How to Transfer Outlook Data to a New Computer

Summary: Transferring Outlook data (OST) manually from one computer to another computer is a complex and tedious process. In this blog, we have explained the step-by-step procedure on ‘how to transfer Outlook data to a new computer’ that can help you to perform this complex task with ease. In addition, you’ll find an automated tool that can easily convert OST file (even orphaned or inaccessible) to PST in a few simple steps.

You may come across situations when you’re required to transfer Outlook data to a new computer. However, transferring Outlook data to another computer is not as simple as it seems. You can transfer Outlook to new computer without much difficulty, if you’re using the application with POP account as it creates PST, which is an Outlook importable file format. For such accounts, you just need to extract the PST file, move it to a new system and import it into the Outlook account.

However, like PST, you can’t just copy and move the Outlook OST file, which is created when you configure your Outlook with Exchange or IMAP account. Outlook OST file can only be accessed with the same account (from which it is created) and on the computer that is used to create that Outlook account. So if you want to migrate Outlook OST data to new computer, you need to first convert it to PST file format.

To get started, you first need to export the OST file to PST so that you can easily import it into the Outlook account on a new computer. The process is made easier when divided into the following:

• Export & Move Outlook OST File
• Import the converted PST into Outlook on another machine

Let’s understand the step-by-step procedure to export, transfer, and import Outlook data from one computer to another.

Step #1: Export & Move Outlook OST File

Considering that your Outlook account is working properly and the OST file is accessible, you can export the OST file to PST by using the Outlook’s in-built Import and Export wizard.  

Follow the steps below:

• Open and log in to MS Outlook.
• Go to File> Open & Export> Import/Export.
• From the Import and Export Wizard window, select Export to a file and then click Next.
• When Export to a file window opens, select Outlook Data File (.pst) and click Next.
• Select the mailbox folders and mailbox items that you want to export. Also, check the ‘Include subfolders’ checkbox and then click Next.
• Click on the ‘Browse’ button, select a location to save the PST file.

Note: You can also connect a USB or external hard drive to the computer and select it as a save location for the PST file. This helps in moving the file to a new computer.

• Once the process is completed, click ‘Finish’. When a password prompt pops up, click ‘OK’ without entering the password.

This will save all the emails and other mailbox data from Outlook OST file to the PST file, which you can easily import into any Outlook account, on another computer.

Important: You can’t use the Outlook’s Import and Export Wizard, if the OST file is orphaned/inaccessible or the Outlook account is inactive/not working. However, you can easily convert such inaccessible OST files to PST by using the Stellar Converter for OST software. To know the step-by-step process for converting OST file to PST by using the software, read How to Convert OST file in to Outlook PST file?

After converting the PST file on the existing Windows machine, move this Outlook PST file to another computer. To do so, you need to transfer the PST file to any external storage media. Now, connect this storage media to another computer and copy the PST file on the computer’s hard drive.

Step #2: Import the Converted PST File into Outlook

After moving the PST file (converted from OST) on a new computer via an external storage device, you need to import this PST into Outlook. First of all, ensure that MS Outlook is installed on the machine. Now, follow the given steps to import PST to Outlook.

For MS Outlook 2010 and Later Versions

1. In MS Outlook, click on the File tab.
2. Click on Open and then select Import.
3. In the Import & Export wizard that appears, select Import from another program or file and click Next.
4. Click on Outlook Data File (.pst) and then click Next.
5. Click on Browse to navigate to the PST file location.
6. Under the Options section, select Do not import duplicates. You can select the appropriate option, if you want Outlook to replace or replicate items that are already existing in Outlook.
7. Click Next.
8. Select folders that you need to import or select the top of the hierarchy to select all the folders in PST file.
9. Click on Finish to complete the import procedure.

For MS Outlook 2007 and Earlier Versions

1. Launch MS Outlook and click on the File tab.
2. Next, click on Import and Export option.
3. Select Import from another program or file and click Next.
4. Click on Personal Folder File (.pst) and click Next.
5. Specify the name and path for the PST that needs to be imported and click on Next.
6. Then, select the folder that you need to import or click on the top of the hierarchy to select entire PST.
7. Click Finish.

By following the above steps, the Outlook data from one computer can be transferred to another Windows computer.

Conclusion

Like PST files, there is no direct way to transfer Outlook OST data to a new computer. You need to first convert the OST to PST by using the Outlook Import and Export wizard or a third-party OST converter utility such as Stellar Converter for OST. The software can also convert orphaned or inaccessible OST files to PST, which is not possible with the Import and Export wizard. This professional converter can also export encrypted OST files to PST in an error-free manner. Once the OST file is converted to PST, you can easily transfer the resultant PST to a new computer and import it into any Outlook account.

Stellar Converter for OST Rating by MVP: