Email Migration

How to Move from Exchange Server 2019 to Microsoft 365 Outlook

Kushani Nimanthika Oct 8, 2026 869 views

Question details

The user needs to migrate their email setup from Exchange Server 2019 to Microsoft 365 Outlook, specifically asking about co-installing different Outlook versions and the correct order for adding an account versus importing a PST file.

How to Migrate from Exchange Server 2019 to Microsoft 365 Outlook

Product: Microsoft Outlook, Exchange Server 2019
Device & OS: not provided
Scenario: Upgrading a desktop email client and migrating email services from an on-premises Exchange 2019 setup to Microsoft 365.
Observed behavior: Seeking the correct procedure to install the new Microsoft 365 client, add the email account, and import existing PST data without causing installation conflicts.

Before you start

Before beginning the migration, confirm with your IT administrator whether you are only upgrading the Outlook desktop client or if there is an organizational plan to fully migrate mailbox data from Exchange Server 2019 to Exchange Online.

Solution 1Recommended

Upgrade Outlook Client and Import PST Data Manually

Use this method if you are upgrading your desktop email client to Microsoft 365 and need to manually import a local PST backup to your new account.

Standalone versions like Outlook 2019 generally cannot coexist with the Microsoft 365 version of Outlook under the same installation technology. You will need to remove the older version before or during the new installation.

Uninstall the older Outlook version

Open the Windows Control Panel, navigate to Programs and Features, and uninstall your previous standalone version of Office or Outlook 2019 to prevent conflicts.

Install Microsoft 365 Outlook

Log in to your Microsoft 365 online portal, download the Office installer, and run it to install the newest version of Microsoft 365 Outlook on your computer.

Add your email account first

Launch Microsoft 365 Outlook. Follow the prompt to add your new Microsoft 365 email account by entering your email address and password. Wait for the account to fully connect and generate your inbox.

Import your PST file

Once the account is connected, click on File > Open & Export > Import/Export. Choose 'Import from another program or file', select your PST file, and follow the prompts to import your archived emails into the newly added account.

Upgrade Outlook Client and Import PST Data Manually

Crucial Order of Operations: You must completely add and authenticate your Microsoft 365 email account in the new Outlook client before you attempt to import any local PST files.

Solution 2

Execute a Full Server-Side Migration to Exchange Online

If your organization is moving entirely from on-premises Exchange Server 2019 to Microsoft 365, rely on the server-side sync rather than manual PST imports.

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1. Download the Installer: Visit the official WPS Office website and click the free download button for your operating system.
2. Install WPS Office: Run the downloaded installation file and follow the quick on-screen instructions to set up the suite.
3. Open Your Office Documents: Launch WPS Office to instantly open, edit, and save your existing Microsoft Office files with perfect formatting preservation.

Fully compatible with Microsoft Word, Excel, and PowerPoint formats (.docx, .xlsx, .pptx).Lightweight design that installs quickly and preserves your computer's system resources.Free to use with a familiar tabbed interface, making migration effortless.Built-in PDF editing, conversion, and collaboration tools.

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Frequently Asked Questions

Can I have Outlook 2019 and Microsoft 365 Outlook installed at the same time?

Generally, no. Microsoft Office uses specific installation technologies. Standalone versions like Outlook 2019 typically cannot coexist with Microsoft 365 applications on the same computer, and the older version may be automatically removed or cause conflicts during the new installation.

Should I import my PST file before or after adding my email account to Outlook?

You must successfully configure and add your Microsoft 365 email account to Outlook first. Once the account is connected and your default inbox is set up, you can use the Import/Export wizard to merge your PST file data into the active account.

What is the difference between Outlook and Exchange?

Microsoft Outlook is the desktop or mobile client application used to read, organize, and send emails. Exchange (like Exchange Server 2019 or Microsoft 365 Exchange Online) is the backend mail server that stores your data, routes messages, and synchronizes your mailbox across different devices.

Migration & Recovery