Getting a new computer is exciting, but migrating your Outlook emails can be a headache if you don't know the right steps. Whether you're upgrading your work laptop or personal device, keeping your email history intact is crucial. This guide walks you through four reliable methods to transfer Outlook emails to your new computer without losing any important messages or attachments.

I've helped dozens of colleagues and friends move their Outlook data over the years, and I've learned which methods work best for different situations. Let's dive into these practical solutions that will save you time and prevent the frustration of lost emails.

Method 1: Using Outlook's Export/Import Feature

The built-in export and import feature in Outlook provides a straightforward way to transfer your emails to a new computer. This method works for most versions of Outlook and gives you control over exactly what data gets moved.

Step-by-Step Process to Export Emails from Your Old Computer

1. Open Outlook on your old computer
2. Click on the File tab in the top-left corner
3. Select Open & Export (or just Import/Export in some versions)
4. Choose Export to a file and click Next
5. Select Outlook Data File (.pst) and click Next
6. Select the email account or folders you want to export
7. Check the Include subfolders box to export everything within those folders
8. Click Next
9. Choose a location to save your PST file (preferably an external drive or cloud storage)
10. Set options for duplicate items if paid
11. Click Finish to begin the export process

Importing Emails to Your New Computer

1. Copy the PST file to your new computer
2. Open Outlook on your new computer
3. Click on the File tab
4. Select Open & Export (or Import/Export )
5. Choose Import from another program or file and click Next
6. Select Outlook Data File (.pst) and click Next
7. Browse to locate your PST file and select it
8. Choose an option for handling duplicates (Replace, Allow duplicates, or Do not import)
9. Click Next
10. Select the folder to import from (usually "top of folders" to import everything)
11. Check Include subfolders
12. Click Finish to complete the import

Pros and Cons of the Export/Import Method

Pros	Cons
Built into Outlook (no third-party tools needed)	Can be time-consuming for large mailboxes
Allows selective export of specific folders	Manual process with multiple steps
Works across different Outlook versions	Requires enough storage space for the PST file
Preserves folder structure	May not transfer all account settings

Method 2: Direct File Transfer of Outlook Data Files

If you're comfortable locating and working with system files, directly transferring Outlook data files can be faster than the export/import method. This approach involves finding and copying the PST or OST files that contain your email data.

Locating Your Outlook Data Files

Outlook stores emails in PST files (Personal Storage Table) for POP accounts or when you manually archive, and OST files (Offline Storage Table) for Exchange, Office 365, or IMAP accounts.

Default Locations for Outlook Data Files

• Outlook 2019, 2016, 2013, and Office 365: C:Users[username]DocumentsOutlook Files
• Outlook 2010: C:Users[username]My DocumentsOutlook Files
• Outlook 2007: C:Users[username]AppDataLocalMicrosoftOutlook

You can also find the exact location by following these steps:

1. Open Outlook
2. Click on File > Account Settings > Account Settings
3. Go to the Data Files tab
4. Select your account and click Open File Location

Steps to Transfer Data Files to Your New Computer

1. Close Outlook on your old computer
2. Navigate to the location of your PST files
3. Copy the PST files to an external storage device or cloud storage
4. On your new computer, create a folder where you want to store the Outlook data (eg, DocumentsOutlook Files)
5. Copy the PST files from your external storage to this folder
6. Open Outlook on your new computer
7. Click File > Open & Export > Open Outlook Data File
8. Browse to the location where you copied the PST files
9. Select the PST file and click Open
10. The imported PST will appear in your folder list in Outlook

Important Notes About Direct File Transfer

• Always work with copies of your PST files, not the originals
• OST files cannot be directly imported—they're recreated when you set up your account
• For Exchange or Office 365 accounts, simply setting up the account on the new computer will sync all emails
• Large PST files (over 2GB) may cause performance issues

Method 3: Using Office 365 or Exchange Server Sync

If you use Outlook with Microsoft 365 (formerly Office 365) or Exchange Server, this method is by far the easiest way to transfer your emails to a new computer. Your emails are stored on the server rather than just locally, making migration simple.

