Exporting an Outlook folder to a PST file is useful for archiving old emails, backing up important folders, migrating between Outlook profiles or sharing a mailbox folder with someone else. This guide covers how to export to PST in Outlook 2016, 2019, 2021 and Microsoft 365 in 2026.
What is a PST File?
A PST (Personal Storage Table) file is a local data file used by Microsoft Outlook to store emails, calendar items, contacts and tasks. PST files can be opened in any version of Outlook and are fully portable — you can copy them to another machine and open them directly in Outlook.
Export a Folder to PST — Step by Step
- Open Microsoft Outlook
- Click File in the top menu
- Select Open & Export → Import/Export
- In the Import and Export Wizard select Export to a file and click Next
- Select Outlook Data File (.pst) and click Next
- Select the folder you want to export — for example your Inbox, a specific subfolder, or the top-level mailbox to export everything
- Check Include subfolders if you want to include all folders within your selection
- Click Next
- Click Browse and choose where to save the PST file and give it a name
- Choose what to do with duplicates — Do not export duplicate items is recommended for clean exports
- Click Finish
- If prompted, set a password to protect the PST file or leave blank and click OK
Outlook will now export the selected folder to the PST file. The time taken depends on the number of emails — a large mailbox with thousands of items may take several minutes.
Open an Exported PST File in Outlook
- In Outlook go to File → Open & Export → Open Outlook Data File
- Browse to your PST file and click Open
- The PST file will appear in the left navigation panel under Outlook Data File
- Browse and search the contents as you would any other mailbox
- To remove it from Outlook right-click Outlook Data File in the navigation panel and select Close Outlook Data File
Export Outlook Folders to PST via PowerShell (Exchange)
For IT administrators needing to export mailboxes in bulk from Exchange or Microsoft 365, use the Exchange Management Shell or Exchange Admin Center rather than the Outlook client method above.
# Export a mailbox to PST via Exchange PowerShell
# Requires Exchange Server or Exchange Online with appropriate permissions
New-MailboxExportRequest -Mailbox [email protected] -FilePath "serverexportsuser_export.pst"
# Check export status
Get-MailboxExportRequest | Get-MailboxExportRequestStatistics
# Export a specific folder only
New-MailboxExportRequest -Mailbox [email protected] -IncludeFolders "#Inbox#" -FilePath "serverexportsuser_inbox.pst"Tips for Large PST Exports
- PST files have a maximum recommended size of 50GB — split large exports by date range or folder
- Run exports overnight for large mailboxes to avoid disrupting Outlook during the working day
- Store PST files on a local drive rather than a network share during export — move them afterwards
- Always verify the PST after export by opening it in Outlook before deleting the original emails
Frequently Asked Questions
Can I export a shared mailbox to PST in Outlook?
Yes — if you have full access permissions to the shared mailbox, add it to your Outlook profile and it will appear in the folder list. You can then export it using the same Import/Export wizard method as your own mailbox.
How do I export emails between two dates to PST?
The Outlook Import/Export wizard does not support date filtering directly. To export emails between specific dates, first create a search folder in Outlook filtered by date, then export that search folder to PST. Alternatively use the Exchange Management Shell with the -ContentFilter parameter for server-side date-filtered exports.
What is the difference between a PST and OST file?
A PST (Personal Storage Table) is a local archive file you create manually. An OST (Offline Storage Table) is automatically created by Outlook to sync your Exchange or Microsoft 365 mailbox for offline use. OST files are tied to a specific profile and cannot be directly moved or opened on another machine — use the export to PST method to create a portable copy.
Can I open a PST file without Outlook?
Not easily. PST files are a proprietary Microsoft format. You need Outlook installed to open them natively. There are third-party tools such as Stellar PST Viewer that can open PST files without Outlook, but for most users installing Outlook or the free Outlook viewer is the simplest approach.
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