How to Transfer an Outlook Data File (.pst) to a New Computer

Why Transfer an Outlook Data File (.pst)?

If you have recently purchased a new Windows PC, you will want to move your existing emails, contacts, and calendar appointments from your old machine. For Microsoft Outlook users using POP3 or IMAP accounts, this data is often stored locally in a single file called a Personal Storage Table (.pst) file.

By simply moving this .pst file from your old computer to your new one, you can restore your entire Outlook history exactly as you left it.

Step 1: Locate and Export the .pst File on Your Old PC

First, we need to locate where Outlook is currently storing your .pst file on your old computer.

1. Open Microsoft Outlook on your old computer.
2. Click on the File tab in the top-left corner.
3. Select Account Settings, and then click Account Settings again from the drop-down menu.
4. In the window that opens, click the Data Files tab.
5. You will see a list of data files. Click on the one associated with your email account (it usually ends in .pst).
6. Click Open File Location. A File Explorer window will open, revealing your .pst file.
7. Important: Close Outlook completely before proceeding. You cannot copy the file while Outlook is running.
8. Copy the .pst file to an external USB flash drive or an external hard drive.

Step 2: Transfer the File to Your New PC

Now, we will move the file to a secure location on your new computer.

1. Plug the USB drive into your new computer.
2. Open File Explorer and locate the .pst file on the USB drive.
3. Copy the file.
4. Navigate to your Documents folder on the new PC and create a new folder called Outlook Data. Paste the .pst file inside this folder. (Storing it here makes it easy to find and backup in the future).

Step 3: Import the .pst File into Outlook on the New PC

Finally, we need to tell Outlook on your new computer to use this data file.

1. Open Microsoft Outlook on your new computer.
2. If you haven’t already, add your email account using the initial setup wizard.
3. Once the account is added, click File > Open & Export > Import/Export.
4. Select Import from another program or file and click Next.
5. Choose Outlook Data File (.pst) and click Next.
6. Click Browse and navigate to the Outlook Data folder you created in Step 2. Select your .pst file and click Open.
7. Under Options, choose Replace duplicates with items imported and click Next.
8. Select the top-level folder (usually your email address) and ensure the box for Include subfolders is checked.
9. Choose Import items into the same folder in: and select your email account from the drop-down menu.
10. Click Finish.

Outlook will now begin importing all your emails, folders, contacts, and calendar events. Depending on the size of the file, this process may take a few minutes to complete.