How do I Export or backup email, contacts, and calendar to an Outlook .pst file?

This FAQ was last modified on: Tuesday, October 17, 2017 04:05pm

*In Order to Follow this procedure, you must have access to a machine that has Outlook 2010 or higher desktop client installed. Once installed, you can configure Office 365 for the client and follow the procedure listed below. Configuration should only require your default GT email address and GT password.

Outlook 2016 (Windows) Download:

Outlook 2016 (Mac) Download:

  • At the top of your Outlook ribbon, choose "File".

File Menu

  • Choose "Open & Export > Import/Export".

Import/Export in Outlook

  • Choose "Export to a file".

Export to a File selection

  • Click "Outlook Data File (.pst)", and then click "Next".

Export to a file - pst

  • Select the account you want to export by clicking the name or email address, such as "Mailbox – Gburdell" or "". If you want to export everything in your account, including mail, calendar, contacts, tasks, and notes, make sure the "Include subfolders" check box is selected.

     NOTE: You can export one account at a time. If you want to export multiple accounts, after one account is exported, repeat these steps.

Export personal Folders window

  • Click Next.
  • Click Browse to select where to save the Outlook Data File (.pst). Type a file name, and then click OK to continue.

     NOTE: If you’ve used export before, the previous folder location and file name appear. Type a different file name before clicking OK

Browse to save .pst

  • If you are exporting to an existing Outlook Data File (.pst), under Options, specify what to do when exporting items that already exist in the file
  • Click Finish
  • Outlook begins the export immediately unless a new Outlook Data File (.pst) is created or a password-protected file is used.
    • If you’re creating an Outlook Data File (.pst), an optional password can help protect the file. When the Create Outlook Data File dialog box appears, type the password in the Password and Verify Password boxes, and then click OK. In the Outlook Data File Password dialog box, type the password, and then click OK.
      • To Bypass setting a password for your .pst file, click cancel

Password Prompt - pst file

  • If you’re exporting to an existing Outlook Data File (.pst) that is password protected, in the Outlook Data File Password dialog box, type the password, and then click OK.
  • Now that your Outlook data is in a .pst file, it's portable. For example, you can save the .pst file to OneDrive, and then download it to your new computer Or you can save it to a USB flash drive, plug the drive into your new computer, and then import your email, contacts, and  calendar to outlook.