Microsoft Outlook: Restore Archived Information From a PST File

Overview

This article describes how to use personal storage folders, also known as .pst files, to back up data that you created in Microsoft Outlook for Windows. Outlook for Mac does not offer email backup through .pst files.

NOTE: It is not recommended to have .pst or .ost files on OneDrive while the Outlook client is open, either in a UT or personal OneDrive. Archive/.pst files can be stored there as long as they are not accessed via Outlook. It is also not recommended to back up an .ost file since it is a cached file, which can become corrupt and get created "on the fly".

Outlook For Windows

There are three ways to restore the data from your archives.  You can move individual items from a .pst file into their original folder or a new one, copy the email back to the original folder, or copy the email to a new folder.

Opening a .pst file

  1. Choose File > Open & Export > Open Outlook Data File.
  2. Select the .pst file and choose OK.
  3. The folders from the .pst file will now appear in the folder sidebar. 

Moving individual items from a .pst file into their original folder or a new one

  1. Choose File > Open & Export > Open Outlook Data File.
  2. Select the .pst file and choose OK.
  3. The folders from the .pst file will now appear in the folder sidebar.  Select the folder containing the items that you want to move.
  4. Select the items that you want to move and drag then into their original folders in the Folder List. 

Copying all archived items from a .pst file back into their original folder

  1. Choose File > Open & Export > Import/Export.
  2. Select Import from another program or file > Next.
  3. Choose Outlook Data File (.pst) > Next.
  4. Choose Browse and select the file you wish to import.
  5. There are three options for importing duplicate files:  Replace duplicates with items imported; Allow duplicates to be created; Do not import duplicates.  Each option determines what Outlook does with identical files in the destination folder.
  6. Select the folder to import from; if you want to import complete data, do not change any settings.  Make sure that Include subfolders is checked.  Select Import items into the same folder in: and choose the Outlook folder the items were originally stored in; choose Finish. 

Copying all archived items from a .pst file back into a new folder

  1. In Outlook, create a new folder where you can copy the archived items.
  2. Choose File > Open & Export > Import/Export.
  3. Select Import from another program or file > Next.
  4. Choose Outlook Data File (.pst) > Next.
  5. Choose Browse and select the file that you want to import.
  6. There are three options for importing regarding duplicate files:  Replace duplicates with items imported; Allow duplicates to be created; Do not import duplicates.  Each option determines what Outlook does with identical files in the destination folder.
  7. Select the folder to import from; if you want to import complete data, do not change any settings.  Make sure that Include subfolders is checked.  Select Import items into the current folder > Finish.
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