On the old computer, go to File > Account Settings > Account Settings > Data Files and click Open File Location to find your PST file. Close Outlook completely, then copy the file to an external drive. On the new computer, copy it to Documents > Outlook Files, open classic Outlook, and go to File > Open & Export > Open Outlook Data File. If your emails are only on a server, export a PST first.
What Is a PST File?
A PST (Personal Storage Table) file stores all of a user's messages along with their attachments, address book, calendar, tasks, and notes for POP accounts and archived messages. Microsoft 365, Exchange, and most IMAP accounts store the information in OST files, which are basically the same thing as PST files, only not accessible on different computers because, well, they're on a server. You don't actually need OST files on your new PC: just add an account to it and your mails will appear there without effort.
How to move a PST file, step by step
Step 1: Locate Your PST File on the Old Computer
Before moving PST file data to another PC, you'll need to find where the file is located on your current computer:
- Launch Outlook and go to File > Account Settings > Account Settings
- On the Account Settings window, select Data Files tab
- Click your data file and click Open File Location
The file is most likely to be stored in the Documents > Outlook Files folder. Make sure to note the file names on the old computer as you may have multiple PST files. If you cannot find the PST file on your old computer, here is how to recover a lost Outlook data file.
Step 2: Close Outlook and Copy the File
Make sure Outlook is closed down completely before copying the PST data file to avoid damage to the file since Outlook will keep it open while it is running. You can check if Outlook is running by opening Task Manager (Ctrl + Alt + Delete) and looking if there is an Outlook process running.
Copy the file to an external storage device (hard drive, USB drive, etc.) or somewhere else (on a network or in the cloud). If the file is large (which most of them tend to be), the fastest way is to copy it to an external drive.
Make sure Outlook is closed down completely before copying the PST data file to avoid damage to the file, since Outlook will keep it open while it is running.
Step 3: Export Data If You Don't Have a PST
If you have an account with emails on a server (Microsoft 365, Gmail, etc.) but would want to make a portable backup of your mailbox, you can do it the following way: you'll be prompted to create a new PST file.
- Go to File > Open & Export > Import/Export
- Choose Export to a file and then Outlook Data File (.pst)
- Select the mailbox/folders to export and make sure that Include subfolders is checked
- Click next and save the file
Step 4: Open the PST File on the New Computer
Now, you need to move PST to new PC's storage drive and open it in Outlook:
- Copy the file to the Documents > Outlook Files on the new computer
- Launch classic Outlook and go to File > Open & Export > Open Outlook Data File
- Select the database file (.pst) you have copied and it will appear in your folder
Alternatively, if you would like to have all the data merged with your existing mailbox, you can do it the following way: File > Open & Export > Import/Export. Afterwards, choose Import from another program or file > Outlook Data File (.pst). Choose how you want duplicate items to be handled and click next.
What If the PST Will Not Open?
Sometimes, Outlook will refuse to open the PST file or show a "the file is not an Outlook data file" error after you transfer PST file data from one computer to another. The issue usually occurs when the file was copied while Outlook was open or the copy-process was interrupted for some reason or the file was already corrupt. For a quick fix, read how to fix Outlook PST file not opening.
PST not opening on the new computer?
Scan a copy of the PST and review the available recovery results.
Tips for a Smooth Migration
- Keep the second backup copy until you verify that everything has opened on the new computer
- Archive old emails to PST files to make the file smaller
- Check if the number of folders and items match on both computers after importing
- Note that new Outlook has limited PST support, therefore it is safer to use classic Outlook
Start Fresh Without Losing Your Mail
Moving to a new PC or Mac does not have to leave you starting with an empty inbox. Simply locate the file on your old computer, copy it with Outlook closed at the end of the day and open/import it on the new computer in Outlook. And if anything goes wrong during the migration, feel free to download our free trial to scan your PST file and preview the results or visit the rest of the knowledge base for more Outlook-related articles.
Frequently asked questions
Do I need to move my OST file to the new computer?+
No. Just add your account to the new PC and your mails will appear there without effort.
Where is the PST file usually stored?+
It is most likely in the Documents > Outlook Files folder. You can confirm the location in File > Account Settings > Account Settings > Data Files.
Can I copy the PST file while Outlook is open?+
No. Close Outlook completely first. Outlook keeps the file open while it is running, and copying it then can damage the file.
What if my emails are on a server and I have no PST file?+
Export your mailbox to a new PST file with File > Open & Export > Import/Export > Export to a file, or sign in on the new PC so Outlook can synchronize the mailbox.
Can new Outlook open PST files?+
New Outlook has limited PST support, so it is safer to use classic Outlook.