How to Transfer Outlook Data to a New Computer

Summary: The blog explains the step-by-step process to Transfer Outlook Data to a New Computer (OST, PST). The entire procedure is divided into different sections to make it easier for users to accomplish the task without losing any of the mailbox items. Towards the end, it also mentions the solution to transfer the OST files from one computer to another.

How do I transfer outlook data to a new computer?

Users cannot share Outlook PST files between two computers nor can the mailbox data be synchronized; however, it is still possible to transfer Outlook PST data to another computer under various circumstances. As the procedure to transfer outlook data to a New Computer is complex and lengthy, therefore, it is recommended to perform the transfer carefully so as to avoid loss of mailbox data.

   

To copy outlook 2016 profile to a new computer, first you have to convert it to PST format, then import PST to Outlook. Check the following article to move Outlook OST file from one computer to another.

To avoid the data loss situations during transferring the OST file, Download Stellar Converter for OST. The software converts OST file into PST without any data loss. Download the software from here:

Transferring PST file:

To get started, you will first need to back up the PST file so that you can easily restore the data in case of any inconsistencies. The entire process is made easier when divided into the following:

• Copy & Move Outlook PST File
• Import PST into Outlook on another machine

Let’s understand the step-by-step procedure to copy, move, and import Outlook profile/PST from one computer to another.

Step #1: Copy & Move Outlook PST File

Follow the steps below:

1. To copy the Outlook PST file, it is important to close MS Outlook application
2. Click on Start and click Run
3. Type Control Panel or navigate to the Control Panel window
4. If Pick a Category screen appears, click on User Accounts
5. Highlight the Mail icon and double-click to open it
6. Then, click on Show Profiles
7. Select the appropriate profile and then click on Properties
8. Then click on Data Files
9. Under Name, click on Personal Folders Service to back up the PST file. Here, Personal Folders is displayed as a default option. Note: For more than one Personal Folders Service in one profile, each set of PST file needs backup
10. Click on Settings and make note of the PST file that displays
11. Then close all Properties windows
12. Next, copy the PST file on Windows Explorer or select any drive and storage location from My Computer

Note: If you do not want to transfer the entire Outlook PST data to another computer, then you may select the desired folders to move to the new PST file.

Export Specific Folders in Outlook 2010

In MS Outlook 2010, follow the steps below to export specific folders:

1. Click on the File tab
2. In Outlook Options window, click on Advanced
3. Next click on Export
4. In the Import and Export wizard that appears, click on Export to a file and click on Next
5. Click on Outlook Data File (.pst) option and click Next
6. Select the folders that you need to export and then click on Next
7. Then, click on Browse and specify the location where you need to save the new PST file
8. In File Name field, type any desired name for the newly created PST file and click on OK
9. Finally, click on Finish

Export Specific Folders in Outlook 2007 & Earlier Versions

For Outlook 2007 and all earlier versions, you can execute the given procedure to export specific folders to the PST file. The option to export only the desired mailbox folders while dumping unnecessary data not only saves time but the storage space as well while transferring Outlook PST from one computer to another.

Follow the steps below:

1. Open MS Outlook and click on the File menu
2. Click on Import and Export option
3. Click on Export to file and click Next
4. Click on Personal Folder File (.pst) and click on Next
5. Then select the folder that needs to be exported to the new PST
6. Click on Browse and specify a storage location for the new PST file
7. In the File Name field, provide an appropriate name for the newly created PST and click on OK
8. Click on Finish to complete the export folders procedure

After copying the entire PST file or the desired mailbox folders on existing Windows machine, the next step is to move Outlook PST file to another computer. To do so, you will need to transfer the PST file to the flash drive or any other external storage media. Now, connect this USB drive to another computer to copy the PST file on the computer’s hard drive.

Step #2: Import PST File to Outlook 2010 & Earlier Versions

After moving the PST file on another computer via an external storage device, the next step is to import the new PST in Outlook. First of all, ensure that MS Outlook is installed on the machine. Now go through the following steps to import PST to Outlook.

1. In MS Outlook, click on the File tab
2. Click on Open and then select Import
3. In the then appeared Import & Export wizard, select Import from another program or file and click on Next
4. Click on Outlook Data File (.pst) and then click on Next
5. Click on Browse to navigate to the file that needs to import
6. Alternatively, type the name and correct path for the PST file that you need to import
7. Under Options section, it is advised to 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
8. Click on Next
9. Select folders that you need to import or select the top of the hierarchy to select all the folders in the PST file
10. Click on Finish to complete the import procedure

In MS Outlook 2007 and Earlier Versions

To import the PST file to MS Outlook 2007 or earlier version, copy it on the machine using a removable storage device such as external hard drive, CD-ROM, flash drive, magnetic tape cassette, etc. While copying the PST file to another computer, ensure that the Read-Only option is not selected, else the following error message will appear:

“The specified device, file, or path could not be accessed. It may have been deleted, it may be in use, you may be experiencing network problems, or you may not have sufficient permission to access it. Close any applications using this file and try again.”

Follow the steps below:

1. Launch MS Outlook and click on File tab
2. Next, click on Import and Export option
3. Select Import from another program or file and click on Next
4. Click on Personal Folder File (.pst) and click on 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 the entire PST
7. At last, click on Finish

By following the above-mentioned procedure, the Outlook PST file stored on one computer can easily be transferred to another Windows computer. However, if your Outlook is synched with the Exchange Server, some crucial data may be stored into the OST file being listed under data files.

Manual method: https://support.microsoft.com/en-in/help/287070/how-to-manage-pst-files-in-microsoft-outlook

Conclusion

Unlike PST files, there is no particular way to Transfer Outlook Data to a New Computer, except the third-party OST Converter utility such as Stellar Converter for OST. Once the OST file is converted to PST, it can be transferred between different computers using the above-mentioned steps. Encrypted OST files can also be transferred in an error-free manner with the help of the professional converter.

Stellar Converter for OST Rating by MVP: