Option A: Export a PST (mail, calendar, contacts, etc.) using Import/Export

  1. Open Outlook (desktop).

  2. Click File (top left).

  3. Click Open & Export.

  4. Click Import/Export.

  5. Choose Export to a file → Next.

  6. Choose Outlook Data File (.pst) → Next.

  7. Select what you want to export:

    • To export everything in that mailbox, click the top mailbox/root (usually your email address).

    • Check Include subfolders 

  8. Click Next.

  9. Click Browse and pick where to save the file and name it (example: MatterName_OutlookExport_2026-03-03.pst).

  10. Under options, pick one:

  • Replace duplicates with items exported (usually fine)

  • Allow duplicates (useful if you’re combining exports later)

  1. Click Finish.

  2. If prompted, set a PST password (optional). If you set one, store it somewhere safe.

Option B: Export only a single folder to PST (quick and clean)

This is best if you only need one folder like “Sent Items” or a project folder.

  1. In Outlook, right-click the folder you want (example: Inbox or a custom folder).

  2. Click Export (if your Outlook version shows it), or use:

    • File → Open & Export → Import/Export → Export to a file → .pst

  3. Select that specific folder and check Include subfolders.

  4. Save as a PST like in Option A.

Common issues and fixes

“Some folders didn’t export” (aka the classic)

  • You forgot Include subfolders.

  • You exported the wrong level (export the mailbox root if you want everything).

  • If using Online Archive or additional mailboxes, you must export those separately.

“Export is super slow” or “stalls”

  • Close other heavy apps and let Outlook run.

  • Export smaller chunks (by folder) instead of the whole mailbox at once.

  • If you’re on a flaky network profile, export from a local Outlook profile where possible.

“My PST is huge”

  • Consider exporting only relevant folders.

  • Empty Deleted Items and Junk first (unless those are relevant).

  • If you need a date-limited export, Outlook’s built-in PST export is not great at true date filtering across everything. A workaround is using Search + moving results into a folder, then exporting that folder.

After export: 

  1. In Outlook: File → Open & Export → Open Outlook Data File

  2. Select your exported PST

  3. Spot-check:

    • Folder count looks right

    • Random emails open

    • Attachments open