Steps to Sync Your Emails to a New Computer

1. Set up your new computer with internet access
2. Install Microsoft Office/Outlook on your new computer
3. Open Outlook and begin the setup process
4. When prompted, enter your email address and password
5. Outlook will automatically detect your Exchange or Office 365 settings
6. Complete the setup process following the on-screen instructions
7. Wait for Outlook to sync your emails, calendar, contacts, and other items

Benefits of Cloud-Based Email Transfer

• No manual file transfers needed
• All emails, calendar items, and contacts sync automatically
• Folder structure is preserved exactly as it was
• Account settings are transferred automatically
• Works seamlessly across different Outlook versions
• Provides continuity—you can use your old computer until the new one is fully set up

Sync Considerations and Troubleshooting

The initial sync may take time depending on your mailbox size and internet speed. For very large mailboxes (10GB+), the initial download might take several hours. If you experience sync issues:

1. Check your internet connection
2. Verify your account credentials are correct
3. Ensure you have sufficient storage space on your new computer
4. Try setting up your account in "Safe Mode" (start Outlook with the /safe parameter)
5. Contact your IT department if you're in a corporate environment

Method 4: Using a Third-Party Migration Tool

When the built-in methods don't meet your needs or you want a more automated process, third-party tools can simplify the transfer process. These tools often provide additional features like selective migration, progress tracking, and handling of corrupt PST files.

Popular Outlook Migration Tools

Tool Name	Key Features	Best For
Stellar Converter for OST	- Converts OST to PST - Recovers deleted emails - Handles corrupt files - Preserves folder hierarchy	Users with inaccessible or corrupt OST files
SysTools Outlook PST Merger	- Merges multiple PST files - Removes duplicate emails - Splits large PST files - Batch processing	Users with multiple PST files who want to consolidate
Kernel Outlook PST Repair	- Repairs damaged PST files - Recovers permanently deleted items - Supports all Outlook versions - Password recovery for encrypted PSTs	Users with corrupted or password-protected PST files
BitRecover PST Converter	- Converts PST to multiple formats - No file size limitations - Batch conversion - Email filtering options	Users who need to convert to different email formats

Using a Migration Tool: General Process

1. Download and install your chosen migration tool on your old computer
2. Launch the application and follow the setup wizard
3. Select the source (your Outlook data files or account)
4. Choose what to migrate (emails, contacts, calendar, tasks)
5. Select a destination (usually a new PST file)
6. Start the migration process and wait for completion
7. Transfer the resulting file to your new computer
8. Import the file into Outlook on your new computer

Selecting the Right Migration Tool

When choosing a third-party tool, consider these factors:

• Compatibility: Ensure it works with your version of Outlook and Windows
• Features: Look for tools that handle your specific needs (corruption repair, large file handling, etc.)
• Reviews: Check user reviews for reliability and support quality
• Price: Compare pricing—many tools offer free trials but require payment for full functionality
• Support: Verify the level of technical support available

Comparing All Four Methods

Method	Ease of Use	Time Required	Cost	Best For
Export/Import	Medium	Medium	Free	Most users with standard needs
Direct File Transfer	Medium-Hard	Fast	Free	Tech-savvy users who know file locations
Office 365/Exchange Sync	Very Easy	Variations (depends on mailbox size)	Free (with subscription)	Office 365 or Exchange users
Third-Party Tools	Easy	Fast	$20-100 typically	Users with special needs or large/corrupt mailboxes

Preparing for the Transfer: Essential Steps

Before attempting any of the methods above, take these preparatory steps to ensure a smooth transfer:

Backup Your Existing Data

Always create a backup of your Outlook data before migration. This gives you a safety net in case anything goes wrong during the transfer process.

1. Create a manual backup by exporting to a PST file (as described in Method 1)
2. Store this backup on an external drive or cloud storage
3. Verify the backup is complete and accessible before proceeding

Check Available Storage Space

Outlook data files can be large, especially if you have years of emails with attachments.

• Check the size of your current Outlook data files
• Ensure your new computer has at least twice that amount of free space
• If space is limited, consider archiving older emails before transferring

Update Outlook on Both Computers

Having the same version of Outlook on both computers minimizes compatibility issues.

• Update Outlook on your old computer to the latest version
• Install the same version (or newer) on your new computer
• Apply all available updates before beginning the transfer

Clean Up Your Mailbox

This is an excellent opportunity to declutter your email:

• Delete unnecessary emails and empty the Deleted Items folder
• Archive old emails you rarely access but want to keep
• Remove large attachments that you've already saved elsewhere
• Run Outlook's "Mailbox Cleanup" tool (File > Tools > Mailbox Cleanup in most versions)

Troubleshooting Common Transfer Issues

Even with careful planning, you might encounter some challenges when transferring Outlook emails. Here are solutions to common problems:

PST File Size Limitations

Outlook has file size limits that vary by version:

• Outlook 2002 and earlier: 2GB limit
• Outlook 2003-2010: 20GB practical limit (though Microsoft recommends staying under 10GB)
• Outlook 2013 and later: 50GB practical limit

If your PST file exceeds these limits:

1. Split your PST into smaller files using Outlook's Archive feature or a third-party tool
2. Create multiple PST files organized by year or category
3. Consider using Exchange or Office 365, which have higher limits

