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How to Import a PST File into Outlook 365 Online: A Comprehensive Guide

Importing a PST file into Outlook 365 online involves uploading the PST file to Azure Storage using Azure AzCopy, and then using the Office 365 Import Service to import the data into user mailboxes. This process can seem complex at first glance, but with a step-by-step approach and the right tools, it’s manageable even for those with moderate technical skills.

Understanding PST Files and Outlook 365 Online

Before diving into the process, let’s define some key terms. PST files, or Personal Storage Table files, are used by Microsoft Outlook to store copies of your messages, calendar events, contacts, and other data. Outlook 365 online, also known as Outlook on the web, is the web-based version of Outlook accessible through a web browser, offering the same email and calendar functionality as the desktop application. Importing allows you to access your archived data in the cloud.

The Import Process: A Step-by-Step Guide

The process of importing a PST file into Outlook 365 online involves several distinct phases, each requiring specific actions and considerations. Here’s a detailed breakdown:

1. Assigning Permissions

Firstly, you need to have the necessary permissions within your Office 365 tenant. You need to be assigned the Mailbox Import Export role. Here’s how you can do that:

Connect to Exchange Online PowerShell: Use the Connect-ExchangeOnline cmdlet to establish a connection. You might need to install the Exchange Online PowerShell module if you haven’t already.
Assign the Role: Use the following command to assign the Mailbox Import Export role to a user account: New-ManagementRoleAssignment –Role "Mailbox Import Export" –User "YourAdminAccount" Replace "YourAdminAccount" with the actual user account you want to grant permissions to.
Verify Permissions: Ensure the role has been assigned correctly by checking the user’s role assignments.

2. Downloading and Installing Azure AzCopy

Azure AzCopy is a command-line utility designed to efficiently copy data to and from Azure Blob storage. This tool is crucial for uploading your PST files to Azure.

Download AzCopy: Download the latest version of Azure AzCopy from the official Microsoft website. Search for “Azure AzCopy download” to find the download page. Choose the correct version for your operating system (Windows, macOS, or Linux).
Installation: The installation process is typically straightforward. For Windows, it usually involves extracting the downloaded ZIP file and placing the azcopy.exe file in a convenient directory, preferably one that’s included in your system’s PATH environment variable, making it accessible from any command prompt.
Verification: After installation, open a command prompt and type azcopy --version. If AzCopy is installed correctly, it will display the version number.

3. Retrieving the SAS URL

A SAS (Shared Access Signature) URL provides secure access to your Azure Storage account for a limited time. The Office 365 Import Service uses this URL to access your uploaded PST files.

Navigate to Compliance Center: Go to the Microsoft 365 compliance center (compliance.microsoft.com).
Data Lifecycle Management > Microsoft 365 Import: In the left navigation pane, find the “Data lifecycle management” section and click on “Microsoft 365 import”.
New Import Job: Click on “New import job.” Name your import job, and then you’ll be prompted to select the upload method.
Upload Your Data: Choose “Upload your data” and proceed. This will provide you with the SAS URL, along with a sample CSV file (more on that later).
Copy and Save the SAS URL: Carefully copy the SAS URL. This is crucial and should be kept secure.

4. Uploading PST Files to Azure Storage

Using Azure AzCopy, you’ll now upload your PST files to the Azure Storage location identified by the SAS URL.

Open Command Prompt: Open a command prompt or terminal window.
Execute AzCopy Command: Use the following command, replacing "pathtoyourPSTfile.pst" with the actual path to your PST file and "SAS URL" with the SAS URL you obtained earlier:
```
azcopy copy "pathtoyourPSTfile.pst" "SAS URL" 
```
Repeat for Each PST File: Repeat this command for each PST file you want to import. Make sure to monitor the progress of the upload, as large PST files can take a significant amount of time to upload, depending on your internet connection speed.

5. Creating the CSV Mapping File

The CSV mapping file is essential. This file tells Office 365 which PST file should be imported into which user mailbox.

