Using Outlook To Import / Export Emails

Use Case

In the event that an email inbox would change because of the status of a student or staff (i.e. student is hired as staff or staff employment has ended) the individual or supervisor may want to keep previous emails safe, or backed up.


Save / Back up with Outlook

  1. Download the outlook client. If you are an APU student you have access to a download of Microsoft Office. 
    • For the purposes of this walk through we're using Outlook 2019.
  2. Launch outlook. If you have never used it before it will prompt you to set up your account. 
    • Enter email address of the email account you want to export data from.
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    • It should bring up CAS and allow you to sign in. 
    • Depending on the size of your data outlook could take several minutes to hours to populate your data. Remember outlook is a client that takes your email from Gmail and saves it locally on your computer. 
  3. Either using outlook or Gmail native in a browser move your necessary emails into an easily identifiable folder.
    • If you used Google native you might need to wait a few minutes for the outlook client to sync and pick up the changes.
    • You can force a sync using the Send/Receive All Folders button on the top left
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    • Or the Send/Receive Tab and leftmost button
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  4. Go to File → Open & Export → Import/Export
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    • Select Export to a file and hit next
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    • Choose Outlook Data File (.pst) and hit next
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    • Select the folder you created with your email and hit next
      • Check include sub folders if you moved folders into it to make sure you pick up all nested folders
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    • It will show you where it will save the file. Update that if you wish to have it somewhere more readily available.
      • Its recommended to choose "Allow duplicate items to be created" if you have multiple outlook accounts to prevent any issues.
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      • Hit finish and it should save the file as a .pst. 
  5. When you receive your new email from IMT you can rerun through the same process to login to outlook using your new email. 
  6. To import that .pst into your new email go to File→ Open & Export → Import/Export
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    • Import from another program or file
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    • Outlook Data File (.pst)
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    • Choose the file that you had exported earlier
      • It would probably be best to select "Allow duplicates to be created" to prevent missing any emails
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    • You can even select the folder to import from or the entire data file
      • You can also choose to import the files into the current folder you have selected or the similarly named folder
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    • Hit finish and the files should start to populate outlook. Again depending on the size of the file it could take anywhere from several minutes to a few hours. 
    • Once import is complete you could wait for it to sync back to Gmail or hit the send/receive all folders to force a manual sync back to Gmail.
  7. Once you verified that email has been moved over and synced back to Google native you can sign out of outlook and uninstall if you do not wish to use the client. 
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