Email Migration

How to Move Outlook Email and Calendar to a New Microsoft 365 Account

Maira Mehtab Sep 27, 2026 869 views

Question details

The user needs to transfer emails, contacts, and calendar data from a previous Microsoft 365 business account to a new one and set the new account as the default profile in Outlook.

Product: Microsoft Outlook
Device & OS: not provided
Scenario: Migrating all account data between two different Microsoft 365 business accounts for a seamless transition.
Observed behavior: Data is successfully exported and imported, and the new Microsoft 365 account becomes the primary default profile in the Outlook application.

Before you start

Ensure you have the login credentials for both the old and new Microsoft 365 business accounts, and verify that your current Outlook application is fully updated.

Solution 1Recommended

Migrate Data Using an Outlook PST File

This method safely transfers your emails, contacts, and calendar events by exporting a local Data File (.pst) from the old account and importing it into the new one.

Using a PST (Personal Storage Table) file ensures that all local copies of your messages, folders, and calendar items are preserved intact during the transition between Microsoft 365 accounts.

Export Old Account Data

In Outlook, click on File > Open & Export > Import/Export. Select 'Export to a file', choose 'Outlook Data File (.pst)', select your old account's top-level folder (ensure 'Include subfolders' is checked), and save the file to your computer.

Create a New Outlook Profile

Open the Windows Control Panel, search for 'Mail', and click on 'Show Profiles'. Click 'Add' to create a new profile and configure it by entering your new Microsoft 365 business account credentials.

Set the New Profile as Default

In the Mail setup window, select the option 'Always use this profile' and choose the newly created profile from the drop-down menu. Click OK to apply the changes.

Import the PST Data

Launch Outlook so it opens with your new account. Go to File > Open & Export > Import/Export. Choose 'Import from another program or file', select 'Outlook Data File (.pst)', browse to your saved file, and import the items into your current mailbox.

Verify and Clean Up

Wait for Outlook to synchronize your imported data with the Microsoft 365 servers. Thoroughly check your emails, contacts, and calendar. Delete the old account only after verifying that all required data has been fully migrated.

Handling Forwarding Errors: If you encounter any forwarding errors during this migration, make a note of the exact error code and message. You may need to provide this information to Microsoft Support to resolve domain-level policy restrictions.

Free Microsoft Office alternative

Looking for a Lightweight Alternative for Office Productivity?

While Microsoft Outlook handles your email migration, WPS Office provides a robust, free, and lightweight suite for all your document, spreadsheet, and presentation needs. It is fully compatible with Microsoft Office formats, making it easy to handle attachments and daily work.

1. Download the Software: Visit the official WPS Office website and download the free installation package for your operating system.
2. Install WPS Office: Run the installer and follow the straightforward on-screen instructions to complete the setup in just a few minutes.
3. Open Your Documents: Launch WPS Office to directly open and edit your existing Microsoft Office files without requiring any format conversion.

Fully compatible with Microsoft Word, Excel, and PowerPoint file formats (.docx, .xlsx, .pptx).Lightweight design that runs smoothly on all devices without consuming excessive system resources.Familiar, intuitive user interface that requires zero learning curve for switching users.Built-in AI tools to help you draft emails, analyze spreadsheet data, and summarize lengthy documents.

Frequently Asked Questions

Will migrating via PST transfer my Outlook rules and email signatures?

No, exporting to a PST file only transfers emails, contacts, calendar events, and tasks. Outlook rules and signatures must be exported separately or manually recreated in the new Microsoft 365 account.

Why am I getting a forwarding error when moving to a new Microsoft 365 account?

Forwarding errors often occur due to organization-level security policies, such as outbound anti-spam policies, in Microsoft 365. You will need to contact your IT administrator or Microsoft Support with the exact error code to adjust these permissions.

Can I keep both my old and new Microsoft 365 accounts active in the same Outlook profile?

Yes, you can add multiple Exchange accounts to a single Outlook profile by navigating to File > Add Account. However, for a clean migration and to avoid confusion, creating a new dedicated default profile for the new account is highly recommended.

Migration & Recovery