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How to Import & Export in MS Outlook?

MS Outlook application allows to import or export data from Outlook application. This is done using the facility of “Import & Export” option. One can perform several tasks using this exporting and importing task. There are several mediums to which the Outlook email data or contacts can be exported, or data can be imported. One can perform this Import/Export operation as per requirement and choose the medium accordingly. When you want to move email data from MS Outlook application to another system or application Export operation is required. When you want to move email data from any other application or system to MS Outlook application, Import operation is chosen.

How is Import/Export Operation Helpful?

Export function can be done to emails, mail folders, calendars, appointments, notes, tasks, and other contents of MS Outlook PST file. These email items can be then transferred to another system once they are exported to other file. If the data has been transferred to another media or system in the form of PST file, it can be opened or accessed using MS Outlook application only. Import function helps to access other application data in Outlook application. One can import data from other applications easily using Import option. It is highly used for Emails and Contacts.

Method to Export Outlook Email Data

  1. Open MS Outlook application, and go to the File option. Click on Options. (Here we are using MS Outlook 2010.)

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  2. This will open another window with Outlook options. Here select the Advanced option and go to Export category and click on Export.

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  3. Now in the Import & Export Wizard dialog box, choose Export to a file option. Then click Next. (Note: You can direct go to Import & Export wizard by choosing path File>> Open>> Import.)

  4. A new dialog box of Export to a File will be opened. Here select Outlook Data File (.pst) and click Next. If you want to export the contacts to CSV file, choose Comma Separated Values for Windows. Click Next.

  5. Now you can choose the folders which you want to export in Export Outlook Data File. If you want to export the sub-folders as well, check the option of Include sub-folders. Click Next.

  6. You can provide the destination where will be the exported PST file saved. By default it is saved to a default location which can be changed. There are several other options which can be selected in order to provide an organized email export process. You can check the options regarding duplicate items if you want to export them or not. Once done, click Finish.

Method to Import Outlook Email Data

  1. Open the MS Outlook application and go to File tab. Here click on Open and then select Import option from available options.

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  2. Another window will open to provide Import options. There are several options of Import functionality. You can choose any relevant option according to your need. Here we will choose Import from another program or file option and click Next.

  3. Now, here choose Outlook Data File (.pst) in order to import email data from another PST file. Once selected, click Next.

  4. Click on Browse and browse the Outlook PST file from the system. Check the options from available Options as per requirement and click Next.

  5. Select the folder from which email data has to be imported. Check the option of Include subfolders if you want to allow subfolders to be imported as well. Once done, click Finish.


This article discusses about easy step-wise methods to import and export files in MS Outlook application. It helps you to know how the Import/Export functionality is utilized in MS Outlook application. Steps for MS Outlook 2010 application have been shown in the section above. It must be noted that some of the steps may vary for other Outlook versions but most of them are same in other versions as well.

Author: As author of MS Outlook Tools, Peter has experience more than 20 years in IT industry and he is now working with an expert data recovery firm. He has quality expertise in the Office products especially in Microsoft Outlook and love to solve users query by providing excellent solutions.