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How to Export Data from Outlook to a .PST

Exporting to an Outlook Data File (.pst) is generally done when making a backup of your Outlook data. It can also be used in preparation for data migration to another mailbox or another computer.

The following steps apply to Outlook 2010, 2013, 2016, 2019, and the Office 365 version.

Step 1. Launch the Outlook application and click the File button in the top left corner.

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Step 2. Select the Open & Export option.

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Step 3. Click the Import/Export button.

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Step 4. In the Import and Export Wizard window, select the Export to a file option and click the Next > button. 

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Step 5. In the Export to a File window, select the Outlook Data File (.pst) option and click the Next > button. 

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Step 6. In the Export Outlook Data File window, select which folders or mailboxes to export. If you want to export the entire content of your mailbox, select its root folder (the top folder in the list with the same name as your email address). Or select a specific folder inside your mailbox. In this example, we will be exporting a specific contacts folder including its subfolders.

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Step 7. In the Export Outlook Data File window, name your .pst file and click Browse... button.

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Step 8. In the Open Outlook Data Files window, select a destination folder for your .pst file and click Ok.

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Step 9. Adjust duplicate resolution options and click the Finish button.

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Step 10. A password prompt will appear. If you want, you can assign a password to your .pst file, but it's generally recommended to leave both fields empty and click the OK button to start the exporting process. 

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Tips:

  • Depending on the size of data you are exporting, the process may take quite a while. During this time, you will not be able to use Outlook so prepare yourself and do the export at a convenient time when you do not need to use Outlook.
  • It's recommended to pick an external drive when exporting your data for backup purposes. That way, if something happens to your main drive, you will have an external drive to restore from.

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