How to Import Outlook 2010 PST data in Outlook 2016?

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Today, Microsoft Outlook serves as the central hub for many professionals’ work processes. This powerful email client stores a wide range of essential data, including emails, contacts, appointments, tasks, notes, and journals. This data is stored in two primary locations: either within a personal storage table (.pst) file on your local hard disk or within a mailbox located on a server, particularly when using Outlook with Microsoft Exchange Server.

For users, it’s crucial to maintain periodic backups of their PST data. These backups serve as safeguards against potential issues such as PST file corruption or the need to migrate to a different Outlook version. In various scenarios, a PST backup file becomes invaluable, including:

• If the user wants to move emails from one email account to another email account
• If the file is corrupted and emails are inaccessible
• To leverage use of the latest Outlook versions with new features
• If you are moving from Outlook in one PC to another PC having Outlook on it (may or may not have different versions)

With a PST data backup, users can seamlessly transfer their entire or selected PST data to another Outlook version, such as Outlook 2016. This migration process typically occurs in two stages, which must be executed sequentially. To initiate the import of a PST file, it’s essential to have a backup of the .pst file from your previous Outlook version. This can include both older and currently backed-up .pst files. You have the flexibility to either export the entire PST dataset or selectively export specific folders into a new .pst file.

Look at the process below to migrate Outlook 2010 PST data to Outlook 2016.

Stage1: Backup/Export Outlook 2010 PST data to Outlook PST file

To export mailbox data to an Outlook .pst file, follow the steps given below:

1. Launch your MS Outlook 2010 application.
2. On the topmost ribbon of MS Outlook, go to the File Tab. Click Options>Advanced>Export.
   
3. From Import and Export wizard, select Export to a file. Click Next.
   
4. In the next Export to a file wizard, select Outlook Data File (.pst) and click Next.
   
5. Select the email account name you need to export. To export the entire PST data, select the checkbox Include Subfolders. Click Next.
   
   You can export a single folder also by selecting that particular folder. In this case, you have to clear the Include subfolders check box. Click Next.
   Note: You cannot select more than one folder to export. To export another folder, you have to perform the whole process again, i.e., a single folder or whole mailbox can be exported at a time.

   Here, only Inbox folder is selected to export to a .pst file or to have a backup of inbox items.

   One more option is available to apply Filter to select particular items from the folder. With advanced filters, you can select important emails from your folder based on certain criteria, conditions, and values.
   

6. In Export Outlook Data File wizard, Browse and select the required location to export your file. You can select the required option to manage duplicate items during the export or backup. Click Finish to continue.
   
7. After this, a dialogue box is popped up asking for the password (if you have set a password for PST file or when you are creating a new .pst file). Insert password and click OK. Your file will get saved to the selected location. Select checkbox. Your password is saved for future use.
   

Now, that the PST file of the Microsoft Outlook 2010 account is backed up, transport this file to the system with the Microsoft Outlook 2016 application installed using external devices like USB, pen drive, etc.

Import Outlook 2010 .pst file into Outlook 2016 using the given steps:

1. Launch MS Outlook 2016 application.
2. Go to the File Tab. Click Open & Export>Import/Export.
   
3. From Import and Export wizard, select Import from another program or file. Click Next.
   
4. Select file type as Outlook data file (.pst). Click Next.
   
5. Click Browse to provide the location of the .pst file to be imported. Click on the required option and click Next.
   
6. Select the particular folder or select include all subfolders. You can apply Filter if selecting a single folder. Click Finish to complete the process.
   

By following the two-stage manual process outlined above to import Outlook 2010 PST data into Outlook 2016, users can successfully migrate their emails, complete with attachments, contacts, calendars, and tasks. Importantly, this migration doesn’t result in any data deletion from the source Outlook, ensuring a seamless transition.”

On the other hand, Outlook does not import/export message rules, folder properties ( views, permissions, and AutoArchive settings), and blocked senders lists.

While the Export/Import wizard in MS Outlook can assist with PST data migration, it has limitations that can impact its overall effectiveness. These drawbacks include time-consuming processes and limited options for exporting single PST folders. Additionally, errors during the procedure can potentially result in file corruption. Although manual and free methods may appear tempting, it’s essential to recognize that a minor mistake could pose a significant risk to your data integrity.

Kernel for Outlook PST Repair, a third-party solution, offers a comprehensive solution to mitigate these risks and ensure the preservation of PST data in its original Outlook format. This cost-effective, error-free tool allows for flexible storage in various formats (EML and MSG) without altering the original structure. It boasts the capability to repair PST files of any size, with no file size limitations. Notably, it offers an exclusive feature for seamless migration from Outlook PST to Office 365, simplifying PST data transfer between different Outlook versions.

Final Words

While the Import/Export feature in Microsoft Outlook facilitates PST file data migration between different Outlook versions, its manual nature comes with inherent limitations that can potentially result in data corruption and loss. In such scenarios, the optimal solution is to utilize a smart and advanced Outlook Repair tool for a more efficient and reliable data migration process.