Hosted Exchange Importing and Exporting Outlook Mailbox Content

This article will describe how to migrate your existing Outlook mailbox content — mail, folders, calendars, tasks, notes, etc — to your new Hosted Exchange mailbox.

Outlook allows you to export your mailbox as a .pst Data File which can then be re-imported to your new mailbox profile.

Please note: These instructions apply to Outlook 2007, 2010 and 2013. Screenshots have been taken using Outlook 2010 as an example.

For more help with Outlook 2010 and data files, please visit Microsoft Support.

Select one of the links below to jump to a query:

  1. Open Outlook and connect to your existing mailbox profile.
  2. Select the File tab in the upper left and then click Options.


  3. Click Advanced and then click the Export button to the lower right.


  4. Select Export to a file and then click Next.


  5. Select Outlook Data File (.pst) and then click Next.


  6. Select the top folder in the tree (typically either your name or email address) and ensure the Include all subfolders check box is ticked. Click Next.


  7. If you wish to choose a different location to save your data file click Browse. Take note of the file path as you will need to retrieve it later. Click Finish.


  8. You will be prompted to create a password for your data file. This is optional but recommended. Enter and repeat your password and then click OK.

    IMPORTANT: This password cannot be retrieved. If you forget it you will not be able to open your exported data file again.


  9. Your computer may pause as the .pst file is created. For larger mailboxes you may see a window displaying the status of each item as it is exported.
  10. No notice will appear to indicate that the export has been completed, simply verify that the “backup.pst” file appears in your save folder. Once it does, you may close Outlook.


  1. Open Outlook and connect to your new Hosted Exchange mailbox profile.

    NOTE: If you haven’t already created your new profile, please see Outlook setup guide.

  2. Go to File and then click Open and Import.


  3. Select Import from another program or file and then click Next.


  4. Select Outlook Data File (.pst) and then click Next.


  5. Click Browse and locate the .pst file you exported earlier, then click Next.

    NOTE: If you specified a password when exporting the data file, you'll be required to enter it now.

  6. Select the top folder in the tree and ensure Include subfolders is ticked, then click Finish.


  7. Outlook will import the contents of the data file into your new mailbox.