How to Import Outlook PST Email Folders into Microsoft 365
Question details
The user wants to transfer old POP email folders from an older version of Outlook to a new Windows 11 computer and set up Microsoft 365 alongside the POP account.
- Product
- Microsoft Outlook
- Device & OS
- Windows 11
- Scenario
- Migrating local email data to a new computer while simultaneously configuring a Microsoft 365 Exchange account and an existing POP account.
- Observed behavior
- The user needs a clear method to correctly link their old PST data files to the new Outlook profile without confusing them with OST cache files, ensuring both Exchange and POP accounts function properly.
Ensure you know the exact location of your old PST files on your previous computer and have a USB flash drive or network share ready to safely transfer them to the new Windows 11 PC.
Transfer PST Files and Configure Outlook Accounts
This is the standard method to migrate old POP emails by moving the PST file to the new computer and linking it through Account Settings.
It is important to use the original PST file for POP accounts. Avoid using an OST file to transfer old POP mail, as OST files are simply offline cache files for Exchange accounts and cannot be imported directly into a new profile.
Install and open the Outlook desktop application on your Windows 11 computer. Add your Microsoft 365 Exchange account by entering its associated email address and password.
Copy the existing PST file containing your old POP email folders from your old computer and paste it into a safe, accessible folder on the new Windows 11 computer (e.g., your Documents folder).
In Outlook, navigate to File > Account Settings > Account Settings. Switch to the 'Data Files' tab, click 'Add', browse to the copied PST file, and select it to link your old POP folders.
If you are setting up the POP account to receive new emails, ensure you manually configure the POP account settings to deliver incoming messages to the existing PST file you just added.
Under the 'Email' tab in Account Settings, select your preferred primary account (such as your Exchange account) and click 'Set as Default'. Switch back to the 'Data Files' tab and ensure the corresponding data file is also set as the default.
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Frequently Asked Questions
What is the difference between an OST and a PST file in Outlook?
A PST (Personal Storage Table) file is used to store local email data, particularly for POP accounts. An OST (Offline Storage Table) file is used by Exchange accounts (like Microsoft 365) to keep a local cached copy of your mailbox.
How do I find my old PST file in my previous version of Outlook?
In your old version of Outlook, go to File > Account Settings > Account Settings. Click the Data Files tab, select your account, and click 'Open File Location' to reveal your PST file in Windows Explorer.
Can I use both a POP account and a Microsoft 365 Exchange account in the same Outlook profile?
Yes, you can configure both in the same profile. Add the Exchange account using your Microsoft 365 credentials first, and then manually configure the POP account to deliver messages to your imported PST file.
