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Introduction of Outlook PST File – How to Create, Export and Import PST File?

create, export and import pst file
Nilesh Kumar | Modified: 2022-05-18T16:14:33+05:30|MS Outlook | 4 Minutes Reading

In this post, we will cover everything about the PST files. We are going to tell you what is PST file, where it is located, how to create, export, and import a PST file. This blog is very helpful for users who know nothing about the Outlook PST file.

Table of Content

The next section covers all the above content that helps you manage Outlook data. If you know everything about PST files, you can easily process them and avoid accidental deletion and damage problems.

What is PST File?

PST is a personal storage table in Microsoft Outlook. It is known as an Outlook data file, that contains all items like email messages, contacts, calendar entries, notes and much more. The PST file is supported by several Microsoft client applications like Microsoft Exchange Client, Windows Messaging and MS Outlook.

The PST file is used by all versions of Outlook with different size limits. Outlook 2000 and 2002 were saved in ANSI format and have a maximum size of 2 GB. Outlook 2003 and 2007 save the PST file in UNICODE format and maximum size of 20 GB. In Outlook 2010, 2013, 2016 and 2019, the versions have a maximum size of 50 GB.

Read More: How to Increase Outlook Mailbox Size

Location of Data File

The location of the data file differs depending on the Outlook version. By default, Outlook 2007 and 2010 save the PST file in the AppData folder. You can see the place below:

C:\users\username\AppData\Local\Microsoft\Outlook

In Outlook 2013, 2016, and 2019 the location of the .pst file is moved to the “Documents” folder. You can see the place below:

 C:\users\username\Documents\Outlook Files

The easiest steps to open the folder where the Outlook PST file is stored are are as follows;

  • In Outlook, click on the File tab.
  • Under Add Account, click Account Settings, and select Account Settings.
  • On the Data Files tab, select the account, and click Open File Location.

How to Create PST File?

Outlook gives the user permission to create multiple PST files to store the information. Steps to create a new PST file in Outlook 2019, 2016, 2013, 2010, 2007 are as follows;

1: Select New Items >> More Items >> Outlook Data File.

create new pst file

2: Enter a file name and choose where to save the file.

enter file name

3: To add a password, select the Add optional password check box, enter a password, and click OK.

add password if required

Note: If you set a password for the PST file, you must enter it each time you open and export it.

How to Export Outlook Items to PST File?

Outlook offers the Import/Export option that allows users to export or save emails, contacts, and calendars to the PST file as follows:

1: Click the File menu at the top of the Outlook Ribbon.

2: Click Open & Export >> Import / Export.

select import export option

3: Select Export to a file and hit Next.

export to a file

4: Click Outlook Data File (.pst) and click Next.

outlook data file

5: Select the folder where you want to export the PST file, after clicking Next.

select outlook folder

6: Click Browse and choose where you want to save the PST file. Select Finish.

browse the destination location

7: Type and confirm the password to export PST file and click OK.

enter password if required

You can simply leave both the fields blank and click the OK button. It will save the PST file without any password.

How to Import PST File into Outlook?

With the Import/Export function, the user can import emails, calendar data and contacts from the PST file into Outlook 2019, 2016, 2013 as follows:

1: Select File >> Open & Export >> Import/Export.

open import export feature

2: Click “Import from another program or file” and hit Next.

import from another program or file

3: Select Outlook Data File (.pst) and press Next.

select outlook data file

4: Click Browse and select the PST file you want to import.

5: Under Options, select the option you want to use to manage your duplicate items.

do not import duplicates

6: If the password has been assigned to the PST file, enter the password and click OK.

7: Select the folder to import into, and select the Import items to the same folder option.

select the folder to import pst into

8: Click Finish.

Note: If you have several PST files and want to import them into Outlook, you must repeat this process for each PST file. Additionally, use the Merge PST File Tool to combine them all into one file and import this PST file into Outlook.

How to Deal with Corrupted Data file?

You can use the Inbox Repair tool to repair your corrupt data file. Use this tool to troubleshoot data files errors and corruption issues. Sometimes this inbox repair tool will not recover badly damaged and deleted data. In such a situation, you can take the help of a professional tool like Outlook Email Recovery.