A user had this to say about moving Outlook to a new computer:
“Still trying to move Outlook 2003 settings on a WinXP machine to Outlook 2007 on a new Win 7 machine. Research suggests that this is an easy, straightforward process – just find and move the PST file, and you’re done. Really, its way more complicated than that, unless you already know how to do it, which I don’t.”
This page is for those users who don’t know “how to do it.” I’m going to base these instructions on the scenario above – moving from Outlook 2003 on WindowsXP to Outlook 2007 on Windows 7.
The steps to move other versions of Outlook are similar but dialogs may be different.
Step 1: Get Files from Old Computer
Step 2: Put Files on New Computer
Step 3: Create a Profile
Step 4: More Settings
Step 5: Add Old Data File (*.PST)
Step 6: Finishing Touches
Step 7: Signatures & Stationery (and custom dictionary)
Do you leave mail on the server? See this section
Things to keep in mind when you are preparing the new computer:
You really only need to move is the PST and create a new profile using this PST – the other files Outlook uses are (usually) easily rebuilt.
If you use Windows Easy Transfer to move your Outlook data, you will need to recreate your Outlook profile as the move process corrupts the profile.
You will need to install Office (or Outlook) on the new computer. You can only move user data, not the program itself.
Your accounts are stored in the registry and need to be recreated on the new computer.
Get files from Old Computer | Put files on New Computer | Create a Profile | More Settings
Add Old Data File (*.PST) | Finishing Touches | Signatures & Stationery | Leave on Server issues | 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.
If you need to recover pst files from a hard drive removed from a crashed computer, see Recover Outlook Data Files from a Crashed Computer
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.)
- Click the Show Profiles button.
- Click Add to create a new profile.
- Enter a descriptive name for your profile.
- 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.
Video Tutorial covering Steps 3 – 5
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.
- Select the newly created profile then click Properties.
- Click Data files button to open the Account Settings dialog to the Data files tab.
- Click Add then browse to your existing PST file.
- 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
- Select your existing PST file.
- You can enter a friendly name or just click Ok to return to the Account Settings dialog.
- Click the Set as Default button.
- 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.
Leave Mail on the server issue
When you use a POP3 account and leave mail on the server, Outlook will always re-download all of the mail. If you use the data file in Outlook 2010 and use it in a new profile, Outlook 2010 might not try to download the messages already downloaded, but moving from any other version will result in the messages being downloaded again.
Some email accounts can be configured to only allow new mail or mail that arrived after a certain date to be downloaded. Log into your account online and check your account options to see if you are one of the lucky ones. For most people, the only workaround is to log into the account using the web browser and move the mail to a new folder as Outlook will only download the mail that is in the Inbox.
More Information
Customizations made in Tools, Options are in the registry under the HKEY_CURRENT_USER\Software\Microsoft\Office key. In most cases, I do not recommend exporting this key. Most settings will be lost if you are upgrading to a new version of Outlook.
Windows Messaging Backup and Dual-Boot
Outlook 2007 Backup and File Locations
Outlook 2010 Backup and File Locations
How to move the IMAP personal folder (*.pst)
To move a Personal Folders .pst file
Where Are My Files? (Outlook-tips.net)
Making a new Outlook 2007 profile (Outlook-tips.net)
Articles that may interest you:
Last reviewed on Jan 11, 2012
Sept 9, 2011. I am a very savvy and heavy MS Office user and a systems analyst. but I could not, for the life of me, move the Outlook calendar 2003 to another computer with 2007 until I read your tips and hints.
Lesson learned … “don’t follow Microsoft instructions. They completely skip over or neglect to mention some of the obvious things that are not so obvious to others
Thanks so much!
Thanks so much – your tutorial got me through the tricky spots I just wasn’t having any luck with. I’ve now got it all transfered over and working perfectly!
Ok, I did all that and it seems successful, but:
a. Doesn’t the .pst file contain the memorized email addresses? I think not, since it won’t autofill on new emails. What should I do?
b. I now have two inboxes on my new computer; one that was set up initially – that gets all of my new emails, and the one I just transferred, that does not import the emails. How do I sort that out?
Thanks.
The ‘autocomplete’ addresses are in a NK2 in older versions of Outlook. You can easily restore the autocomplete list – at least from addresses in your Contacts by opening a new message, adding all the names in your address book to it and them closing (without sending) the message.
If you already had the profile set up on the new computer, you should import the old data file – or since its open in outlook, move the items you need to access and keep the old pst file as an archive. You can remove it from the profile by right clicking the top level of the folder (where it says the file name – often Personal folders).
This has been the best advice for migrating earlier versions of outlook to newer versions that I have found thus far. However, I’m still not real clear on the migrating process (export/import) for the rules. When there are 50+ rules, a migration process is vital. It was stated that the rules for earlier versions are stored within the pst files. I do not believe that is true, because when the required pst file is closed, the rule (as it exists somewhere else within Outlook) is displays the message that it unable to find the folder and cannot incomplete the transfer (past of the rule). If I were able to run the earlier version of Outlook (that ran under Windows XP), I might be able to export and/or change the pst files to rwz format, but my former computer died after a mother board failure. I can open the pst files and see the e-mail folders created in the earlier Outlook.
