Email Migration

How to Transfer Outlook Email and PST Data to a New Computer

Rana Garcia Oct 21, 2026 868 views

Question details

The user needs to migrate locally stored Outlook data, including PST files and archived messages, to a newly purchased computer.

How to Transfer Outlook Email and PST Data to a New Computer

Product: Microsoft Outlook
Device & OS: not provided
Scenario: Setting up Microsoft 365 on a new computer and transferring existing local emails and archives that do not sync automatically.
Observed behavior: Online mailbox data syncs automatically via the cloud, but local data like PST files, drafts, and archives remain on the old computer and require manual transfer.

Before you start

Ensure you have a USB flash drive or external hard drive with enough available space to store your exported PST files, and keep both your old and new computers powered on.

Solution 1Recommended

Export and Import PST Files using the Outlook Wizard

The standard and most reliable method to manually transfer all local Outlook emails, contacts, and calendar items to a new PC.

While Microsoft 365 syncs your cloud-based emails automatically, any data stored in local Personal Storage Table (PST) files requires manual migration.

Deactivating Microsoft Office on your old computer will not delete your cloud mailbox data, but it is crucial to safely back up and transfer your local PST files before wiping or recycling the old machine.

Export PST data from the old computer

Open Outlook on your old computer. Click on 'File' in the top-left corner, then select 'Open & Export' > 'Import/Export'. Choose 'Export to a file' from the wizard list and click 'Next'.

Select the correct file type and folders

Select 'Outlook Data File (.pst)' and click 'Next'. Choose the specific folders or the top-level mailbox you wish to back up, ensuring the 'Include subfolders' box is checked.

Save the backup file

Click 'Browse' to save the exported .pst file to your external drive or USB flash drive, then click 'Finish'. You may be prompted to add a password, but you can leave it blank and click 'OK'.

Import the PST file on the new computer

Connect the external drive to your new computer and open Outlook. Navigate to 'File' > 'Open & Export' > 'Import/Export'. Choose 'Import from another program or file' and click 'Next'.

Restore the Outlook data

Select 'Outlook Data File (.pst)', browse to find the file on your external drive, and click 'Next'. Choose the destination mailbox or folder where you want the data imported, and click 'Finish'.

Export and Import PST Files using the Outlook Wizard

Office Deactivation: You can safely deactivate or uninstall Office on the old computer after exporting. This only removes the license from the device and will not delete your online mailbox data or affect the transferred PST file.

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Frequently Asked Questions

Will deactivating Microsoft 365 on my old computer delete my emails?

No, deactivating Office only removes the software license from that specific device. Your cloud-stored emails remain safe online, and your exported local PST files will remain completely intact.

Why didn't my archived emails sync to my new computer automatically?

Archived emails and local drafts are saved as PST files on your computer's hard drive rather than in your cloud mailbox. Microsoft 365 only syncs data that is actively stored on their online servers, meaning local files must be manually transferred.

Do I need an active internet connection to access my transferred Outlook data?

Once the PST file is successfully imported onto your new computer, you can view your locally stored emails, contacts, and calendar data offline. However, sending and receiving new emails will still require an active internet connection.

How do I find where my PST files are currently saved on my old computer?

In Outlook, you can locate your data files by going to 'File' > 'Account Settings' > 'Account Settings', and then clicking on the 'Data Files' tab. This menu displays the exact folder path on your hard drive where your local PST files are stored.

Migration & Recovery