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.
TIP: Outlook Import and Export wizard cannot convert orphaned or inaccessible OST file to PST. We recommend Stellar Converter for OST software to perform OST to PST file conversion in a quick and error-free manner. The software can also help export encrypted Outlook offline data file (.ost) to PST. |
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
- In MS Outlook, click on the File tab.
- Click on Open and then select Import.
- In the Import & Export wizard that appears, select Import from another program or file and click Next.
- Click on Outlook Data File (.pst) and then click Next.
- Click on Browse to navigate to the PST file location.
- 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.
- Click Next.
- Select folders that you need to import or select the top of the hierarchy to select all the folders in PST file.
- Click on Finish to complete the import procedure.
For MS Outlook 2007 and Earlier Versions
- Launch MS Outlook and click on the File tab.
- Next, click on Import and Export option.
- Select Import from another program or file and click Next.
- Click on Personal Folder File (.pst) and click Next.
- Specify the name and path for the PST that needs to be imported and click on Next.
- Then, select the folder that you need to import or click on the top of the hierarchy to select entire PST.
- 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:
Hi Eric, Is it possible to copy the same profile to my other system.
Yes, You can try above mention steps to do the same.
I had to copy the OST file manually(outlook 2010) user could not log in to the domain. I copied file by copy and paste on a flash drive while logging as admin of the old pc. On new pc which is windows 10 and outlook version is 2019. While setting up it ran into issues. I finally created a profile and pointed to the outlook files folder which I created under documents. I see the size of the file as 15GB but in outlook, only 21,000 items are appearing.
Most of the old emails have not downloaded.
I did not use any softare to create ost file. Please advise.
Thanks, B
Hi,
Thanks for your information.
I’m most of the time using Outlook on my PC. However, there are situations where I’m traveling for an extended period. What I have done so far with Outlook 2013, is just copied the .pst file from my PC to the Laptop and coming back home, copied the Laptop .pst file back onto the PC. This so far was an easy and straight forward way in keeping up with my mail.
As far as I can see, this procedure always worked without a problem. So I’m wondering if I miss something? Might my way of doing copy/paste for the .pst file be a problem for office 2019?
Thank you so much for your reply.
EK
Hi,
Please do any manual operations carefully to avoid any bad outcome in Outlook. Please follow the steps as mentioned the above.
You can also contact our support team for a better understanding.
Hi,
Thank’s for the insight. Finally, I get a clearer view about moving Outlook, and their related NST, OST, and PST.
Back in POP3 times, it sounded easier somehow to migrate mailboxes within an organization.
I still have a question!
My organizational outlook clients all use exchange by now, plus a few O365 accounts and some legacy users still at POP3.
But I’m going through a major hardware upgrade.
As I see, if everybody is using exchange, I don’t need to worry about backing up OST and NST, because my new client will sync everything from the online exch server.
Am I right?
Again ty for the article.
N.C.
But, you should also take backup of offline folders to avoid last minute rush during Exchange Shutdown or bulk migration.
Hello,
I wanna ask you about this transfer data outlook.
I have an old laptop and this laptop was installed by outlook 2013 and now, I want to transfer data from my old laptop to my new laptop, my new laptop is installed by outlook 365 version.
how the step can I apply to my laptop? so I can transfer my outlook data.
is it same with your step in above?
thanks before, any help would be nice 🙂
Try the steps mentioned above.
If still, you face any trouble, then drop a message here. We are ready to help you 24*5 (Mon-Fri).
OMG!
Very easy EMAIL transfer tool for bringing emails, contacts, attachments from old Windows 7 PC to a new machine.
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I did all things easily in a single click. Your free tutorial gave me 100% support to perform all steps without any error.
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