Download the Sample CSV: In the Microsoft 365 compliance center (where you got the SAS URL), you were provided with a sample CSV file. Download this file.
Populate the CSV: Open the CSV file using a spreadsheet program like Microsoft Excel or Google Sheets. The required fields are:
- FileName: The name of the PST file you uploaded to Azure Storage (e.g., MyPST.pst).
- Mailbox: The email address of the user mailbox where you want to import the PST file (e.g., user@example.com).
- IsArchive: Set to FALSE if you want to import the data into the user’s primary mailbox. Set to TRUE if you want to import it into the user’s archive mailbox.
- TargetRootFolder: (Optional) Specifies the folder in the target mailbox where you want to import the data. If left blank, the data will be imported into the root of the mailbox.
Save the CSV: Save the completed CSV file in CSV format (comma separated values).

6. Creating the Import Job in Office 365

Now, finalize the process within the Office 365 Import Service.

Upload the CSV: In the Microsoft 365 compliance center (where you started the process), you will be prompted to upload the CSV mapping file that you created.
Validate the CSV: Office 365 will validate the CSV file for errors. If any errors are found, correct them in the CSV file and re-upload it.
Start the Import Job: Once the CSV file is validated, you can start the import job. Office 365 will then begin importing the data from the PST files in Azure Storage into the specified user mailboxes.
Monitor the Progress: You can monitor the progress of the import job in the Microsoft 365 compliance center. The status will indicate whether the import is in progress, completed, or failed.

Troubleshooting Common Issues

Even with careful planning, import processes can sometimes encounter hiccups. Here are a few troubleshooting tips:

Invalid SAS URL: Double-check the SAS URL. Ensure that you have copied the entire URL correctly and that it hasn’t expired.
CSV Errors: Carefully review the CSV file for errors. Make sure the file names are correct, the email addresses are valid, and that the correct mailbox has been specified.
Permission Issues: Confirm that you have the necessary permissions assigned to your user account.
Network Connectivity: Ensure you have a stable and reliable internet connection during the upload and import process.
Large PST Files: Very large PST files may take a considerable amount of time to import.

FAQs

Here are some frequently asked questions related to importing PST files into Outlook 365 online:

1. What is the maximum size of a PST file that can be imported?

There isn’t a hard limit imposed by the import service itself on the PST file size. However, large PST files (over 20GB) can take a significant amount of time to upload and import and are more prone to errors. It’s recommended to break very large PST files into smaller ones if possible.

2. Can I import PST files from a Mac computer?

Yes, the process is the same regardless of whether you are uploading the PST files from a Windows or Mac computer. AzCopy is available for both operating systems.

3. Can I import PST files directly from a network share?

No, PST files must be uploaded to Azure Storage using Azure AzCopy before they can be imported into Office 365.

4. How long does it take to import a PST file?

The import time depends on several factors, including the size of the PST file, your network bandwidth, and the load on the Office 365 service. A small PST file might take only a few minutes, while a large file could take several hours.

5. What happens to duplicate items during the import process?

Outlook 365 has built-in duplicate detection. By default, it will skip importing duplicate items.

6. Can I import PST files into a shared mailbox?

Yes, you can import PST files into a shared mailbox by specifying the shared mailbox’s email address in the CSV mapping file.

7. What happens if the import process fails?

The import process will provide error messages if it fails. Review the error messages to identify the cause of the failure and correct the issue. You may need to re-upload the PST file or correct the CSV mapping file.

8. Is there a cost associated with importing PST files into Office 365?

There is no direct cost from Microsoft for using the Import Service, but Azure storage incurs costs. You will be charged for the storage used to hold the PST files in Azure Storage during the upload and import process.

9. What if I don’t have global admin rights?

You need to have the Mailbox Import Export role assigned to your account. Contact your global administrator to get this role assigned.

10. How do I cancel an import job?

You can cancel an import job from the Microsoft 365 compliance center. However, be aware that cancelling an import job might not completely remove the data that has already been imported.

11. Can I import specific folders from a PST file instead of the entire file?

No, the Office 365 Import Service imports the entire PST file. If you only need to import specific folders, you may need to use the Outlook desktop application to open the PST file and then move the desired folders to your Office 365 mailbox.

12. Where does the PST file data get placed in the user’s mailbox?

By default, the data will be placed in the root of the mailbox. You can control the location by using the TargetRootFolder column in the CSV mapping file to specify a specific folder.

By following this detailed guide and addressing the common questions, you should be well-equipped to successfully import your PST files into Outlook 365 online. Remember to plan carefully, double-check your settings, and be patient, especially with large PST files. Good luck!