Create Outlook Profile & Import PST: Step-by-Step

This guide walks you through creating a new Outlook profile and importing a PST file, which is useful when you’re setting up a new computer, fixing a corrupted profile, or consolidating email archives. A profile stores your email accounts, settings, and data files; importing a PST brings back old emails, contacts, and calendar items. You’ll need your email account credentials (address and password) and the PST file you want to import.

What You’ll Need

• Your email account address and password (for setting up the new profile)
• The PST file you want to import (usually a .pst file, often found in Documents\Outlook Files)
• Access to Outlook (any recent version, e.g., Microsoft 365, Outlook 2019, 2016, or 2021)
• If you’re migrating from another computer, copy the PST file to your current machine first (e.g., via USB drive or cloud storage)

Step-by-Step

1. Close Outlook completely. Check the system tray (bottom-right corner) for the Outlook icon and right-click it, then choose “Exit” if present.
2. Open the Mail control panel:
   • Windows 10/11: Press Windows + R, type control, and press Enter. Then change the view to “Large icons” and click “Mail (Microsoft Outlook)”.
   • Alternatively, search for “Mail” in the Start menu and select the Mail app (not the Outlook email app).
3. In the Mail setup window, click “Show Profiles”.
4. Click “Add”, enter a name for the new profile (e.g., “Work Archive”), and click OK.
5. In the “Add Account” dialog, enter your email address and click “Connect”. Outlook will try to set up the account automatically. If prompted, enter your password and follow any two-factor authentication steps.
6. If automatic setup fails, choose “Advanced setup” and select “Exchange, Google, or IMAP” (or POP3) and enter the server settings from your email provider. For most providers, you can find these on their help pages.
7. Once the account is added, you’ll see a message like “You’re all set!”. Click “Done”.
8. Back in the Mail setup window, select the new profile and click “OK”. You may want to set it as the default profile by choosing “Always use this profile” and selecting it from the dropdown.
9. Open Outlook. It will start with the new profile and the email account you just added.
10. Now to import the PST file: Click File > Open & Export > Import/Export.
11. In the Import and Export Wizard, choose “Import from another program or file” and click Next.
12. Select “Outlook Data File (.pst)” and click Next.
13. Click “Browse” to locate your PST file, select it, and click OK.
14. Choose how to handle duplicates: “Replace duplicates with items imported” (if you want the PST to overwrite existing items), “Allow duplicates to be created” (to keep everything), or “Do not import duplicates” (recommended if you’re merging with an existing mailbox).
15. Select the folder to import from (usually the top-level folder, like “Personal Folders” or “Mailbox”), and check the box “Include subfolders”.
16. Choose where to import items: “Import items into the same folder in:” and select your new mailbox, or “Import items into this folder:” and pick a specific folder like Inbox.
17. Click “Finish”. Outlook will import the PST file. The time depends on the file size.
18. After the import, you’ll see the imported folders in the navigation pane (left side). They may appear as a separate set of folders, or merged into your existing folders, depending on your choice in step 15.

Common Mistakes

• Forgetting to close Outlook before creating a new profile – the Mail control panel may not show the option or changes may not apply.
• Choosing the wrong profile – if you don’t set the new profile as default, Outlook may still open the old one.
• Importing into the wrong folder – if you select “Import items into this folder” and choose a subfolder, all items go there, not into their original structure.
• Not checking the “Include subfolders” box – you’ll only get the top-level items, missing all subfolders.
• Using a PST file that is password-protected – you’ll need the password to import it, and Outlook won’t ask for it until the import starts.
• Importing a PST from an older Outlook version – while Outlook can usually read older PSTs, very old ones (e.g., from Outlook 2003) may need to be converted first.

Tips

• Before importing, make sure your PST file is not corrupted. You can test it by opening it in Outlook (File > Open > Outlook Data File). If it opens, it’s fine.
• If you’re importing a large PST (over 20 GB), consider splitting it into smaller files or using a tool like Outlook’s Archive feature to reduce size.
• Back up your current Outlook data before making changes – export your mailbox to a PST first if you don’t have a backup.
• Use descriptive profile names so you can easily tell them apart in the profile picker.
• After importing, you can remove the old profile if you no longer need it – just go back to Mail > Show Profiles > select the old profile > Remove.
• If you have multiple PST files, you can import them one by one using the same steps.

Troubleshooting

• Outlook won’t start after creating a new profile: Close Outlook, go to Mail > Show Profiles, and make sure the new profile is selected. If it still fails, try starting Outlook with the /safe switch (press Win+R, type outlook.exe /safe).
• Import fails with “The file is not a valid PST”: The file may be corrupted or not actually a PST. Try opening it directly in Outlook (File > Open > Outlook Data File). If that fails, try repairing it with the Inbox Repair Tool (scanpst.exe) located in the Outlook installation folder (e.g., C:\Program Files\Microsoft Office\root\Office16).
• Import is slow or hangs: Large PSTs can take a long time. Be patient, but if it hangs for over 30 minutes with no progress, close Outlook and try again. You can also try copying the PST to a local drive (not a network drive) before importing.
• Email account setup fails: Double-check your email password and server settings. For IMAP/POP3, you may need to enable “less secure app access” or create an app-specific password if your provider requires it.
• Imported items are missing: Check that you selected the correct source folder and included subfolders. Also, look under “Search Folders” or the folder list (click the ellipsis at the bottom of the navigation pane) – imported folders may appear there.
• Outlook keeps opening the old profile: Go to Mail > Show Profiles, select the new profile, and choose “Always use this profile” from the dropdown. If that doesn’t work, remove the old profile temporarily.

Frequently Asked Questions

Can I import a PST file without creating a new profile?

Yes, you can import a PST into your existing profile using File > Open & Export > Import/Export. Creating a new profile is only necessary if you want a fresh start or your current profile is corrupted.

Will importing a PST merge items with my current mailbox?

Yes, if you choose “Import items into the same folder in” and select your current mailbox, items will be merged. If you choose “Import items into this folder” and pick a specific folder, all items go there.

How long does it take to import a PST file?

It depends on the file size and your computer’s speed. A 2 GB PST might take 10-20 minutes, while a 20 GB PST could take hours. You can check progress in the Outlook status bar.

What if I don’t have the PST file anymore?

If you’ve lost the PST, you may be able to recover it from a backup (e.g., Windows File History, OneDrive, or an external drive). If not, you may need to rely on your email server’s online archive or contact your IT provider.

Can I import a PST from Outlook on Mac?

Outlook for Mac uses a different format (.olm) and cannot directly import .pst files. You would need to export the PST to OLM using a third-party tool or use a Windows machine to do the import.

Is it safe to delete the PST file after importing?

Once you’ve verified that all items are imported correctly, you can delete the original PST. However, it’s recommended to keep a backup for at least a few weeks in case you discover missing items.

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