How to import Outlook data items from Outlook data files (.pst files)?

Microsoft Outlook stores its data items into .pst files and it allows to import or export data items to or from Microsoft Outlook. The simplest way to import the data items is copy the .pst file into your system and open the .pst file. This way all the items will be available and will display in their respective folders. But if the size of the .pst file is too big and you need only few data items which met certain conditions, you have to use wizard based import.

Microsoft Outlook provides an Import and Export Wizard to allow you to import the Outlook data items based on the given matching criteria. This article explains the steps to import Outlook data items using Import and Export Wizard.

This article applies to:

  • Microsoft Outlook 2010

Step (1). Open Microsoft Outlook.

Step (2). Click on File menu. From File menu items, click on Open menu item.

Microsoft Outlook - Import option

Microsoft Outlook – Import option

Step (3). Now click on Import item which is used to import files, settings and RSS feeds into Outlook.

Step (4). Once you click on Import item, it will open “Import and Export Wizard” dialog.

Microsoft Outlook - Import and Export Wizard

Microsoft Outlook – Import and Export Wizard

Step (5). Select Import from another program or file item from Choose an action to perform: list. This allows to import data from other programs or files.

Step (6). Click on Next > button to continue to the next action in the wizard.

Step (7). Select Outlook Data File (.pst) item from Select file type to import from: list.

Microsoft Outlook - Import and Export Wizard Import a file

Microsoft Outlook – Import and Export Wizard Import a file

Step (8). Click on Next > button.

Step (9). Select the file to import by clicking on Browse… button.

Step (10). Select the option Do not import duplicates. By selecting this option, Outlook will not import the already existing Outlook data items into Outlook.

Microsoft Outlook - Import and Export Wizard - Select a file to import

Microsoft Outlook – Import and Export Wizard – Select a file to import

Step (11). Click on Next > button. If the selected file is a valid Outlook data file (.pst), Outlook allows you to go to next up, otherwise it will display an error message and not allow you to go to the next step.

Microsoft Outlook - Import and Export Wizard - Not an Outlook data file

Microsoft Outlook – Import and Export Wizard – Not an Outlook data file

Step (12). Once your provided the valid Outlook data file, it will display “Import Outlook Data File” dialog. This allows you to select different options to what items you want to Import from the selected Outlook data file.

Microsoft Outlook - Import and Export Wizard - Import Outlook data file

Microsoft Outlook – Import and Export Wizard – Import Outlook data file

Step (13). Select the folder from where you want to import the data by selecting the folder from Select the folder to import from: list.

Step (14). Select Include subfolders check box if you want to import the data from sub folders also.

Step (15). Select the option:

  • Import items into the current folder, if you want to import all the items from Outlook data file into the currently selected folder in your Outlook application. For eg: if you select Archive Folders from Outlook application, all the imported data items will be stored into Archive Folders.
  • Import items into the same folder in:, if you want to keep the same folder structure in Outlook data file and you need to select the Outlook account where you need to import the data file by selecting the item from the combo box.

Step (16). Click on Filter… button. It will open a Filter dialog, allows you to set the filters to import only particular Outlook data items from the Outlook data file which meets the filter conditions.

Microsoft Outlook - Import and Export Wizard - Filter dialog

Microsoft Outlook – Import and Export Wizard – Filter dialog

Step (17). Once you update your filter options click on OK button to come back to “Import Outlook Data File” dialog.

Step (18). Click on Finish button to start importing the Outlook data items from the selected Outlook data file (.pst file) based on the selected settings and filters.

Once the import is done, the Outlook data items will be visible in your selected Outlook account folders.

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