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Export Outlook to PST

Export Outlook to PST
Copies or moves messages, contacts, appointments, meetings, tasks, notes, journal entries and other Outlook items from specified folders to Outlook data file (PST).
Version: 4.21 released on August 22, 2022.
(4.5 / 85 reviews)

Export Outlook to PST
"Export Outlook to PST" has an advanced version

Copies or moves messages, contacts, appointments, meetings, tasks, notes, journal entries and other Outlook items from the specified folders to a PST data file. Export Outlook to PST format according to predefined parameters, preserving the original data and folder structure.

  • Export Outlook items to .pst files according to the selected criteria: date, sender and recipient, subject, folder, or size.
  • Work with all PST file formats: modern Unicode and obsolete ANSI.
  • Preserve data integrity and source folder hierarchy.
  • Backup selected items for a specific period.
  • Exported items can be automatically deleted, moved to a separate folder, or left in their places.
  • Automatically export Outlook folders and items to .pst files from multiple mailboxes, including Exchange and Office 365 Public Folders. Use command line possibilities to back up a mailbox to PST in parts with batch scripts.
  • Export data from various mailboxes to PST using a schedule.
  • Prompt our technical support for creating batch scripts at your request.

How to export Outlook to PST in a common way

Exporting Outlook to PST format is a standard way to backup Outlook. However, often you need to save only specific items. For example, you need to keep a list of your contacts in a personal folder to transfer them to another email account. Or your aim might be to archive your incoming messages or any Inbox subfolders. But you might want to create a data file of your mailbox except for deleted messages or other subfolders. You can implement such tasks by moving separate folders to PST files. Then, you need to know how to backup Outlook folders in a particular way.

If you intend to export or archive selected items from different folders and not entire folders, then the standard tool is not suitable for you, and you need to use the utility as described below. Let's consider how the standard Outlook method works first.

You can export Outlook to PST manually with the Import and Export Wizard:

  1. go to File > Open & Export > Import/Export;
  2. select Export to a file and press Next;
  3. on Export to a File step, select Outlook Data File (.pst) and press Next;
  4. choose folder for export and click Next;
  5. click the Browse... button to specify the location for the new PST file and click Finish.

Important! When exporting mailbox items manually with standard Outlook instruments, you should be aware it is not a complete backup of Outlook email folders and other elements of your email account. Even if you export all Outlook subfolders to PST using the Import and Export Wizard, you still cannot save all the meaningful data. Those are Outlook rules, properties and other folder settings.

How to export Outlook emails and other Outlook folders to PST in a flexible and reliable way

What if you need to create a PST data file containing data for a fixed period, messages addressed to certain persons or all the data related to a special event? It seems like a troublesome task, requiring the help of a technician? And yet, it's easy to achieve the objective, even in a non-technical way. Just a few steps to configure the settings as desired, and then the required elements will be automatically exported to the data file.

To export Outlook emails to PST files and other mailbox items, with their properties, you need a unique export Outlook to .pst tool. Using this utility, you save all the mailbox data in a short time with a few little steps. The utility provides a range of additional options to automate the export process and make a PST backup of some folders in Outlook, as well as the required files. Let's see how to export Outlook to PST automatically, according to your pre-set preferences.

How to organize Outlook personal folders during export

  1. When configuring the utility, you can add the exporting elements to the existing PST file. However, the comprehensive utility setup allows using macros from the ready-made list to organize the resulting files in folders by:
    • Date, Time or Year;
    • Sender Email or Name;
    • First Recipient Email or Name;
    • Subject;
    • Outlook Folder;
    • Mailbox or Data File Name.
    You can also specify a folder by current date and time or year only.
  2. Besides data management, you have an option to specify the size of created PST files. If the maximum size is set, the resulting PSTs will be additionally divided by size.
  3. On the Advanced tab, you can select the items to export. You can export from Outlook:
    • messages,
    • contacts,
    • appointments and meetings
    • tasks,
    • notes,
    • journal entries,
    • other Outlook items.
  4. Specify a period for which to export Outlook to PST files. Select a fixed period from the dropdown list, or specify a period or a condition yourself.

