Precautions Before you Import Outlook PST File
- Backup Current Outlook Data: Create a backup of your existing Outlook data to preserve it before beginning the import process.
- Verify the PST File: Examine the PST file beforehand. Assess its condition by using the Microsoft Inbox Repair Tool (SCANPST.EXE) to detect and repair corrupt PST files.
- Save the PST file in a safe location, untouched until you import PST to outlook
What You’ll Need to Add PST File in Outlook
To import a PST file into Outlook, you don’t need much, just a few basics, If you’ve got those, we’re good to go:
- PST File: Identify the PST file on your computer that you intend to import into Outlook. Confirm its location, such as a specific folder or external drive.
- Outlook Application: Verify that Outlook is installed on your computer. This process is compatible with Outlook versions 2010, 2013, 2016, and 2019, or Microsoft 365.
- A working computer: Nothing fancy, just something stable to run Outlook.
How to Import a PST File into Outlook: Step-by-Step Instructions
The process of importing a PST file into Outlook is manageable with the following steps. This guide provides a clear sequence to ensure success.
- Launch Outlook: Open the Outlook application on your computer and confirm its operation without errors or interruptions.
- Access the File Tab: Select the “File” tab in the upper-left corner.
- Select Open & Export: In the left-hand menu, choose “Open & Export.” Note that in earlier versions, such as Outlook 2010, this may appear as “Open.” Click the appropriate option.
- Choose Import/Export: Click on “Import/Export” to initiate the Import and Export Wizard.
- Select Import from Another Program or File: Select “Import from another program or file” from the list. Click “Next” to continue.
- Specify Outlook Data File (.pst): Select “Outlook Data File (.pst)” on the following screen. Click “Next” to proceed.
- Locate the PST File: Click “Browse” to locate the PST file on your computer, Select the file, click “Open,” and verify the file path.
- Set Duplicate Preferences: Choose how to handle duplicate items: overwrite duplicates with items from the PST, retain both copies, or exclude duplicates. Select the preferred option and click “Next.”
- Designate Import Location: Indicate where the PST data should be placed—typically the current mailbox—or select a specific folder, such as “Inbox.” If uncertain, retain the default setting and click “Finish.”
- Monitor the Import Process: The import begins, and a progress indicator may appear. The duration depends on the file size. Upon completion, the data will be available in Outlook.
Also Read: How to import OST File into Outlook?
Importing on Different Outlook Versions
Outlook’s interface tweaks a bit across versions, but the core process holds steady. Here’s how to do it:
Outlook 2016, 2019, Microsoft 365: The steps above fit these like a glove. The “File > Open & Export > Import/Export” path is spot-on, and the wizard hasn’t changed much. You’re golden.
Outlook 2013: Almost identical, though the “File” tab might feel a tad less polished. Follow the same flow, and you’ll be fine.
Outlook 2010: Things look older here. Instead of “Open & Export,” you’ll see just “Open.” Click it, then “Import,” and the wizard kicks in. The options are the same, just with a retro vibe.
If you’re on an oddball version or a Mac, let me know—I can tweak the advice for you!
What If It Goes Wrong?
Sometimes, the import stumbles. Maybe Outlook freezes, or the PST file won’t open. Don’t panic—here’s what to try:
- Check the File: Make sure it’s not locked (e.g., “read-only”) or corrupted. Right-click the PST, go to “Properties,” and uncheck “Read-only” if it’s on.
- Run SCANPST: Outlook comes with a free tool called SCANPST.EXE (usually in the Office folder on your computer). Find it, run it, point it to your PST, and let it fix errors. Then try importing again.
- Professional Help: If the files are corrupt or lost, a PST repair software to recover deleted PST files could save it. It’s rare, but it happens.
To Conclude
I hope this guide gets your PST file into Outlook without a hitch. It’s a handy skill—whether you’re rescuing old emails or setting up shop on a new machine. The key is acting smart: keep that file safe, follow the steps, and back up first.
