How to Import PST File to Outlook?

A PST file is an Outlook data file that stores all mailbox items, including email messages, contacts, calendars, notes, meetings, etc. This file is primarily used to export, back up, archive mailboxes, and to move Outlook data between different accounts.

Users can import PST file into Outlook whenever they need and access the data stored in it. The import process can be executed using Outlook's built-in Import/Export feature. However, the process of importing PST can vary from version to version in Outlook. This guide contains step-by-step processes to import PST file into different versions of Outlook, including 2024, 2021, 2019 and earlier versions.

Why Import PST File to Outlook?

Importing PST into Outlook serves multiple purposes based on user requirements. The most common reasons to import Outlook PST are:

• Restore emails and other mailbox data from an old, archived PST file.
• PST files are portable. You can easily move PST file from one system to another.
• Helps to manage multiple PST files by merging them into a single PST file.
• Allows users to import PST to Office 365 when Network Upload and Drive Shipping methods are not required.

Import PST File into Outlook vs Open PST File in Outlook

Some users often get confused between opening a PST file and importing a PST file into Outlook. Let us understand the difference between the two processes with this table:

Import PST to Outlook	Open PST File in Outlook
Copies the data from the PST to the target mailbox	Add the PST as a separate file in Outlook; does not copy any data.
Mostly preferred when restoring lost data or migrating data to Office 365 using Outlook.	Primary purpose is to use Outlook to only view the emails, attachments, and other data items from the PST file.
Importing large PST files requires more time than simply opening them in Outlook.	Time required to open a PST file is less than importing it and also has a smaller number of steps.

If your main objective is only to view the data items, you can simply open the PST file using the steps in the next section.

For those who need to move or migrate PST data, they can go directly to the import section.

How to Open PST File in Outlook?

Follow these simple steps to open PST file in Outlook with ease:

Step 1. Open Outlook and tap on File.

Step 2. Click Open & Export > Open Outlook Data File.

Step 3.Select the PST to open, then click OK.

How to Import PST File in Outlook (Different Versions)?

Outlook provides an Import/Export utility to help you import PST file into Microsoft Outlook. Here’s how to use this feature in Outlook:

Import PST File into Outlook 365, 2024, 2021, 2019, 2016, and 2013

For Outlook version 2013 and later, the steps to import PST file are almost similar. There may be a slight variation in the user interface, but the flow of the process remains the same. Follow these steps to import PST file to Outlook.

Step 1. Open Microsoft Outlook and go to the File tab.

Step 2. Select Open & Export and then click on Import/Export option.

Step 3. In Import and Export Wizard, select Import from another program or file option and click Next.

Step 4. In Import a File wizard, select Outlook Data File (.pst) and click Next.

Step 5. Click Browse.

Step 6. Select the PST file and click Open.

Step 7. In the Import Outlook Data File wizard, select from given options accordingly:

• Replace duplicates with items imported.
• Allow duplicates to be created.
• Do not import duplicates.

After selecting the appropriate option, click Next.

Step 8. Select the folder from which you want to import and click Finish. Make sure to check Include subfolders checkbox.

Import PST File in Microsoft Outlook 2010

The procedure to import PST file into Outlook 2010 is as follows:

Step 1. Open Outlook 2010 and click on File > Open > Import.

Step 2.Choose Import from another program or file and click Next.

Step 3. Scroll down and select Outlook Data File (.pst) and tap on Next.

Step 4. Click on Browse to add PST file and then click Next.

Step 5. Now, Click on Finish button to start the process.

Import PST File in Outlook 2007

Here is the simple step-by-step process to import PST file in Microsoft Outlook 2007:

Step 1. Launch Outlook 2007 and click on File > Import and Export.

Step 2. Tap on Import from another program or file option and click Next.

Step 3. Now, select Personal Folder File (.pst) and click Next.

Step 4. Click the Browse button to add PST file.

Step 5. Select the PST file and click Open.

Step 6. Click Next.

Step 7. Click on Finish button.

Common Errors Users Face When Importing PST File to Outlook

When you import PST file to Outlook, there are chances that the process may fail or get stuck in between. Common errors that you may see during the import are:

• Error message: You do not have permission to access the file
  Issue: The error comes when you do not have the required permissions to access the PST file you are trying to import.
  
  Fix: Make sure the PST file is available on your system's hard disk and that you have full control over it. Additionally, verify that the file access is not set to Read-Only mode.
• Error message: Could not complete operation because the service provider does not support it
  Issue: This error mainly comes when the target mailbox in Outlook is not configured with the IMAP settings.
  
  Fix: You have to remove the current account and add it again with the IMAP configuration.
• Error message: "The source and destination folders for this operation cannot be the same"
  Issue: The Outlook is considering the source and destination folder to be same and is unable to move data.
  
  Fix: Import PST file to Outlook again, but this time, change the destination folder.
• Missing contacts and calendar items
  Issue: After the import is finished, the mailbox does not contain contacts and calendar entries. This may happen if the original PST file did not have the contact and calendar data, or you did not choose the “Include subfolders” option during the import process.
  
  Fix: First, check the source PST file. If contacts and calendar entries are present, import the PST again with the option “Include subfolders” checked. But if the source file is missing the items, then ask the user who created that PST to recreate it

What To Do If Import PST File to Outlook Fails?

Even if you follow the PST importing steps correctly and resolve the common errors, the data transfer process may still fail. This could happen if the source PST file was heavily corrupted. If you face such an issue, try using Scanpst to fix corruption in the PST file.

However, the Scanpst tool may fail to repair a severely corrupted PST file. Also, the tool may delete corrupted data blocks along with any data item associated with that block. If Scanpst fails to repair the PST, you can use a professional Outlook PST repair tool.

The Kernel for Outlook PST Repair allows you to repair PST files that the Scanpst tool cannot fix. You can add and repair multiple corrupted PST files together. After repairing, the tool will display all the recovered data items, like emails (with attachments), contacts, calendar entries, etc., in the original folder structure. After recovery, save the data to a new healthy PST file and import this new PST into Outlook.

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Start Importing PST to Outlook

I hope by now you have understood the steps to import PST file into Outlook. We have covered the import process for all classic Outlook versions. Even if you want to import PST to Office 365, you can use the steps given above after adding the target Office 365 account in Outlook.

In case you get an error during import, use the troubleshooting tips we discussed above. For corrupt PST files, use Scanpst tool, and if that fails, use the Kernel for Outlook PST Repair.