Importing a PST file into Outlook is one of those tasks most people only need to do a handful of times — but when the moment arrives, it can feel surprisingly fiddly. Whether you have just set up a new PC and want to bring across years of old emails, you are restoring a backup after a system failure, your IT department has handed you a mailbox export to load yourself, or you are migrating away from an old email account, the process is the same. Outlook handles it through a built-in import wizard that walks you through each step, though there are a few things worth knowing before you start to avoid errors and wasted time.
\n\n\n\nWhat Is a PST File?
\n\n\n\nPST stands for Personal Storage Table. It is a file format used by Microsoft Outlook to store a local copy of your mailbox data — including emails, calendar entries, contacts, tasks, and notes. PST files are created when you export your mailbox, set up an archive, or configure Outlook to store emails offline rather than keeping everything on a mail server.
Because a PST file is entirely self-contained, it is a practical format for backups and transfers. You can copy it to a USB drive, a network share, or cloud storage, then load it into Outlook on any machine. If you have previously exported your emails from Outlook as a PST backup, this guide covers the reverse process of bringing that data back in.
\n\n\n\nBefore You Start
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- Locate your PST file and note its full file path. If it is on an external drive or network location, make sure that drive is connected and accessible before you begin. \n\n\n\n
- Check that you have enough free disk space on your local drive. A rough rule of thumb is to have at least double the size of the PST file available. \n\n\n\n
- Close any other Outlook windows or profiles. If Outlook is running in the background, it can lock the PST file and prevent the import from starting. \n\n\n\n
- Make sure your version of Outlook is up to date to avoid any known import bugs with large files. \n
How to Import a PST File into Outlook (Step by Step)
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- Open Outlook and click File in the top-left corner to open the backstage menu. \n\n\n\n
- Select Open & Export from the left-hand panel, then click Import/Export. \n\n\n\n
- The Import and Export Wizard will open. Choose Import from another program or file and click Next. \n\n\n\n
- On the file type screen, select Outlook Data File (.pst) and click Next. \n\n\n\n
- Click Browse and navigate to the location of your PST file. Select it and click Open. \n\n\n\n
- Choose how Outlook should handle duplicate items: Replace duplicates with items imported, Allow duplicates to be created, or Do not import duplicates. If you are restoring after data loss, “Replace duplicates” is usually the safest choice. If you are merging two mailboxes, “Do not import duplicates” keeps things clean. \n\n\n\n
- Click Next. On the final screen, choose the destination folder where the imported data should land. You can select your main Inbox, a specific folder, or let Outlook import into the folder structure contained within the PST. \n\n\n\n
- Click Finish. The import will begin and a small progress window will appear. \n
How Long Does a PST Import Take?
\n\n\n\nThe time it takes depends almost entirely on the size of the PST file and the speed of the drive it is stored on. A small PST under 1 GB will usually finish in a matter of minutes. A medium-sized file in the 2–5 GB range might take fifteen to thirty minutes. A large PST of 5 GB or more — not uncommon if it contains years of emails with large attachments — can take several hours to import fully.
\n\n\n\nThe key thing is not to close Outlook while the import is running. If you interrupt the process, Outlook may have partially imported data, leaving you with an inconsistent mailbox. Large files often sit at the same percentage for an extended period before jumping forward — this is normal behaviour, not a sign that things have stalled.
\n\n\n\nImporting Into a Specific Folder
\n\n\n\nMany people click through the destination step without paying much attention, which results in all imported emails landing in their main Inbox alongside current messages. A better approach is to create a new folder in Outlook before you start the import — something like “Imported Archive 2024” — and then select that folder as the destination in step 7. This keeps the imported content clearly separated from your live mailbox, lets you browse it at your own pace, and makes it easy to move specific items across when you need them.
Finding Your Imported Emails
\n\n\n\nOnce the import finishes, your emails will appear in whichever folder you selected as the destination. If you imported into your Inbox, the messages appear mixed in with your current emails, sorted by date. If you imported into a new folder, look for it in the left-hand folder pane in Outlook.
\n\n\n\nBe aware that Outlook’s search index takes time to catch up after a large import. If you search for something straight away and cannot find it, wait an hour or two and try again. You can check indexing progress under File > Options > Search > Indexing Options.
\n\n\n\nFixing Common PST Import Errors
\n\n\n\n“File not found” or the Browse button shows no file. The PST file has likely been moved since you last accessed it, or it is on a drive that is not currently connected. Double-check the file path and make sure any external drives or network shares are mounted.
\n\n\n\n“File is in use by another application.” Another instance of Outlook is holding the file open. Close all Outlook windows, then open Task Manager (Ctrl + Shift + Esc) and look for any OUTLOOK.EXE processes still running. End those processes, then try the import again.
\n\n\n\n“The file appears to be corrupt.” If the PST file has been damaged through an incomplete export or unexpected shutdown, run Microsoft’s built-in Inbox Repair Tool, called scanpst.exe. You will find it at C:\\Program Files\\Microsoft Office\\root\\Office16\\SCANPST.EXE. Open it, point it at your PST file, run the scan, and let it repair any errors it finds. Once the repair completes, attempt the import again. If Outlook is running slowly in general, our guide on fixing a slow Outlook is worth reading before loading in additional mailbox data.
The import progress bar appears stuck. Open Task Manager and check CPU and disk usage for OUTLOOK.EXE. If Outlook is actively using system resources, it is still working — give it more time. Only restart the process if Outlook has completely stopped responding for an extended period with no disk activity at all.
\n\n\n\nHow to Open a PST Without Importing It
\n\n\n\nIf you want to browse the contents of a PST file without merging it into your main mailbox, go to File > Open & Export > Open Outlook Data File and select the PST file. It will appear as a separate data file in your left-hand folder pane, listed alongside your main account. You can browse its folders, search within it, and copy items across to your main mailbox manually — without running the import wizard. This is a useful approach if you only need a few specific emails from the PST rather than everything in it. You can also set up an auto-archive in Outlook to manage older emails going forward once your import is complete.
\n\n\n\nFrequently Asked Questions
\n\n\n\nCan I import a PST file into Outlook 365 online (the browser version)?
\n\n\n\nNo. The web version of Outlook does not support PST imports directly. You need the Outlook desktop application installed on your PC. Once the data is in your desktop Outlook and your account is connected to Microsoft 365, the imported emails will sync to the cloud automatically if they are placed in a connected folder.
\n\n\n\nWill importing create duplicates of emails I already have?
\n\n\n\nIt can, if the PST contains emails already in your mailbox. This is why the wizard gives you a duplicates option. Selecting “Do not import duplicates” is the safest choice if you are importing a backup of a mailbox you are still actively using.
\n\n\n\nWhat is the difference between importing a PST and opening it?
\n\n\n\nImporting copies the contents of the PST into your existing mailbox folders, merging the data permanently. Opening a PST attaches it as a separate data file that sits alongside your mailbox without merging. Import is the right choice when you want the data integrated. Opening is better when you only need temporary access or want to cherry-pick specific items.
\n\n\n\nCan I import someone else’s PST file into my Outlook?
\n\n\n\nYes. Outlook does not lock PST files to a specific account or user. You can load any PST file regardless of who originally created it, which is why PST exports are useful when IT departments need to hand over a former employee’s mailbox or migrate users between systems.
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