Corrupted PST Files

If you receive error messages about corrupted files:

1. Use Outlook's built-in repair tool (scanpst.exe):
   • Close Outlook
   • Find scanpst.exe (typically in C:Program FilesMicrosoft Office ootOffice16 or similar)
   • Run the tool and select your PST file
   • Follow the prompts to scan and repair
2. If the built-in tool doesn't work, try a third-party PST repair tool
3. As a last resort, try importing smaller sections of your PST file rather than the whole file

Missing Emails After Transfer

If some emails don't appear after migration:

1. Check the "All Mail Items" search folder to see if they're in an unexpected location
2. Look in the "Recovered Items" folder
3. Verify import settings to ensure all folders were included
4. Check if any filters are active that might be hiding emails
5. Try importing again with different duplicate handling settings

Account Configuration Issues

If your email accounts aren't working properly after transfer:

1. Verify account settings match those from your old computer
2. Check for outdated passwords or security settings
3. Ensure server names and port numbers are correct
4. Try removing and re-adding the account
5. Contact your email provider for current server settings

After the Transfer: Verification and Organization

Once you've completed the transfer, take these steps to ensure everything is working properly:

Verify All Data Has Been Transferred

1. Check folder counts and email counts against your old system
2. Sample different time periods to ensure older emails transferred
3. Verify that attachments open correctly
4. Test search functionality to ensure the index is working
5. Check that contacts, calendar items, and tasks transferred correctly

Optimize Outlook Performance on Your New Computer

To ensure Outlook runs smoothly on your new system:

1. Create an archive strategy for older emails
2. Set up automatic archiving if appropriate
3. Compact your PST files (File > Account Settings > Data Files > Settings > Compact Now)
4. Adjust send/receive settings for optimal performance
5. Configure indexing options for faster searches

Secure Your Email Data

Protect your newly transferred email data:

1. Set up regular backups of your Outlook data files
2. Enable two-factor authentication if available
3. Update your email password
4. Configure junk email settings
5. Consider encrypting sensitive PST files

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Conclusion

Transferring your Outlook emails to a new computer doesn't have to be complicated. The four methods outlined in this guide—Export/Import, Direct File Transfer, Office 365/Exchange Sync, and Third-Party Tools—cover virtually every scenario you might encounter. The best approach depends on your specific needs, technical comfort level, and email setup.

For most users, the built-in Export/Import feature provides the right balance of simplicity and control. Office 365 or Exchange users have the easiest path with automatic syncing. Tech-savvy users might prefer direct file transfer for its speed, while those with special requirements will benefit from third-party tools.

Remember to back up your data before starting, verify the transfer was successful, and optimize Outlook on your new computer for the best experience. With the right preparation and method, you can have your email up and running on your new computer in no time, with all your important messages intact.

Frequently Asked Questions

Can I transfer Outlook emails without using external storage?

Yes, you can transfer Outlook emails without external storage by using network transfer, cloud storage services like OneDrive or Google Drive, or by setting up your email account as IMAP or using Office 365/Exchange which stores emails on the server. For direct computer-to-computer transfer, you can use your local network to share files between computers.

Will transferring Outlook emails affect my email server?

No, transferring Outlook emails between computers doesn't affect your email server. When you export/import PST files or directly copy data files, you're only moving local copies of your emails. For IMAP, Exchange, or Office 365 accounts, the emails remain on the server regardless of your local transfer activities. The server won't know or be affected by the transfer process.

How long does it typically take to transfer a large Outlook mailbox?

Transfer time for a large Outlook mailbox varies based on size and method. For a 10GB mailbox, export/import might take 30-60 minutes, direct file transfer 10-20 minutes (plus copy time), and Office 365 sync 1-3 hours depending on internet speed. Factors affecting speed include computer performance, storage device speed, network bandwidth, and whether you're filtering or processing emails during transfer.

Can I transfer Outlook emails between different versions of Outlook?

Yes, you can transfer emails between different Outlook versions, but with some limitations. Newer versions can generally read PST files from older versions, but older versions may not read newer format PST files. Outlook 2013 and newer use the same file format, making transfers seamless. When moving from a much older version (like 2007) to a newer one (like 2019), use the export/import method rather than direct file transfer for best results.

What should I do if my PST file is corrupted during transfer?

If your PST file becomes corrupted during transfer, first try Microsoft's built-in repair tool (scanpst.exe) found in your Office installation folder. Close Outlook, run the tool, browse to your PST file, and follow the repair process. If this doesn't work, try a third-party PST repair tool like Stellar PST Repair or Kernel for Outlook PST Repair. Always work with a copy of your PST file, not the original, when attempting repairs.