as names and addresses, to several other programs, including Microsoft Access, Microsoft Excel, Microsoft Word, and Microsoft PowerPoint. For example, you might want to export your contacts to Excel so that you can sort names and addresses using a worksheet.

You can also export items to a Personal Folders file (.pst) (Personal Folders file (.pst): Data file that stores your messages and other items on your computer. You can assign a .pst file to be the default delivery location for e-mail messages. You can use a .pst to organize and back up items for safekeeping.) for safe keeping and save the file anywhere. A .pst file can be read only by Outlook. Folder design properties such permissions, rules, description, forms, and views are not preserved when you export to a Personal Folders file. Only the content itself is exported.

 Note   You should not export items created in multiple languages or in a language that is not supported by your system code page to a file type that does not support Unicode. For example, if you have items created in multiple languages in a Microsoft Outlook Personal Folders file (.pst), you should not export the items to a Microsoft Outlook 97-2002 Personal Folders file (.pst). This file type does not support Unicode and therefore any items containing characters in any language other than those supported by the system code page in text fields other than the body of items (item: An item is the basic element that holds information in Outlook (similar to a file in other programs). Items include e-mail messages, appointments, contacts, tasks, journal entries, notes, posted items, and documents.) such as To and Subject lines of messages, ContactName and BusinessTelephoneNumber properties of contact items will be interpreted incorrectly and will result in the display of '?'s and other unintelligible text.

Use the Import and Export Wizard to export items from Outlook.

  1. On the File menu, click Import and Export.
  2. Click Export to a file, and then click Next.
  3. In the list, click the file type you want to export to, and then click Next.

If you want to export to a file for use in Word or PowerPoint, choose either Tab Separated Values or Comma Separated Values.

  1. Follow the instructions in the Import and Export Wizard.

 Note   Folder design properties such as permissions, rules, description, forms, and views are not preserved when you export to a Personal Folders file. Only the content itself is exported.

ShowTip

You can often export to programs not listed in the Import and Export Wizard, by exporting the data to either Comma Separated Values (.csv) or Tab Separated Values (.txt) file format.

Export a set of contacts

  1. Create a new folder for the contacts (contact: Person, inside or outside of your organization, about whom you can save several types of information, such as street and e-mail addresses, telephone and fax numbers, and Web page URLs.) you want to export.

ShowHow?

  1. On the File menu, point to New, and then click Folder.
  2. Type a name for the folder.
  3. In the Folder contains list, click Contact Items.
  4. In the Select where to place the folder list, click Contacts, and then click OK.
  5. In the Navigation Pane (Navigation Pane: The column on the left side of the Outlook window that includes buttons for the Mail, Calendar, and Tasks views and the folders within each view. Click a folder to show the items in the folder.), click Contacts, or click another private or public contacts folder that you want to copy information from.
  1. To copy the contacts, press and hold down CTRL and drag the contacts you want from the Contacts folder you just clicked to the new contacts folder you just created.
  2. On the File menu, click Import and Export to export the new contacts folder.
  3. Click Export to a file, and then click Next.
  4. In the list, click the file type you want to export to and then click Next.
  5. Follow the instructions in the Import and Export Wizard.

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Applies to:
Outlook 2003