Get files from Old Computer | Put files on New Computer | Create a Profile | More Settings
Add Old Data File (*.PST) | Finishing Touches | Signatures & Stationery | Links

Step 1: Collect Files from the Old Computer

You need the PST from the old computer. This contains your email, calendar, and contacts. You may have more than one PST. In most cases, they will be in the default location Outlook uses. You can go to Outlook's File, Data File Management command to see the data paths. Select one then click Open Folder to open Windows Explorer to the PST location.

To quickly access the default PST location outside of Outlook, paste this line in Windows Explorer's address bar.

%USERPROFILE%\Local Settings\Application Data\Microsoft\Outlook

You'll see a list of files in the Outlook folder- you need to copy the Outlook Data Files (PST). Outlook needs to be closed to copy the PST. Outlook can hold PST files open for as long as 30 minutes after you close Outlook, so if you receive any errors when copying the PST, wait and try again.

The screenshot is from a computer with Outlook 2007 installed - the obi file is used for RSS feeds. If you are using Outlook 2007 on the old computer, it does not need to be moved.

If you have Windows configured to hide extensions, look for the Outlook Data Files or enable 'show extensions' in Window Explorer's Tools, Folder Options, View tab. This makes it easier for you to see the files you are copying. You can also choose the option to Show hidden files and folders, although its not necessary since we are in the hidden folders.

You'll copy the PSTs to the new computer. If you have several PSTs in the folder and aren't sure which one is the one with your data, look at the file dates and file sizes. If you have 265KB PST files, they are empty and don't need to be moved.

Next, get the other support files.

Paste the following line into the address bar.

%USERPROFILE%\Application Data\Microsoft\Outlook

In this folder you'll have the NK2 (autocomplete nickname file), SRS (send and receive settings), XML (navigation pane), outlprnt (printer configuration) and VBA project files.

If you are using macros, you'll need to move the VBA file and many users like to copy the NK2 so they have their autocomplete list. The SRS and XML files corrupt easily and I don't recommend moving them.

Outlook 2003 uses outcmd.dat. This contains your toolbar customizations and it does not need to be moved to the new computer.

Rules are stored in the PST but to be safe, export them to an RWZ file. Also export names on the safe and blocked senders lists. Export all 3 safe/blocked lists (if they contain names).

Step 2: Copy the Files to the New Computer

Install Outlook on the new computer, if you haven't already.

Open the AppData Roaming folder using the following command and copy the NK2 file (and SRS and XML, if desired) to the folder. The VBA project goes into this folder also. If the Outlook folder does not exist under Microsoft, create it.

%APPDATA%\Microsoft\Outlook

My recommendation for PST files: Make a folder called Outlook in your My Documents or directly under your User account  folder (C:\Users\username), where My Pictures, My Documents, Downloads, Music etc are located, for your PST files. It's easier to find and backup your PST files when they are easy to find. (Outlook 2010 will use a folder under My Documents, so you might as well get used to it now.)

If you really want to use Outlook's default location, click on AppData in the address bar then browse to Local - Microsoft - Outlook and put the PST file(s) into the folder.

Step 3: Create a Profile

After the PST file is on the local drive, type Mail in the Start search field on the Start menu or go to Control Panel, Mail then open the profile dialog. (If you use the Category view, Mail is under the Users group; in Win7 64-bit, Mail is under 32-bit applications.)

1. Click the Show Profiles button.
2. Click Add to create a new profile.
3. Enter a descriptive name for your profile.
4. Enter the name you want to use for your display name, your email address, and your password.

If your mail provider supports autodiscover, Outlook will set your account up for you. (Most large ISPs support autodiscover.)

If your ISP doesn't support autodiscover or you want to set up an account using other server options, click the "Manually configure..." checkbox to set up your account yourself.

Choose the account type and click Next. Enter your name, email address and mail server names as well as your password. Most mail servers do not require SPA, so leave it unchecked unless your ISP tells you to use it.

After Outlook sets up the account using autodiscover, you can click the Manually configure server settings box to get into More Settings.

Step 4: More Settings

If you are back at the profile selection dialog, select your profile and click Properties to get to the More Settings button.

Configure additional server options in the More Settings dialog, including leaving mail on the server and alternate SMTP ports.

General tab: Enter a Reply to Address, if using an address different from your account address on the first screen. (Most people don't enter a reply address.)

Outgoing Server tab: Configure your outgoing server authentication. Many ISPs now require SMTP authentication. If you aren't sure, check your mail provider's support website.

Connection tab: Configure specific Internet connection properties, if needed. (Most people will use the defaults.)

Advanced tab: Configure alternate ports (if used) for incoming and going email on this tab and set POP3 accounts to leave mail on the server, if desired.

If you aren't sure if you need to use an Alternate port, check your mail provider's support. Many mail servers use the standard ports but more and more are using alternate ports in an effort to combat spam.

If you use autodiscover to configure the account, the correct ports may be entered for you.

If you aren't sure - ask your mail provider!

Click Ok when you are finished configuring More Settings then click Next to exit the New Profile wizard.

Step 5: Add Your Existing Data File (PST) to the Profile

If you have an Outlook data file (*.PST) you want to use with your new profile, follow these steps immediately. Do not open Outlook until you change the PST.

1. Select the newly created profile then click Properties.
2. Click Data files button to open the Account Settings dialog to the Data files tab.
3. Click Add then browse to your existing PST file.
4. If the PST is a native Outlook 2003/2007 file type, choose the top entry for Outlook Personal File. (It is highly recommended that you use Outlook 2003/2007 PST format for your default PST). Click Ok
5. Select your existing PST file.
6. You can enter a friendly name or just click Ok to return to the Account Settings dialog.
7. Click the Set as Default button.
8. Select the PST Outlook created when it created the profile and click Remove. If you want, click Open folder to find and delete this PST.

Close the dialogs.

Step 6: Finishing Touches

If you are going to use the NK2 from your old computer, use the following command to open the Outlook folder where the NK2 belongs and rename the old one to match the name of your new profile. (If Outlook created a new NK2 already, delete it.)

%APPDATA%\Microsoft\Outlook

Now start Outlook. Check your calendar and contacts folders then open a new message and click the To button. Do you see your Contacts?

Go to Tools, Rules Wizard and check your rules. Import the RWZ file if necessary.

In Tools, Options, Junk email, import the Safe and Blocked lists.

Step 7: Signatures & Stationery

If you are using Signatures, custom Stationery, or want to save your custom dictionary, you'll want to move these files to the new computer. Use the command below to open the folder where the Signature, Stationery, and Proof folders are (on both computers).

Outlook doesn't use the Stationery folder under My Documents - the stationery needs to be in the appdata\roaming path. Create the Stationery folder if it does not exist.

%APPDATA%\Microsoft\

After moving the signatures, you'll need to configure your accounts to use them. This is in Tools, Options, Mail format tab, Signatures.

Note: For signatures created in older versions of Outlook, select the signature in the signature editor and press Save to convert it to newer HTML code. Repeat for each older signature. This converts the HTML to newer code (using CSS) and prevents inconsistencies which may come up when switching or deleting signatures in a message.