A successful Outlook PST import wizard tutorial is less about clicking “Next” and more about preparation—file health, correct import method, enough mailbox space, and a plan for duplicates. This checklist guides you through what to confirm before, during, and after importing a PST, ensuring a clean, searchable, and problem-free migration.
What a PST import is
A PST (Personal Storage Table) file is an Outlook data file that can store mail, folders, contacts, calendar items, and more, and it’s commonly used for backup, archiving, or moving data to a new PC/profile.
In Outlook for Windows, PST data is typically brought in either through the Import/Export Wizard (“Import from another program or file” → “Outlook Data File (.pst)”) or by opening the PST as an additional data file in the folder pane.
Pre-import checklist (before you start)
- Confirm the import scenario: local Outlook (PST into an Outlook profile) vs. Microsoft 365 organizational import service—each has different limits and troubleshooting steps.
- Verify PST size and performance plan: very large PSTs can slow down imports; for the Microsoft 365 Import service, Microsoft notes a maximum recommended PST size of 20 GB, and larger files may cause delays or require splitting.
- Check mailbox capacity: import jobs can fail if the target mailbox doesn’t have enough available space; Microsoft calls out quota-related failures, such as “MapiExceptionShutoffQuotaExceeded,” when imported data exceeds available space.
- Validate PST health: corrupted items can be skipped during import jobs, and Microsoft recommends running Scanpst.exe to diagnose and fix PST errors before re-uploading/re-importing.
- Decide how to handle duplicates: the Import/Export Wizard presents duplicate-handling options, so decide in advance whether to replace, allow, or skip duplicates to avoid a messy folder structure later.
Import method checklist (choose the right approach)
For most writers, IT admins, and end users, there are two practical ways to bring a export pst to outlook for Windows.
Option A: Open the PST as a data file (fastest for review/drag-drop)
- In Outlook, go to File → Open & Export → Open Outlook Data File and select the PST.
- This mounts the PST in the left navigation pane so you can browse it, then move/copy items into your mailbox folders as needed.
Option B: Import/Export Wizard (best control over placement)
- In Outlook, go to File → Open & Export → Import/Export, then choose “Import from another program or file” → “Outlook Data File (.pst)” and proceed through the wizard.
- When you select the folder to import, importing from the top of the PST hierarchy brings in everything, and you can include subfolders to retain structure.
During-import checklist (avoid common failures)
- Keep Outlook stable: don’t force-close Outlook mid-import, and avoid heavy send/receive activity while the process runs to reduce stalls and indexing issues.
- Watch for “skipped items” or errors: in the Microsoft 365 Import service, corrupted items are skipped and reported; that’s a signal to repair the PST and re-run the import if the missing data matters.
- If importing to Microsoft 365, manage expectations on speed: Microsoft notes an ingestion rate of about 24 GB per day (typical, not guaranteed) and that imports can be slower in shared environments.
Post-import checklist (verify and clean up)
- Spot-check folder counts and critical mail: verify that key folders (Inbox subfolders, Sent Items, Archives) contain the expected date ranges and message volume.
- Search validation: run a few keyword searches (sender, subject, attachment names) to ensure imported items are discoverable after indexing.
- Resolve missing/corrupt content: if items were skipped due to corruption, repair using Scanpst.exe, then import again (or re-run the job, depending on scenario).
- Duplicate control after the fact: if duplicates slipped in, consider sorting by conversation, subject, and received date, then removing duplicates manually in the most affected folders.
Quick “don’t miss” checklist
- PST under control (size, split plan if needed).
- Mailbox has enough free space (avoid quota errors).
- PST integrity checked/repaired (Scanpst.exe if corruption suspected).
- Correct method selected: “Open data file” for browsing vs. Import/Export Wizard for structured import.
- Verification done: folders, search, and skipped-item checks.
If the target is outlook data file pst import desktop (home/small business) or Microsoft 365 Import service (enterprise), and which Outlook version is being used (Classic Outlook vs. New Outlook), the checklist can be tailored to match the exact screens and limits.
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