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How to Move Outlook Folders to a New Computer: A Definitive Guide

Moving your Outlook folders to a new computer can feel like transplanting a carefully cultivated garden. It’s not just about copying files; it’s about preserving your meticulously organized emails, contacts, calendars, and tasks. This guide provides a comprehensive walkthrough of the various methods available, ensuring a smooth and successful transition.

The most reliable way to move your Outlook folders to a new computer is by exporting your Outlook data to a .pst file from your old computer and then importing that .pst file into Outlook on your new computer. This method works for various email account types, including POP, IMAP, and Exchange. Alternative methods, such as manually copying .ost files or using cloud synchronization, are also available, each with its own set of considerations.

Understanding Outlook Data Files: PST vs. OST

Before diving into the transfer process, let’s clarify the crucial distinction between PST and OST files:

PST (Personal Storage Table) Files: These files store your emails, contacts, calendars, and other Outlook data locally on your computer. They are typically used with POP3 accounts and sometimes with IMAP accounts, depending on how your account is configured.
OST (Offline Storage Table) Files: These files are used with Exchange, Outlook.com, and IMAP accounts. They allow you to work offline, and changes are synchronized with the server when you reconnect to the internet.

Understanding which file type your account uses is critical for choosing the appropriate transfer method. To find out, go to File > Account Settings > Account Settings > Data Files in Outlook. The location and type of your data file will be displayed.

Method 1: Exporting and Importing a PST File

This is the most universally recommended and robust method for moving your Outlook folders.

Exporting to a PST File (Old Computer)

Open Outlook: Launch Outlook on your old computer.
Go to File: Click on the “File” tab in the top-left corner.
Open & Export: Select “Open & Export” from the menu.
Import/Export: Click on “Import/Export.”
Export to a File: Choose “Export to a file” and click “Next.”
Outlook Data File (.pst): Select “Outlook Data File (.pst)” and click “Next.”
Select Folders: Choose the account or specific folders you want to export. Important: Ensure “Include subfolders” is checked if you want to export all folders within the selected account. Click “Next.”
Save Location: Browse to a location to save your .pst file. Choose a location like an external hard drive or a USB drive. Give the file a descriptive name.
Options: Choose how to handle duplicates (replace, allow duplicates, or do not export duplicates).
Add Password (Optional): You can add a password to protect the .pst file.
Finish: Click “Finish” to begin the export process. The process may take some time, depending on the size of your mailbox.

Importing the PST File (New Computer)

Open Outlook: Launch Outlook on your new computer.
Go to File: Click on the “File” tab.
Open & Export: Select “Open & Export.”
Import/Export: Click on “Import/Export.”
Import from another program or file: Choose “Import from another program or file” and click “Next.”
Outlook Data File (.pst): Select “Outlook Data File (.pst)” and click “Next.”
Browse for the .pst File: Browse to the location where you saved the .pst file from your old computer.
Options: Choose how to handle duplicates.
Choose Where to Import: You can import into your current mailbox or a new one.
Finish: Click “Finish” to begin the import process. If you added a password to the .pst file, you will be prompted to enter it.

Method 2: Using Cloud Synchronization (Exchange, Outlook.com, IMAP)

If you’re using an Exchange, Outlook.com, or IMAP account, your data is typically synchronized with the cloud. This means you might not need to manually transfer any files.

Add Account to New Outlook: Simply add your email account to Outlook on your new computer.
Synchronization: Outlook will automatically download and synchronize your emails, contacts, calendars, and other data from the server.

However, large mailboxes may take some time to fully synchronize. Check your internet connection speed and allow sufficient time for the download to complete.

Method 3: Manually Copying the OST File (Advanced)

Warning: This method is not recommended for most users and is primarily intended for advanced users who understand the implications. It’s generally unreliable and can lead to data corruption or loss.

Locate the .OST File: On your old computer, locate the .ost file for your email account. Its location can be found in File > Account Settings > Account Settings > Data Files.
Close Outlook: Ensure Outlook is completely closed on both computers before proceeding.
Copy the .OST File: Copy the .ost file to your new computer.
Replace Existing .OST File (Caution): On your new computer, locate the existing .ost file for your email account (if one exists) and replace it with the copied file. Important: This could overwrite any unsynchronized data.
Open Outlook: Open Outlook on your new computer.

