Export and Import Emails

When moving across to Office 365 you will want to bring all of your existing emails, contacts and calendars with you.  To do this you will need to export from your current email account into your new Office 365 account using Outlook.

Before You Start

The following instructions are for Outlook on a PC.  Mac outlook is the same process with some slight differences.

IMPORTANT If you are exporting from an existing Exchange or ActiveSync service make sure that you have downloaded all of your mailbox before starting.


  • Open Outlook and click on the File menu at the top left
  • Click on Open & Export followed by Import/Export
  • Click on Export to a file, followed by Next
  • Then Outlook Data File (.pst), followed by Next
  • Make sure the mailbox you want to export is selected and that Include subfolders is ticked then click Next
  • Select where you want to save your exported mailbox and give it a name.  Use the Browse button and remember where you saved it.
    Click on Finish
  • You can optionally provide a password if you want to secure your back up.
  • Outlook will now export your mailbox to your back up file

Before Importing

  • Close Outlook and open your computers Control Panel. 
    You will need to open the Mail icon under Control Panel.
  • Click on E-mail Accounts
  • Make sure the account you just exported is selected and click on Remove


  • Add your new Office 365 account to Outlook.  Open outlook and follow the instructions to add your Office 365 account.
  • Open Outlook and click on the File menu at the top left
  • Click on Open & Export followed by Import/Export
  • Select Import from another program or file, then click on Next
  • Select Outlook Data File (.pst), then click on Next
  • Use the Browse button and select your exported file you created earlier and click on Next
  • Make sure you have selected the correct mailbox to import into and then click on Finish
  • Outlook will now Import your mailbox into your Office 365 mailbox
  • When the Import has finished Outlook will then start uploading your import to the Office 365 server.  You can see this by looking at the bottom right hand corner of your Outlook window:

    You should leave Outlook open until this process has finished.




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