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How to Export Outlook Mailbox to PST File in All Outlook Versions?

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Quick Answer: Using Outlook Classic, you can export Outlook mailbox to PST file format. However, New Outlook, Outlook for Mac, and Outlook for the web provide different methods to backup Outlook emails to PST file and have some limitations. This article explains how to manually export Outlook email to PST file.

PST (Personal Storage Table) files are used to store emails, contacts, calendars, tasks, and other data in Outlook mailboxes. PST files are useful for moving Outlook data to new systems, email archiving, or keeping your mailbox information if you need it saved locally.

In this article, we will describe the process of exporting Outlook mailbox to PST file in Outlook Classic, New, Mac, and web.

How to Export Outlook Mailbox to PST File?

The method will be determined by the version of Outlook you are using:

• Outlook Classic for Windows: Use the built-in Import/Export wizard.
• New Outlook for Windows: Use the PST export option available in your version.
• Outlook for Mac: Use the export feature available and convert it into PST if necessary.
• Outlook on the web: There is no normal PST export option on the desktop, so you will have to use a different method.

Method 1: Convert Outlook Data File to PST in Outlook Classic

Outlook Classic in Windows has a built-in feature that allows for importing and exporting Outlook mailbox to PST file.

Steps to export Outlook email to PST file:

1. Launch the Outlook Classic software on a Windows operating system.
2. Go to the File option.
3. Choose the Open & Export option.
4. Click on Import/Export.
5. Select Export to a file and press Next.
6. Select Outlook Data File (.PST) file type.
7. Press Next.
8. Choose the folder or mailbox you want to export.
9. Select Yes to include sub-folders in the export.
10. Click on the Next option.
11. Go to Browse and choose the location to save the exported file.
12. Select how to handle duplicated items in Outlook.
13. Press Finish.
14. Specify a password if it is required or press Next to leave the password blank.
15. Outlook will generate the PST file in the specified location.

You can access the PST file using Outlook software in order to get to the original mailbox data any time you may want.

Note: If you often work with PST files, then you must have an enterprise-grade solution like a PST converter that can easily convert its data to different file formats and make it compatible with other email clients and email services.

Method 2: Export Outlook Mailbox to PST file in New Outlook

New Outlook for Windows may have a different interface than the Classic Outlook versions, and the features related to PST may also vary depending on the edition of Outlook you have.

To export a PST file from New Outlook, you must have a Microsoft 365 account subscription configured in New Outlook. Follow these steps in case you already have it:

Process to follow for exporting Outlook mailbox from New Outlook:

1. Run New Outlook on your Windows PC.
2. Click on the Settings icon.
3. Go to the account or data management settings.
4. Search for the option Export or Import/Export.
5. Select the option to export your mailbox data.
6. Select the mailbox folders to be exported.
7. Select PST as an output format if it is available.
8. Select the location for the exported file.
9. Start exporting the file.
10. Wait for the Outlook process to finish making the PST file.

Tip: To export bulk Outlook mailboxes to PST, use BitRecover Email Backup Software. To use it, enter login credentials of the configured account and export as PST.

Method 3: Export Outlook for Mac Mailbox to PST

Outlook for Mac employs a different data format and export method in comparison to Outlook for Windows. Furthermore, the choices for exporting data may vary according to your Outlook version, either the new Outlook for Mac or the older version of Outlook.

In case your version of Outlook for Mac permits the exporting feature, the user can export the mailbox data first, and then convert it into PST when required.

Procedure to export Outlook mailbox to PST file on Outlook for Mac:

1. Launch Outlook for Mac on your computer.
2. Ensure that the necessary email account is set up and synced with Outlook.
3. Select the folders or mailbox that you wish to export.
4. From the menu bar, choose Tools or File, depending on your Outlook version.
5. Select the Export option available in the list of choices.
6. Select the mailbox items that you wish to export.
7. From the list of formats available, select your required Outlook data export format.
8. Select the location where you want to save the file on the Mac.
9. Press the Export button.
10. Wait for the export procedure to be finished by Outlook.

