How to Export Outlook Data to a .PST File in Microsoft Outlook (2021, 2019, and 2016)

Microsoft Outlook allows users to back up and migrate their email, calendar, task, and contact data by exporting it to a Personal Storage Table (.PST) file. This guide will walk you through the steps for the last three versions of Outlook: Outlook 2021, Outlook 2019, and Outlook 2016.

Why Export to a .PST File?

Exporting your Outlook data to a .PST file is useful for:

• Creating backups
• Transferring data to a new computer or Outlook profile or for migration to Microsoft365
  
• Archiving old emails while freeing up space

Step-by-Step Guide to Export Outlook Data to a .PST File

Step 1: Open the Import/Export Wizard

1. Open Microsoft Outlook.
2. Click on File in the top-left corner.
3. Select Open & Export > Import/Export.

Step 2: Choose Export Settings

1. In the Import and Export Wizard, select Export to a file and click Next.
2. Choose Outlook Data File (.pst) and click Next.

Step 3: Select the Data to Export

1. In the Export Outlook Data File window, choose the folder(s) you want to export:
   • Email: Select your inbox and subfolders.
   • Calendar: Select the Calendar folder.
   • Contacts: Select the Contacts folder.
   • Tasks: Select the Tasks folder.
2. If you want to include all subfolders, check the "Include subfolders" box.
3. Click Next.

Step 4: Choose the Destination for the .PST File

1. Click Browse and select a location to save the .PST file.
2. Choose one of the following options:
   • Replace duplicates with items exported (if you are updating an existing PST).
   • Allow duplicate items to be created (if you want a full backup).
   • Do not export duplicate items (to avoid redundancy).
3. Click Finish.

Step 5: Set a Password (Optional)

• Outlook will prompt you to set a password for the .PST file.
• You can leave this blank or enter a password and click OK.

Step 6: Wait for the Export to Complete

• Outlook will now export your data to a .PST file.
• The time required depends on the size of your Outlook data.

Once the export is complete, you can store the .PST file on an external drive, cloud storage, or another safe location.

How to Use the Exported .PST File

If you need to import the .PST file into another Outlook version, follow these steps:

1. Go toFile > Open & Export > Import/Export.
2. Choose "Import from another program or file" and select Outlook Data File (.pst).
3. Browse for your .PST file and choose the import location.
4. Click Finish to complete the process.

Troubleshooting Tips

1. Export Option Missing?

• Make sure your account is set up as a Microsoft Exchange, Outlook.com, or IMAP account.
• If your email is managed by a company, IT policies may restrict exports.

2. Large .PST Files?

• If your .PST file is too large, consider exporting in parts by selecting only specific folders.

3. Importing Issues?

• Make sure the .PST file is not read-only.
• If errors occur, use the Inbox Repair Tool (ScanPST.exe) to repair the file.