Export / Backup Microsoft Outlook Emails and Data to (.pst) File (Windows / Mac)

Tags Email


This article provides the steps to create and save an Outlook Data File (.pst file) in either Windows or Mac.

Detailed Resolution

Sometimes additional data files are needed. For example, older messages and items that you do not use regularly can be archived to an Outlook Data File (.pst). Or, if your online mailbox is near your storage quota, you could move some items at an Outlook Data File(.pst).


  1. Go to the Home tab in Microsoft Outlook
  2. Select the New Items > More Items > Outlook Data File...

Screenshot of the Outlook homepage highlighting the "New Items", "More Items" and "Outlook Data File" options

  1. In the Create or Open Outlook Data File dialog box that pops up, go to the File name box and fill in the file name you want to appear, then select OK.

Create or Open Outlook Data File dialog box with field to enter File Name. There is a check mark to add optional password as well.

Note: By default, the Data File will not be password protected, if you want to add a password, find the Add Optional Password check box while you are saving the Data File and check it. Then when you hit OK, it will require you to create a password and verify it.
  1. You can then find the Data file in Outlook as a folder on the home tab.

Folder pane under the Home tab in Outlook


  1. On the Tools tab, select Export.
Note: Don't see the Export button? Make sure you have the latest version of Outlook. On the Outlook Help menu, click Check for Updates. If all Outlook updates are applied and you still don't see the Export button, look for Export on the Outlook File menu.

Export Button under the Tools Tab in Outlook.

  1. In the Export to Archive File (.olm) box, check the items you want to export, and select Continue.

Export to Archive File (.olm) box wiith list of items which you want to export,including mail, calendar.

  1. In the Save As box, under Favorites, choose the "Downloads" folder, and select Save.

Save as Dialog Box.

  1. Once your data has been exported, you'll get a notification. Select Finish.


Article ID: 100
Mon 11/22/21 12:40 PM
Fri 3/17/23 10:52 AM