Step by Step Guide to Import or Export Outlook PST File Manually

Normally, MS Outlook automatically stores the data such as emails messages, appointments, contacts, journal entries, tasks, and notes in these two locations:

In a personal storage folder, which is known as .pst file.

In a mailbox located on the server. Usually, mailbox is placed on a server in case you utilize Outlook with Microsoft Exchange Server.

when you access without Microsoft Exchange Server, MS Outlook 2013 stores the data that simultaneously includes all default and custom folders in a personal folder. And another important thing is that you also need to note that when MS Outlook 2013 is used with Exchange, your mailbox, data resides on the server rather than on your computer. At the time when you open MS Outlook, the program contacts the server and within a matter of a few minutes display your data.

Unless your only email account is on an Exchange Server, Outlook 2013 creates a local data file for you when you set up your profile. Depending upon the requirement, it is necessary to create a new PST file and then add or remove folders to it. When Exchange Server is the only account, Outlook stores all items in your Exchange Server mailbox.

But, you need to remember that you have to clean up all old tasks or messages that get pile up. Outlook 2013 provides an AutoArchive feature allow the user to specify how often Outlook should clean out old items, which emails items to move, and so on. If you choose to archive items rather than delete them, Outlook places them in a PST file of your choosing. Nevertheless, it is possible to restore them back easily. Manually, you got to open that set of folders and successfully copy the items back to your regular folders. In fact, the more relevant option you can opt is the usage of the import feature in Outlook to import from the archive file.

If you already have to remove your account profile and no longer have access to previously archived folders, you need to import the file back into Outlook to gain access to the files again.

Click the File drop-down menu. Navigate to the Open & Export sub-menu, and then click Import/Export.

By default Import from another program or file, get selected. If it doesn’t get selected then click Next.


Select Outlook Data File (.pst), and then click Next.


Click Browse, and then choose the PST file you want to import.
Click Open and then click Next.
If a password was assigned to the Outlook Data File (.pst), you are prompted to enter the password, and then click OK.
Set the options for importing items. The default settings usually don’t need to be changed.

The top folder — usually Personal Folders, Outlook Data File, or your email address — is selected automatically.

Include sub folders is selected by default. All folders under the folder selected will be imported.

The default selection of Import items into the same folder in matches the folders from the imported file to the folders in Outlook. If a folder doesn’t exist in Outlook, it will be created.

Select the Folder you want to import and Click Finish. You’re done!

Although you might be doing much of your work in Outlook 2013, but rarely there are occasions when you want to move data into Outlook from other programs or might even require exporting data from Outlook to another program. Just by following the steps mentioned above you could easily import and export item.

This process is little complex, minor mistake can create problem. If you want to skip all this process and save time, I would recommend a third party application, lots of available in the market. Some of available with free trial version with full features. Here is the one which you can download from here.


If you want to skip all this process and perform such task easy, accurately and fast then go for a third party application. This application surely help you. You can download this application from here:  images

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One thought on “Step by Step Guide to Import or Export Outlook PST File Manually

  1. James Rodey says:

    Thanks for sharing a great post. Really an informative.

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