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Import Contacts, Calendar & Email to Outlook

This guide explains how to move Outlook items from one email address to another, or one device to another, first you will need to create an Outlook backup file. Once you have a working backup file, you’re ready to import to Outlook.

How to import data to Outlook on Windows, MacOS and web.

Import Data – Microsoft Outlook

There are several reasons why you might want to import Outlook items from an Outlook Data File (.pst).

  • You want to move Outlook items from one email account to another email account
  • You want to move Outlook items from one PC to another PC
  • You want to move Outlook items from PC to Mac or Mac to PC
  • You want to move Outlook items between local folders and an IMAP or Exchange server.

These instructions assume you’ve already exported your Outlook email, contacts, and calendar from another instance of Outlook, and now you want to import them to Outlook.

Import Outlook data on Windows OS

Outlook for Windows can import PST or comma separated values (CSV) files.

  1. Open Outlook.
  2. In the upper-left corner, select File.
  3. Select Open & Export > Import/Export.
  4. Select Import from another program or file > Next.
  5. Select your file type (Comma Separated Values for .csv or Outlook Data File for .pst), and then select Next.
  6. Select Browse to choose the file you want to import. Under Options, choose how you want duplicate items to be handled, and then select Next.
  7. If the file is password protected, enter the password, and then select OK.
  8. Select the Microsoft 365 mailbox you want to import to. If you’re not importing into your Microsoft 365 mailbox, select Import items into the current folder. This option will import your data into the currently selected folder.
  9. Select Finish. Outlook will start importing the Outlook items from your backup file. Once the progress box disappears, the import is complete.

Import Outlook data on MacOs

Outlook for Mac can import PST or OLM files.

  1. Open Outlook.
  2. If you’re in the new version of Outlook, turn off the New Outlook switch. Otherwise, continue to the next step.
  3. On the Tools tab, select Import.
  4. Select your backup file type, and then select Continue.
  5. Locate the file on your Mac and select Import.
  6. Once the import is complete, select Finish. Your imported items appear in the navigation panel under On My Computer.

Import contacts in Outlook on the web

Outlook on the web can import comma separated values (CSV), and for best results, the file should have UTF-8 encoding.

  1. Sign in to Outlook on the web. Use your Microsoft 365 email address and password.
  2. In the lower left corner of the page, select People.
  3. In the upper-right corner, select Manage > Import contacts.
  4. Select Browse, choose your CSV file, and then select Open.
  5. Select Import.

Further Guidance

Manage & Organise Outlook DataMicrosoft Support

Import and export Outlook email, contacts, and calendar Microsoft Support

Updated on July 11, 2023

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