Current staff

Import or export emails, calendars and contacts

  1. Home
  2. Information and services
  3. Information technology
  4. Email and calendars
  5. Managing staff email

You can export and save everything from Outlook – including emails, contacts and calendars – as a .pst file (Windows) or .olm file (Mac).

You can then use this file to import your Outlook details to a new computer, or you can keep the file as a backup or record.

Exporting creates a copy of your emails and information – nothing will leave your inbox or be deleted. You'll still have access to everything.

Exported Windows files (.pst files) can be used on both Windows and Mac versions of Outlook.

Export from Outlook

  1. Open Outlook.
  2. Go to the 'File' tab and select 'Open & Export' > 'Import/Export'.
  3. Select 'Export to a file' and click 'Next'.
  4. Select 'Outlook Data File (.pst)' and click 'Next'.
  5. Select the name of the account you want to export. You can only export one account at a time.
  6. Tick the 'Include subfolders' box to make sure everything from your account, including emails, contacts and calendars, is exported.
  7. If you want to export from a particular date range, click 'Filter', then select the 'Advanced' tab and then:
set 'Field' to 'Received'. Select 'Field' > 'All Mail Fields' > 'Received'
set 'Condition' to 'between'
enter dates in the 'Value' field using the format YYYY/MM/DD. For example, 2018/01/31 to 2018/02/28.
  1. Click the 'Add to List' button, then click 'OK'.
  2. Click 'Next'.
  3. Click 'Browse' to save the .pst file to a location on your computer. Enter a file name, choose a place to save your file and click 'OK'.
  4. Click 'Finish'.
  5. You will be given the option to add a password to protect your exported file. If you want to use a password, enter it twice and click 'OK'. If not, leave the fields blank and click 'OK'.

Import to Outlook

  1. Open Outlook.
  2. Go to the 'File' tab and select 'Open & Export' > 'Import/Export'.
  3. Select 'Import from another program or file' and click 'Next'.
  4. Select 'Outlook Data File (.pst)' and click 'Next'.
  5. Click 'Browse' and select the file you want to import. Under 'Options', select how you want to handle duplicate entries, then click 'Next'.
  6. If your .pst file is password protected, enter your password and click 'OK'.
  7. Tick the 'Include subfolders' box and select 'Import items into the current folder' and click 'Finish'.

Exported Mac files (.olm files) can only be used on Outlook for Mac.

Export from Outlook for Mac

  1. Open Outlook.
  2. Go to the blue 'Tools' tab and click 'Export'.
  3. Tick which items you want to export and click 'Continue'.
  4. Enter a file name and choose where you want to save the file on your computer. Click 'Save'.
  5. Click 'Finish' when your file has finished exporting.

Import to Outlook for Mac

  1. Open Outlook.
  2. Go to the blue 'Tools' tab and click 'Import'.
  3. Select 'Outlook for Mac archive file (.olm)' and click 'Continue'. If you are importing a Windows file, select 'Outlook Data File (.pst)'.
  4. Locate the file you want to import and click 'Import'.
  5. Imported items will show up in your navigation pane under the heading 'On My Computer'. Contacts will be in the 'People' tab, emails in the 'Mail' tab, and calendar items in the 'Calendar' tab.

Help us improve your online experience

Take our 5 minute usability survey.

Start survey

We're here to help

Before contacting us, try browsing or searching for common questions.

Submit staff IT request