Tip: Use an OLM to PST converter to easily export a PST file from Outlook for Mac.

Method 4: Export Outlook Mailbox to PST file from Outlook on the Web

Outlook on the web is a web-based service and doesn’t come with a PST export mechanism like that of Outlook Classic.

If Outlook on the web is used primarily and a requirement for a PST file exists, setting up the same account in a compatible desktop Outlook product is one possible solution.

Steps to export Outlook Web mailbox to PST:

1. Use your Outlook on the web account to log in.
2. Pre-check if the required emails and folders can be seen.
3. Launch Outlook Classic or a different desktop Outlook version.
4. In the desktop version, retrieve the same email account.
5. Ensure that the inbox is entirely synchronized.
6. Open File > Open & Export > Import/Export in Outlook Classic.
7. Choose the option to Export to a file.
8. Select the Outlook Data File (.PST) option.
9. Select the inbox or necessary folders.
10. Enable the Include subfolders option.
11. Choose the location where the PST has to be saved.
12. Click on Finish to start the export process.

It is important to ensure that the inbox is completely synchronized prior to the export.

Tip: To easily export PST from Outlook web, use an Outlook.com backup tool.

What Outlook Data Can Be Exported to PST?

Your Outlook account and chosen folders dictate a PST export’s contents, including:

• Emails (Inbox, Sent Items, Drafts, Deleted Items)
• User-added folders
• Contacts
• Calendar items
• Tasks
• Notes
• Attachments

When exporting an Outlook mailbox to PST, the root folder of the mailbox should be selected alongside Include subfolders to accommodate the folders below.

Things to Check Before Exporting Outlook to PST

You should take care of the following things before you export Outlook mailbox to PST file:

• Full Synchronization of Mailbox: Make sure Outlook completes synchronization before you export mail. This is only true in cases where one or more of the accounts are used with online servers.
• Choose the Right Folders: If you do not need to export Outlook email to PST file, you can choose to export only a few folders needed.
• Space Availability: When dealing with large mailboxes, create correspondingly large PST files. The destination location must have enough disk space to store the new file.
• Ensure Safety of PST: PST files can contain confidential emails and personal information. Store this file in a safe location to prevent unauthorized users from having access to it.
• Check the Exported File: You need to check the created PST file after the export is complete. Open the PST file in Outlook and check important folders, messages, and attachments to ensure that everything was exported properly.

Overview of Methods to Export Outlook Mailbox to PST File

Outlook Version	Method for Manual Exporting
Classic Outlook	Pick File > Open & Export > Import/Export > Export to PST from the menu
New Outlook	Choose from any of the exporting options provided
Outlook for Mac	Select from any of the exporting methods and convert the exported information to PST if necessary
Outlook web	Connect your account to desktop Outlook and export your mailbox

Frequently Asked Questions

Q 1: Is it possible to transfer my whole Outlook email account into PST format?

Yes, you can do that. Open the root folder of the mailbox in Outlook Classic, switch on the option to Include subfolders, and export it as an Outlook Data File (.PST).

Q 2: How can I convert Outlook messages into PST file format?

To do it, click File > Open & Export > Import/Export in Outlook Classic and choose Export to a file. Then pick Outlook Data File (.PST), select folders, and finish the export.

Q 3: Is it possible to export the New Outlook directly to PST?

Yes, it is possible to export New Outlook mailbox data to PST, but you must have a Microsoft 365 subscription account configured with New Outlook.

Q 4: Will I be able to export Outlook on the web to PST?

Outlook on the web not allow you to directly export a PST file; therefore you need to use Outlook desktop.

Conclusion

The simplest method to export an Outlook mailbox to a PST file is determined by the Outlook version you are using. While Outlook Classic offers a convenient built-in export wizard, New Outlook, Outlook for Mac, and Outlook on the web may need a different technique to do the same.

It is important to let your mailbox synchronize completely before exporting Outlook emails to a PST file, choosing necessary folders, and then checking the generated PST file. If you use OST or Outlook for Mac, third-party converters are usually the best solution if your main goal is to have a PST.