Question about Microsoft Outlook

3 Answers

Need to save and transfer all e-mails to a new computer

Can someone describe to me a step by step procedure in saving all my current e-mails and all folders in MS Outlook so I can install them on a new computer. I've read some info, however I do not even know how to locate the Outlook file in the C drive

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  • gearjammer21 May 24, 2009

    This looks like it will be fairly simple. I will give it a try. Another question. Will this proceedure copy my address book as well or is there another procedure?

  • gearjammer21 May 24, 2009

    Not having much luck with this. I managed to save this pst file to my desktop, however when I tried to copy it to a flash drive, a pop-up came up and said unable to complete because something was blocking it. What could that be. Also, when following instructions to copy the Outlook address book, when you open the address book, then click on file, the try to click on import or export but the text is not high lighted. Can someone tell me why the text is still shaded.

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First of all, I assume that all the email account settings have already been setup within Outlook on the new computer (as you have been using Outlook on the new computer successfully to send and receive email).

If you want to transfer your files you will need to copy the Outlook PST file from your old computer to your new computer.
To find the location of the PST file, open Outlook on the old computer and in the left-hand pane you should see a listing of all your email folders, with the root heading being “Personal Folders”. This is your Personal Folders PST file which contains all your email.

  1. Right-click on the “Personal Folders” heading and select “Properties”.
  2. In the Properties window that appears for Personal Folders, click the “General” tab and the “Advanced” button.
  3. In the next window that appears there should be a field called “Filename”. This denotes the location of the PST file which contains all the email and folders within your Personal Folders PST file. Write down the location of the PST file and then click “Cancel” twice to close the two open windows. (It should be someting like C:\Documents and Settings\<username>\Local Settings\Application Data\Microsoft\Outlook\outlook.pst)
  4. Open Windows Explorer or My Computer and navigate to the location of your PST file. Be aware, you may need to enable the display of hidden files and folders to see the path to the PST file, as it might be a hidden path. To do this, go to the “Tools” menu > “Folder Options”. In the window that appears, click the “View” tab and enable “Show hidden files and folders” then click OK to save and close.
  5. Once you have located the PST file you can confirm that the file is correct by looking at the size of the PST file – it should be quite large - mine is about 1.2 GB!
  6. Copy this file to a USB hard drive or USB stick if you have one that can hold the size.
  7. Once the file has been copied to the USB hard drive, disconnect the USB hard drive from your old computer and then connect it to the new computer.
  8. Copy the PST file to a memorable location, such as the desktop (this is only temporary, and this PST file will be removed once the email transfer has been completed).
  9. Now it is time to import the contents of the old PST file into your installation of Outlook on the new computer by using the in-built Outlook import function.
  10. Open Outlook on the new computer then go to the “File” menu > “Import and Export”. The Import and Export Wizard window will appear.
  11. Select “Import from another program or file” and click “Next”.
  12. On the next screen asking you to choose the file type, select “Personal Folder File (.pst)” and click “Next”.
  13. The next screen will ask you to select the file to import.
  14. Click the “Browse” button and navigate to the location to which you copied the PST file from your old computer (in our example before this was the Desktop).
  15. Under “Options” select one of the options depending on how you wish the import to behave. I suggest you leave this at the default setting of “Replace duplicates with items imported” as you should not have any duplicates.
  16. Click “Next”. This last screen before the import allows you to specify exactly what should be imported. If you wish to import everything from your old PST file (i.e. mail, calendar, contacts, etc.) then underneath “Select the folder to import from” choose the root “Personal Folders” node as this will import everything underneath “Personal Folders” in your old PST file. As you can see, this includes emails and also the calendar, contacts, and other folders.
  17. Make sure “Include subfolders” is ticked and enable “Import items into the same folder in” then select “Personal Folders”. This will import all the data under your old Personal Folders into your new Personal Folders.
  18. Click “Finish” to commence the import. It could take a while considering the number of emails which need to transfer across.
Once the process has completed check the results. If you are satisfied then you can safely delete the copied PST file from your old computer to the desktop, as all the data from that file has been imported into your PST file for your installation of Outlook on the new computer. I would advise to burn it on a CD/DVD (depending on the size of the file) or store it somewhere else - it is always a good idea to keep a backup.

If you have any more questions or this description is not clear to you, just come back here and leave a comment - I'm happy to help.

Posted on May 24, 2009

  •  C. Dante
    C. Dante May 25, 2009

    When you copy the .pst file, make sure that Outlook is not running, or you will get an error message that the file can't be used because it is in use by another program.
    The .pst file is a complete file containing all information from Outlook, including mails, contacts, and calendar.
    Copy the file from C:\Documents and Settings\... directly off your computer to a USB drive/stick or burn it to a CD/DVD. Outlook is very picky if it finds a second .pst file on your computer.
    When you were importing, did you choose "Personal Folder"?
    In that case it will import everything including mails, contacts, calendar without the need of importing each single folder individually.


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I used to come with the problem,and i have solved it with a popular Outlook recovery tool called Advanced Outlook Repair .
It is a powerful tool to recover messages, folders and other objects from corrupt or damaged Microsoft Outlook PST files.
Detailed information about Advanced Outlook Repair can be found at http://www.datanumen.com/aor/

Posted on Jun 05, 2009

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Hi there.
First of all you have to export any emails you want saving to pst file on your desktop.
1st create a new folder on the desktop and name it Outlook or something similar.
2nd open MS outlook and click on the file tab, click on import and export, a new window will pop up and you choose export to a file and click on next, look down the list of file extensions and select personal folder file (.pst) and click next, in the next window select the email folder you want to save, inbox for example, include subfolders if you have to and click next, in the next window click on where it says browse and navigate to the newley created folder called Outlook that you created, call the file name inbox.pst and click OK, then click finish.
Do this action for all the folders you need to save making sure you name the file accordingly so you know where they came from.
Once you have saved all the emails you can copy the new Outlook folder to a flash drive or CD.
When you have your new operating system installed any you have your office suite on, to copy the emails back do the same again but this time you need to import from a file, just navigate to your saved Outlook folder and keep doing that until all your saved emails are back on the system.
Post back if you need anymore assistance.

Good luck and thanks for using FixYa!!

Posted on May 24, 2009

  • Lee Hodgson
    Lee Hodgson May 24, 2009

    Yes you can save your address book to, just make sure you name the pst file that.

    Kind regards and good luck


  • Lee Hodgson
    Lee Hodgson May 24, 2009

    Hi again.
    In relation to your question about the pst file not copying, are you making sure the MS Outlook program is closed down before you try to copy it to your flash drive? Some files won't copy if another progam is using them.
    To copy your contacts or address book, open Outlook and click on file, then import and export, select export to a file and click next, then select Comma Separated Values (DOS) and click next. select the contacts folder and click next, name the file and save it in the folder you created, click next and it will be saved where your pst file is.
    Close Outlook and you should be good to go and save it to the flash drive.

    Good luck


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