Importing a PST file means opening a backup or archive of your email, contacts, and calendar in Outlook

A PST file is Outlook's native format for storing email messages, contacts, calendar events, and tasks. You might have a PST file because you exported your email from another computer, received an archive from your organization, or backed up your mailbox before switching devices. Importing it into Outlook means reading that file and bringing its contents back into your active mailbox or a separate folder within Outlook.

The process differs slightly depending on which version of Outlook you use — the desktop application on Windows or Mac, or Outlook on the web. The desktop versions are more straightforward because they have a dedicated import function. Outlook on the web requires a workaround because it cannot directly open PST files.

Key Takeaways

  • Outlook on Windows and Mac both have an Import function under the File menu that can open PST files directly.
  • You need to know where your PST file is saved on your computer before you start the import process.
  • Importing creates a copy of the PST contents in Outlook; the original PST file remains unchanged.
  • If you use Outlook on the web, you cannot import a PST file directly — you must use the desktop version of Outlook or convert the PST first.

Importing a PST file on Windows Outlook

Open Outlook and go to File at the top left. Click Open & Export, then select Import/Export. This opens the Import and Export Wizard, a step-by-step dialog that walks you through the process.

In the wizard, select Import from another file and click Next. On the next screen, choose Outlook Data File (.pst) from the list and click Next again. A file browser will open — navigate to wherever your PST file is stored on your computer, select it, and click Open.

The wizard then asks what you want to do with duplicate items (messages that already exist in your mailbox). You can choose to replace duplicates, allow duplicates, or skip them entirely. Most people choose to skip duplicates to avoid clutter. After you make this choice, the wizard shows you a list of folders from the PST file and asks where in Outlook you want them imported. The default is your main mailbox folder. Click Finish to begin the import, which may take several minutes depending on the file size.

Importing a PST file on Mac Outlook

The Mac version of Outlook uses the same Import and Export Wizard, but the path to reach it is slightly different. Open Outlook and click File in the menu bar at the top of the screen. Select Import from the dropdown menu.

A dialog box opens asking what type of file you want to import. Select Outlook Data File (.pst) and click Continue. Navigate to your PST file using the file browser, select it, and click Import. The wizard then asks the same questions as the Windows version — how to handle duplicates and where to place the imported folders. Complete these steps and click Import to finish.

What to do if Outlook cannot find your PST file

If the file browser does not show your PST file, the file may be in a location you do not have permission to access, or it may be corrupted. First, make sure you know the exact location of the file. On Windows, PST files are often stored in C:\Users\[Your Username]\Documents\Outlook Files or C:\Users\[Your Username]\AppData\Local\Microsoft\Outlook. On Mac, they are typically in Documents or Downloads.

If you cannot locate the file, search your computer for files ending in .pst. On Windows, open File Explorer and search for *.pst in the search box. On Mac, open Finder and use Spotlight search (Command + Space) to search for .pst. Once you find the file, note its full location and try the import process again.

If Outlook says the PST file is corrupted or cannot be read, the file may have been damaged. You can try using the Outlook Inbox Repair Tool (scanpst.exe on Windows) to attempt a repair before importing. This tool is built into Outlook and is usually located in C:\Program Files\Microsoft Office\root\Office16 on Windows. Run the tool, select your PST file, and let it scan and repair any errors, then try importing again.

Importing email into Outlook on the web

Outlook on the web (the browser-based version at outlook.com or outlook.office.com) does not have a built-in import function for PST files. If you need to import a PST into a web-based Outlook account, you must first use the desktop version of Outlook to import the PST, then sync it to your online account. Alternatively, you can convert the PST file to a different format or use a third-party tool designed for this purpose.

If you do not have the desktop version of Outlook installed, the simplest option is to install it temporarily, import the PST file, and then let Outlook sync the imported messages to your online account. Once the sync is complete, you can uninstall the desktop version if you prefer to use only the web version.

What happens to the original PST file after import

Importing a PST file creates a copy of its contents in Outlook. The original PST file remains on your computer unchanged. This means you can safely import the same PST file multiple times without losing data, though doing so will create duplicate messages unless you tell Outlook to skip duplicates during import.

After a successful import, you can delete the original PST file if you no longer need it, or keep it as a backup. If you plan to delete it, make sure the import completed successfully and that all the messages you needed are now visible in Outlook. You can verify this by checking the folders that were imported and confirming the message count matches what you expected.

Frequently Asked Questions

Can I import a PST file that is password-protected?

If the PST file is password-protected, Outlook will prompt you to enter the password when you select the file during import. Enter the correct password and the import will proceed. If you do not know the password, you cannot import the file without first removing the protection using specialized tools.

Will importing a PST file overwrite my current emails?

No. Importing adds the PST contents to your mailbox; it does not replace what is already there. You can choose how Outlook handles messages that appear in both your current mailbox and the PST file — skip them, replace them, or allow duplicates.

How long does it take to import a large PST file?

Import time depends on the file size and your computer's speed. A file with thousands of messages may take 10 to 30 minutes. Outlook will show a progress bar during the import. Do not close Outlook or disconnect from power while the import is running.

What if I only want to import certain folders from the PST file?

During the import process, the wizard shows you a list of all folders in the PST file. You can uncheck folders you do not want to import before clicking Finish. Only the checked folders will be imported into Outlook.

Can I import a PST file from an older version of Outlook?

Yes. PST files created by older versions of Outlook (2003, 2007, 2010, 2013, 2016) can be imported into current versions of Outlook. The import process is the same regardless of which version created the PST file.