How to Export to an Outlook PST File
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Exporting to an Outlook PST file is very often done for all the wrong reasons. The most common reason people export is because they believe that’s how data is moved from one version of Outlook to another. If you have a PST file that you want to use in another install of Outlook, all that is required is making a copy of it on the new computer which will not only let you start exactly from where you left off but it will also prevent data loss that occurs when you export such as custom forms, custom views, archive settings and a host of other items.
Another common mistake when exporting because of migration to a new Outlook install is that the wrong PST file is exported particularly when involving Imap accounts configured in Outlook ‘2010 and earlier. People forget that contact/calendar folders are not contained in the PST file for Imap email folders – see “Selecting the right PST data file(s)”
Lastly, many people feel that the Export function is a way to backup data when in fact this is rarely a valid reason. The exception to this would be if it involves an IMAP account and the objective is to have a backup copy of all the information stored on the server in the event that access to the account is lost but for POP accounts, exporting is absolutely the wrong approach since all that is required is to make a copy of the file (with Outlook closed) and save it to another location.
The other exception where exporting may be right choice would be if you need to convert an ANSI based PST file to a Unicode based format.
The process of performing an export to an Outlook PST file is straight-forward but prone to errors if attention is paid to what is being selected for the export.
Category: Import/Export, Outlook - How To, Tutorial Videos