All of this I have done on my own, but I need advice for moving the Outlook 2000 rules to outlook 2010.
Thank you for your assistance,
James Harnett
Portland, Oregon
jas-list@ipns.com
http://www.slipstick.com/outlook/2000 (sorry, I missed the full address)
Outlook 2007 and Outlook 2010
In Outlook 2007 and Outlook 2010, rules are stored as hidden files within the pst or mailbox. When you copy the pst file to a new computer (or use it with a new Outlook profile) the rules will be available when you use the existing pst file as your default delivery location (no need to use import a rwz file), although rules that move messages to folders may need to be re-pointed to the folders. You can (and should) create a backup of your rules using the Export function but won’t need it when moving pst files to new computers or creating new profiles.
I’ve read and re-read these instructions and find them so complex I really don’t know where or how to start.
For a kick off there appear to be two folders called Outlook in Windows 7 at the location %APPDATA%\Microsoft\Outlook and think what you’re saying is to put one of the ‘old’ PST files into it – the one that’s 543MB as the other in only 256KB. Don’t even know which of these two Outlook folder to move the stuff to.
I’m starting with a clean Windows 7 and a clean Off ice 2010 and all I want to do is copy across my old emails and folders from XP running Outllook 2002.
Why is it so difficult?
You should only have one microsoft\outlook folder in %appdata% – the second one is a local appdata folder (%USERPROFILE%\Local Settings\Application Data\Microsoft\Outlook)
You can have 2 or more pst files in folder where the pst files are.
In your case, the 256 KB pst is empty. You don’t need to move it.
Move the 543 MB file to the new computer. Because you are using Outlook 2002 on the old computer, you should create your profile in Outlook 2010 then Import the contents of the old pst, using File, Open, Import.
Before I got a look at your posting above I thought I’d give it one last shot.
But hey, thanks anyway,
I thought I’ll try to keep it simple and just went to Outlook, File, Open, Import, .PST and there they all were – files wizzing across into Outlook2010 with file structure intact.
It’s all there and seems to be working – now what’s all this about a profile? That sounds tough and complicated stuff!
I should say I managed to move my address book during the week as a comma separated values file which seemed to import OK.
The final hurdle is that we have 24 group mailings formed from the overall address book that worked under Outlook 2002. Any idea where they might be in all of this? Are they again in a discreet folder anywhere that could be as easily imported into Outlook 2010?
If it’s working you have a profile. :)
Re: Groups: Assuming you mean distribution lists, look in your contacts folder. They should be in there will all of your contacts. If not, you’ll need to open the old pst using File, Open, Outlook Data file, find groups and copy them to the new Contacts folder.
Thank you so much Diane.
Moving from Win XP to Win 7 sounded straight forward from Microsoft using WET but all it managed to do was to move my desk top. Nothing else worked till I read your helpful instructions.
Thanks again. You saved the day.
This worked perfectly on the first try! Thank you so much for taking the time to post this!!!
I have not been able to retreive my old emails and address book from my Windows XP computer running Outlook2007 to my new Computer running Windows 7 Professional and Outlook 2010 because your tutorial wanted me to change my Control panel view to classic view which does not seem to be available. I have saved my .PST files in a newly created directory on the old XP machine and transferred them to the %APPDATA%\Microsoft\Outlook directory on the Windows 7 computer there is also a .SRS file in this directory which was there before the transfer and updates with newly received mail..
I cannot find the profiles in Outlook 2010 although I think I changed to the new profile as created in your tutorial. The new Outlook seems a mystery to me and I still do not have my old emails or contact lists!
If you have the old pst files from the old computer, you can place them anywhere on the new computer – outlook 2010 puts the data files used by POP3 accounts in My Documents\Outlook files. You don’t need to move the SRS files – those are send and receive settings – Outlook creates an SRS when you set up a profile.
If you double click on outlook shortcut on the start menu or desktop, what happens?
Am trying to move Outlook 2003 files into Outlook 2010 on a new computer.
I’ve tried this every which way — copying the PST files directly per above, or via a backup program downloaded from Microsoft, but I always get a “File access is denied. You do not have the permission required to access the file” message!
At what point do you get that message? Are you using a USB drive, direct network connection, or a CD? If a CD, you need to make sure the read only flag is not set on the pst file.
Right click on the ppst file and choose permissions – make sure your account and anonymous has permission to it. Also check the read-only status – you need read-write permission to the pst to use it.
I finally moved the PST file successfully to the Outlook folder on the new computer. The permissions look OK, and I can “open” it, but I get no messages! I have separately moved my address book.
Clare, I get exactly the same thing…the pst folder is in the correct directory, but when I open in Outlook 2010 there is no mail in it. If you solve this please post a reply
Go to File, Account Settings – Data file tab. Is the data file you moved in the profile? Close the dialogs.
Press Ctrl+6 so you can see the folder list. How many pst files do you see? Check each one for the missing mail. (If you know the subject of one missing message, you could also try using Instant search and searching All Mail Items.) Press Ctrl+1 to jump back to the Mail-only window.
