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Create and Import a PST File in Outlook 2016 for Windows

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Create and Import a PST File in Outlook 2016 for Windows

In Outlook 2016 for Windows, create a PST file by using the New Outlook Data File command, then import it through the Import/Export Wizard. A PST can store mail and other Outlook items locally or carry them to another Outlook profile; the exact result depends on whether you open the file or import its contents.

What a PST file does

A Personal Storage Table file, or PST, is an Outlook data file that can contain email, calendar items, contacts, tasks, and notes. Unlike an Exchange or IMAP mailbox, a PST is generally stored on the computer or another location you choose, rather than being the live mailbox hosted by your email provider.

There are two common reasons to use one: to keep an additional local archive, or to transfer Outlook items into another profile or installation. A PST is not the same as an Outlook address book export, and it does not automatically synchronize its contents across devices. Keep a separate backup if the data matters.

Create a PST file in Outlook 2016

  1. Open Outlook and select File.
  2. Select Account Settings, then select Account Settings again from the menu.
  3. In the Account Settings window, open the Data Files tab.
  4. Select Add. Choose a folder, enter a file name, and save the file. Outlook creates a new Outlook Data File with the PST extension.
  5. If prompted, give the data file a display name. This is the name shown in Outlook and can differ from the file name.
  6. Select the new file in the Data Files list and, if you want it to be the default delivery location, choose Set as Default. This changes where new items are delivered in some account configurations; it does not move existing messages.
  7. Select Close. The new data file should appear in the folder pane. You can create folders in it and move or copy items into them.

For an archive you intend to fill manually, it is usually simpler to leave the existing mailbox as the default and copy selected folders or items into the PST. To copy an item, use Outlook’s folder view and drag it while holding the appropriate modifier key for your setup, or use the Move or Copy to Folder commands when available. Confirm the destination before moving large groups of messages.

Export Outlook items to a PST

If the goal is to make a portable copy of selected mailbox data, use the export wizard rather than simply creating an empty PST:

  1. Select File > Open & Export > Import/Export.
  2. Select Export to a file, then select Next.
  3. Select Outlook Data File (.pst), then select Next.
  4. Choose the folder to export. Select the mailbox or folder at the top level to include its subfolders, if desired. The wizard also lets you filter items in some cases.
  5. Choose a destination and file name. Choose how to handle duplicates if Outlook presents that option, then finish the wizard.

Exporting creates a copy; it does not normally remove the original items from the mailbox. However, export selection matters: choosing only Inbox will not include calendar or contacts folders. Review the folder tree before completing the operation. If the PST contains sensitive information, save it somewhere with appropriate access controls and avoid sending it as an ordinary email attachment.

Import a PST into Outlook 2016

  1. Open Outlook and select File > Open & Export > Import/Export.
  2. Select Import from another program or file, then select Next.
  3. Select Outlook Data File (.pst), then select Next.
  4. Browse to the PST file. Choose how Outlook should handle duplicate items if the option appears.
  5. Choose whether to import into the current folder or into the same folder in the current mailbox. Select the top-level PST folder and include subfolders if you want its full folder structure.
  6. Choose the destination mailbox or data file, then select Finish.

Use the duplicate setting that matches your purpose. Replace duplicates with items imported can overwrite matching items; Allow duplicates to be created may leave repeated messages; and Do not import duplicates avoids adding items Outlook identifies as duplicates. If you only need to view or search the PST without merging its contents into your mailbox, open it instead: select File > Open & Export > Open Outlook Data File, then choose the PST. Its folders appear separately in the folder pane.

Choose between opening and importing

Opening a PST attaches it to Outlook as a separate data file. This is useful for browsing an archive while keeping it distinct from current mail. Importing copies items into a selected destination and can mix archived material with current folders. Import only when you intend to combine the data or need the items in a different mailbox.

For moving data to another computer, close Outlook before copying the PST file to removable storage or another safe location. On the destination, open or import the copy in Outlook. Do not treat a PST that is actively being written as a reliable file to copy; close Outlook first, and verify that the copy opens before deleting or overwriting the original.

Common problems and safe handling

  • The PST is not listed: Check that you selected the correct file and that it is accessible. If it is on removable media or a network location, confirm that the drive or location is available.
  • Outlook says the file cannot be opened: The file may be damaged, incomplete, or in use. Close Outlook and other applications that may be accessing it, then try again. Keep an untouched copy before attempting repair or other changes.
  • Folders or items seem missing: Reopen the wizard and check the selected source folder, the Include subfolders box, and the destination. A PST may contain only the folders that were selected during export.
  • The import creates duplicates: Run the import again only after checking the destination and duplicate option. If a second import is unnecessary, remove extra items carefully rather than deleting whole folders without review.
  • The PST is very large or slow: Large files can take longer to copy, open, or search. Keep adequate free storage available and consider archiving in smaller, organized files rather than relying on one file for everything.

Protect PST files as you would other personal records. A password option, if offered, should not be considered a substitute for secure storage or a separate backup. Outlook data files can be affected by disk failure, accidental deletion, or file corruption, and a PST stored only on one computer is not a backup of itself.

Frequently Asked Questions

Does creating a PST move my existing email?
No. Creating a PST makes a data file but does not move existing messages. You must copy or move items into it, or use the export wizard to create a copy.

Should I import a PST or open it?
Open it to view an archive as a separate folder tree. Import it when you want its items copied into another mailbox or data file.

Can I use a PST for an IMAP or Exchange account?
Outlook can use a PST as an additional data file and can export or import items, subject to account and organization settings. A PST does not replace the account’s server mailbox or synchronize its contents by itself.

Where should I save the PST?
Choose a location with enough free space that you can access reliably. For an important archive, keep a separate verified backup; avoid relying on a single copy or copying it while Outlook is open.

Will importing a PST delete the original file?
No. Importing copies selected items into the destination; it does not normally delete the source PST. Keep the original until you have checked the imported folders and items.

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