Why this method is risky: The .ost file is essentially a cache of your online mailbox. It’s not designed to be directly transferred like a .pst file. Synchronization issues, data corruption, and profile errors are common when attempting this method. Furthermore, some Exchange configurations prevent you from simply copying and reusing the .ost file.

Method 4: Using Third-Party Migration Tools

Several third-party tools are designed to simplify the process of migrating Outlook data. These tools often offer features such as:

Automated .pst file creation and import.
Selective data migration (e.g., only migrating emails from a specific date range).
Conversion between different file formats.
Support for multiple email clients.

Research and choose a reputable tool that meets your specific needs. Be sure to read reviews and understand the tool’s limitations before purchasing.

FAQs: Moving Outlook Folders

1. Can I move Outlook folders without exporting to a PST file?

Yes, if you’re using an Exchange, Outlook.com, or IMAP account, your data should synchronize automatically when you add the account to Outlook on your new computer. However, for POP3 accounts, exporting to a .pst file is usually necessary. Manually copying .ost files is strongly discouraged for the reasons outlined above.

2. How long does it take to export and import a PST file?

The time it takes depends on the size of your mailbox. A small mailbox might take only a few minutes, while a large mailbox (over 50 GB) could take several hours. Ensure you have sufficient time and a stable internet connection.

3. What if my PST file is too large?

Large .pst files can be prone to corruption and performance issues. Consider archiving older emails to reduce the file size or using Outlook’s built-in archiving features. You can also try splitting the .pst file into smaller files using third-party tools.

4. How do I password-protect my PST file?

When exporting to a .pst file, you’ll be prompted to add a password. Choose a strong password and store it securely. If you forget the password, you may not be able to access the data in the .pst file. There are .pst password recovery tools, but their success is not guaranteed.

5. What if I get an error message during the import/export process?

Error messages can vary. Common causes include corrupted .pst files, insufficient disk space, or incorrect file permissions. Try running the Inbox Repair Tool (SCANPST.EXE) on the .pst file to fix errors. Ensure you have enough free disk space and the necessary permissions to access the file.

6. Will my email rules be transferred?

Email rules are typically stored within your Outlook profile. When you import a .pst file, your rules should be transferred along with your other data. However, some rules may require adjustments, especially if they refer to specific folders or accounts.

7. Can I move just specific folders, not the entire mailbox?

Yes, when exporting to a .pst file, you can choose to export only specific folders. This can be useful if you only need to transfer a subset of your data. Make sure to select “Include subfolders” if you want to include the contents of the selected folders.

8. How do I find the SCANPST.EXE tool?

SCANPST.EXE is usually located in the Office installation directory. Common locations include:

C:Program FilesMicrosoft OfficerootOffice16 (for Office 2016 and later)
C:Program FilesMicrosoft OfficeOffice15 (for Office 2013)
C:Program FilesMicrosoft OfficeOffice14 (for Office 2010)

The “OfficeXX” number corresponds to the Office version.

9. What if I’m using an older version of Outlook?

The steps for exporting and importing .pst files may vary slightly depending on your version of Outlook. However, the general principles remain the same. Consult the documentation for your specific version of Outlook for detailed instructions.

10. Will my contacts and calendar entries be transferred?

Yes, when you export your Outlook data to a .pst file, your contacts and calendar entries will be included. Similarly, if you are using an Exchange, Outlook.com, or IMAP account, those items will synchronize from the server as well.

11. Can I use OneDrive or other cloud storage to transfer the .PST file?

Yes, you can use OneDrive, Google Drive, Dropbox, or other cloud storage services to transfer the .pst file from your old computer to your new computer. Just ensure the file is fully uploaded before you delete it from the old computer, and fully downloaded before importing it to Outlook on the new computer.

12. What should I do after successfully moving my Outlook folders?

After verifying that all your data has been transferred correctly, consider backing up your new Outlook profile. This can be done by creating a system image backup or by regularly backing up your .pst file. You should also securely wipe the data from your old computer to protect your privacy.