Backup or archive Outlook folders to PST files

During export Outlook to PST, you can archive or backup exported elements. It is also possible to convert PST from an old ANSI format (Outlook 97-XP/2002) to a new Unicode format (Outlook 2003 and above) and back. Remember, only selected folders will be copied to a new data file.

Choose the option that is most convenient to you to deal with the exported items:

  • Move exported items to the specified folder, so you are free to move them, save them or delete them;
  • Delete exported items permanently during the process, thus archiving them immediately;
  • Leave the exported files in their places (by default).

How to transfer Outlook folders to a new computer or account

Use the utility to transfer Outlook folders to a new computer or between several Outlook instances. You can easily move Outlook folders between mailboxes after exporting them into PST format. The most useful feature here is that a limited item set can be specified, instead of copying the whole source data file. Transfer selected Outlook folders from one computer to another without data loss, retaining the folder properties and structure.

To import the contents of a Data File to an Outlook account:

  1. Go to File > Open & Export > Import/Export.
  2. Select Import from another program or file and click Next.
  3. Choose Outlook Data File (.pst) and click Next.
  4. Select the data file for import. Specify the additional options for duplicates and click Next.
  5. Choose where to import the data and click the Finish button.

How to export mailbox items to PST without opening Outlook

The utility can be launched in two ways:

  • as an add-in when Outlook is open;
  • as a standalone app without opening Outlook, which can be used even for offline export Outlook to PST.

By running the program from your computer, you will have access to all the utility's and command line options.

How to backup Outlook folders to PST file automatically

Export Outlook to PST command line possibilities in the Professional Edition allows Outlook exporting of multiple folders to PST. Perform an auto backup of Outlook emails and other items in PST files with batch scripts. Export Outlook to PST via PowerShell, and backup Outlook exchange and Outlook 365 mailbox folders to PST automatically. Set up an automatic backup for Outlook emails in Inbox, Sent Items, and other folders. This utility's advanced potential makes it an indispensable tool for selective backup of mailbox contents, for transferring any data from different locations and for different periods. Just adjust the settings for your needs and automate labour intensive and time-consuming processes.


When backing up Outlook to .pst file format, does it include attachments?

When you export Outlook to a .pst files using the utility, the data is being kept intact, including the attachments.

Can I put specific emails into a separate PST file?

It is very simple to backup selected Outlook emails to a separate PST file. Choose the way more suitable for you:

  • Make .pst backup of a single Outlook folder. If the required emails are located in one folder, select this one when configuring the utility.
  • Use Outlook add-in to export selected items to a PST. For example, to export today's Outlook messages to PST, highlight the messages and start the utility from the right-click menu. You will see that the emails are already selected to export.
  • Use the advanced features of the utility. For example, to copy messages per day, select the appropriate period and an item type: messages, contacts, appointments, etc.

How to backup Inbox and Sent Items as PST files in Outlook?

  • Export Inbox, Sent Items, Search Folders, Contacts, and other Outlook folders to PST specifying them in the Configure Utility window. Use the Advanced settings tab to save only required item types from the selected folders.
  • Export a single Outlook folder to PST straightway by running the utility from the right-click menu of an Outlook folder.

Does export Outlook to PST reduce Outlook mailbox size?

Choose how to export Outlook to PST file to make a smaller PST file of your account. Select one of the additional options to reduce the Data File size:

  1. Move exported items to a folder.
  2. Delete exported items permanently.

If you choose the first option, then after moving the exported items to the specified folder, you can delete them manually. Or delete them automatically by choosing the second option. After deletion, to reduce the size of the original data file, you must compact the PST data file:

  1. follow the File > Account Settings > Account Settings...;
  2. on the Data Files tab, select the required file and click Settings;
  3. in the Outlook Data File window, click the Compact Now button.
OutlookFreeware.com Outlook Ribbon
All utilities easily integrate with Outlook (optionally)

* This utility is for non-commercial home use only. It will not run in domain enviroment. Some of the described features and support for domain enviroment are available in advanced version of the utility only. Free version may have additional limitations.

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