Outlook 2003 Import/Export instructions
Although these instruction were wrote for Outlook 2003, the process for Outlook XP and 2000 are very similar. There are a few exceptions and assumptions to these instructions. If you have any questions concerning a specific option or process, please feel free to contact us here.
With Outlook open, click the 'File' drop-down menu and choose 'Import and Export...'.
On the window that appears, choose 'Export to a file' and click next.
Choose 'Personal Folder File (.pst)' from the list and click next.
The image in this step assumes that you want to export your entire mailbox, including the calendar, contacts, notes, and any folders you've created.
If you are just wanting to export a single folder or container, such as contacts, highlight only that folder/container. If there are other folders or containers inside the folder you wish export, check or uncheck 'Include subfolders' accordingly.
In this window, these instructions are assuming you are creating a file to be backed up or to be transferred to another machine.
Here you will select to 'Replace duplicates with items exported' and click the 'Browse' button.
Here you will select the location you want to save the export file and give it a name.
Click the button for 'Desktop' on the left, and give the file a name at the bottom, 'backup' is used in the example below. This will create a file named backup.pst on your Windows desktop.
After hitting OK in the above window, you will be sent back to the previous window.
Here you will click finish.
To be able to move the file from one system to another it is best to choose 'No Encryption' on this screen. You can still password protect the file to prevent anyone else from using the exported data.
After hitting OK in this window, the export process will start. Depending on the number of folders you chose to export and the number and size of the file contained in those folders, the export process may take a few minutes to complete.
After the processing has completed, you should have a new file named 'backup.pst' on your Windows desktop (although by default Windows hides file extensions for known file types, so what appears on your desktop may just be called 'backup').
Now you can move the file to another system, or back it up for disaster recovery purposes.
This is just a general backup procedure and is not intended for use in all applications. If you have any questions about these instructions or a particular setup, please contact us here.