Two Easy Ways to Migrate Outlook Emails to Office 365 Mailbox

Yatendra Singh | Updated On - 13 Jul 2021 |

Read time 10 min

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Migrating from on-premises environments to the cloud can significantly boost your business productivity as it has many facilities such as advanced security, anywhere accessibility, advanced security features, collaborative tools (Yammer, SharePoint, Skype for Business) integrations, extended mailboxes, flexible subscription plans, inbuilt migration features, and more including an enterprise-level email server. But after subscribing to Microsoft 365, many end-users often have to migrate emails from Outlook on their desktop to Microsoft 365 mailbox due to organization migration, mergers, or the need for periodic backups to the safe cloud destination. Here, we will jaunt you through both manual and automation methods to help you import PST files to Microsoft 365 mailboxes.

How to Migrate Outlook Emails to Microsoft 365, Manually

For importing PST files manually to the Microsoft 365 mailbox or performing mailbox migration to Microsoft 365, we’ll first need to configure Microsoft 365 account in MS Outlook. Then, follow the steps below:

  1. Click the File tab, click Open & Export, and select Import/Export.
    Open & Export
  2. Select Import from another program in the Import and Export wizard and click Next.
    Import from another program
  3. Select Outlook Data File (.pst) and click Next.
    select Outlook Data File
  4. Browse for the Outlook PST data file, select it and click Next.
    Browse Outlook file
  5. Set Options according to your preference to manage duplicate items in the file and click Next.
    set option
    Note: If the PST file is password-protected, enter the password and unlock it, click OK.
  6. Choose the Import items to the same folder in the option and select the Microsoft 365 mailbox, Click Finish.
    choose import items

That’s it! The manual method is way short, and there is nothing to worry about except the file size (as it does not work well with large-sized files, supports single file at a time), and the chances of data loss (no guarantee of complete data migration) during the process. However, there are two more methods from Microsoft, which can be used to import PST files to Microsoft 365 mailboxes. Let us have a close look at those methods.

A. Network Upload Method to Import PST to Microsoft 365

The Network Upload method is a great way and a completely free approach to import PST data to Microsoft 365. It allows administrators to import their entire PST data to Microsoft 365 using the Azure AzCopy tool. But keep in mind that the PST file should be stored on a file server or shared folder in your organization before migrating it to Microsoft 365. The steps involved in the Network upload method are:

  1. Copying the SAS URL & Installing Azure AzCopy tool
  2. Uploading PST file to Microsoft 365
  3. Creating the PST Import mapping file
  4. Creating a PST Import job in Microsoft 365
  5. Filtering data and running the PST import job

This method allows you to export one PST file at a time; if you want to export bulk PST files to Microsoft 365, then you will have to repeat the process from the 2nd step to the 6th step or use a CSV file. Thus, the process seems quite complex and time-taking for moving multiple PSTs to the cloud destination.

B. Use Drive Shipping to Import PST to Microsoft 365

Drive Shipping is another way to import PST data to Microsoft 365, which works by using a Secure storage key and PST Import Tool. In this method, you will have to copy your PST data to a hard drive and then ship it to one of the physical locations of Microsoft 365. The steps involved in the Drive Shipping method are:

  1. Downloading the secure storage key and PST Import tool
  2. Copying PST data to the hard drive
  3. Creating a PST Import mapping file
  4. Creating a PST Import job in Microsoft 365
  5. Shipping hard drive to Microsoft
  6. Filtering the data and starting the import job

The drawbacks of this method are that it takes 1-2 weeks to import the PST data to Microsoft 365, and every organization cannot wait for such a long period if there is an urgency of uploading PST to Microsoft 365 and the method is not free at all as it costs money per GB of data.

If organizations have to import PST files to multiple Microsoft 365 mailboxes, it would be a pain for Exchange administrators.

Both Network Upload and Drive Shipping methods are highly technical in nature and can be easily mishandled by users leading to incomplete migration or data loss, or corruption.

All these shortcomings in the manual procedures are a wake-up call for the users, and then they to use automated tools to import PST files to one or more Microsoft 365 mailboxes.

How to Migrate Outlook Mailbox(es) to Microsoft 365, Automatically?

For simplifying the lengthy and time-consuming manual PST importing task, using a professional tool would be the right option. Kernel Import PST to Office 365 is one amazing tool available for Outlook to Office 365 migration. The Import PST to Microsoft 365 software offers an easy way to import PST files to one or more Microsoft 365 mailboxes:

Here is how you can import Outlook PST files to Office 365 using a professional tool:

  1. Launch the PST to Microsoft 365 Import tool.

    Note: The main screen is divided and marked in three (3) sections. Section 1 is where you would add the source PST file. You can add the Microsoft 365 mailboxes in Section 2. Upon completion of the steps in sections 1 & 2, you can set filters and migrate your PST file data in Section 3.
  2. Click Add under Add Source section, browse for the PST file, and click Open.
    Add Source section
  3. Click Add under Add Destination Section (Section 2); Microsoft 365/Exchange Login windows will pop-up.
    Add Destination Section
    Note: Before moving any further, have a look at the new window with multiple options.
    Section 1 is where you would have to key in Microsoft 365/Exchange account login details. You can assign rights manually, but in this article, we’ll go with the option unchecked. You can provide a mail id different from Mailbox Login ID by selecting the checkbox below the Single Mailbox/Microsoft 365 Group radio option. Section 2 would come in handy if you want to import to multiple mailboxes using an administrator account.
    administrator account

    Once you’re done with steps 2 & 3, Source Files and Destination Mailbox sections will look below,

    Source Files and Destination Mailbox sections

  4. At the bottom, under the Destination account section, click the dropdown and select the mailbox account.
    dropdown and select the mailbox
    Note: In the case of the Global Administrator account, the dropdown will list all the mailboxes. You can select an account from the list.
  5. Click Filter and Migrate.
    Filter and Migrate
    Note: You can export the mapped list to a CSV file or import one at this stage.
  6. Select where you want the PST file data to be moved (migrated) from the given options.
    select destination
  7. Click Migrate.
    click migrate
  8. At this stage, you can apply filters as per the need. In Section 1, you can select/deselect the folders, apply other filters such as Data, Item type, etc. In Section 2, you can check/uncheck Previously Migrated Items (Incremental), select Same as Source file name to save PST to a folder with the same name, or Select if migrating to Office 365 Group. Upon ensuring everything is fine, click “I am OK, Start Migration.”
    Start Migration
  9. Click OK.
    Migration done
  10. Hence, the smart and easiest process to migrate Outlook emails to Office 365 mailbox is successfully completed.

Migration of emails from Outlook PST to Microsoft 365 mailbox could be tricky and lengthy, although migrating the PST file data in the same order of hierarchy is essential to avoid the break in the workflow. The right tools at the right moment can become a big savior for both individuals & businesses. Kernel for Import PST to Office 365 Mailbox is a sheer example.


Watch Complete Video to Import PST to Office 365