If you used Outlook on the old computer, how did you separately move the address book? The address book is a view of your contacts folder – every thing is in the pst file. When you move it, you moved your addresses too.
Well that worked pretty well thanks! I was moving from 2003 to 2010. My notes didn’t move. I moved the NK2 file manually and it worked except I’m showing TWO notes files. An empty one (44Kb) and my full one (760K). However windows won’t let me delete the empty one, and I can’t find it on my computer to delete. The only NK2 file is the one I exported. I tried merging use run:outlook.exe/importnk2. It executes, but nothing happens. It’s a small glitch I guess I could live with, but it would be nice to find out how to delete the empty notes folder (if I could find it!)
Thanks
Switch to the folder list (Ctrl+6) – you only have one set of folders? Did you move the pst file or export it? If you moved it and opened it in the new profile, you should have all of the old notes and only one folder, if that is what you had on the old computer.
Outlook 2010 doesn’t use NK2, it keeps the autocomplete list in the pst, so you won’t have a file in use. When you ran the switch you had a space between outlook.exe and /importnk2?
Hi Diane
Thanks for the reply. I followed the great instructions, everything tranfered, but the notes. I found a more up to date NK2 file and exported it in place of the original one I exported.. At that point my notes appeared in a second folder. That folder can be deleted, but the original empty one can’t. On the bottom of the list on the left hand side are two small icons – a folder and note. If I click on the folder I(F6). I get the standard list on the left hand side. If I click the not (F5) then I just get the two note folders referenced above. I guess I can happily make do in the F6 mode. Curious though why there’s two folders in the F5 mode.
Thanks.
when you are in folder list mode, how many folder sets do you see? Is the second notes in the main pst file or do you have 2 pst files?
To get rid of the second notes, open it, select all and move or drag to the other notes folder. Then delete it. (The one you can’t delete is the default Notes folders.)
There seems to be only one pst file… but under the first list there’s another two listings of my accounts i.e. jgroberman@shaw.ca and one other. If clicked there are sub categories but non as complete (ie with sub folders etc) than the main one. Clicking on the note folder at the bottom brings up the same two note folders.
Your drag then delete suggestion worked.
Thanks
Questions – I followed the steps to move my .pst files from Outlook 2007 to Outlook 2010 and noticed in one of the postings. It states the addresses are included in the .pst files. Why cannot I find them in Outlook 2010. I downloaded the .pst files to a USB drive from the old computer and then uploaded it back up on the new computer.
Thanks
What addresses? Your contacts, address book (comes up when you click To), or autocomplete cache (names that com up when you type in the To field).
If you moved the pst, the contacts folder should have your contacts.
If the address book is empty when you click To, you’ll probably need to make a new profile.
If nothing comes up when you start typing in the To field, you need to repopulate the cache – Open a new message and click the To button, select all of the names in the Suggested Contacts folder and add them to the message. Repeat for your Contacts folder. Close the message without sending.
Morning Diane,
This seems a great process with many successes commented. Can I ask if indeed it is the same moving Outlook 2010 files from old compuetr to a new computer with Outlook 2010 installed?
Thanks in advance for your time in this matter.
Yes, the process is the same. However, autocomplete cache is stored in the pst file – there is no NK2 with Outlook 2010. If the cache is not working on the new computer, add all the addresses in the suggested contacts and contacts folder to a message then close it without sending to repopulate the autocomplete cache.
If you created the profile in Outlook 2010, the pst files may be in My Documents\Outlook Files. Safe/Blocked lists/Junk mail settings should move with the pst as should rules.
Dear Diane Poremsky,
Thank you for your excellent technical information.
Please forward instructions how to copy/transfer files from my networked old HP desktop to my new Acer One 721-3922 laptop, and then How to install them..
Background Information:
Using my Seagate Expansion Drive I copied/transferred MS Outlook 2007 to mylaptop.
With my HP External Top-load DVD-ROM Drive I copied MS oFFICE home and Student 2007 to my new laptop.
Thank you in advance.
Regards,
The process is the same for all computers:
Install the software on the new computer (if there is no CD drive, see How to install Outlook on a Netbook).
Find the data files on the old computer.
Move them to the new computer.
Set up the new profile and point to the old files.
hi friends,
I am able to configure a new account setting in outlook 2010.but as there is a old *.pst file which i am selecting as my default storage location, but as new account is created a the new mail is send & received from it. in the left side of panel i need to send & receive the mail from old inbox & send folder.instead the incoming mail and outgoing is only by new folder created.
So the old pst is in the profile already? If its a POP3 account, go to File, Account settings, select the account and click on Change folder at the bottom of the dialog then select a new location.
If its an MAP account, you can use an old pst file with it.
This worked a treat. Thanks so much for the clear instructions!
I have outlook installed on three computers. On one of the outlook we have color coded “via” categories all of our contacts. I than exported the completed contact file. When I import the file, the color coding does not come over. What am I doing wrong?
Color coding is not stored in the contacts, only the category name. If the category does not exist on the computer, you need to use the ‘upgrade to color categories’ to add the categories to outlook and then adjust the colors if necessary.