Importing, exporting and archiving UTmail+ account content locally (in addition to keeping it on the server) allows messages, contacts, and calendar items to be accessed when the computer is not connected to the Internet. 

You can also import/export/archive content to local storage and delete that content from the server to free up space. 

Finally, you can import the archived content into Outlook and move it to a new account if necessary.

PLEASE READ BELOW:

By default, you can only synchronize one year of email in Outlook. We strongly recommend synching and backing up data before attempting the import/export process.  Learn more about how to change your sync settings in Outlook. 

These instructions apply to New Outlook and classic Outlook. The instructions vary - please see instructions for both versions outlined below.

If you are using New Outlook and would prefer to switch to Classic Outlook for this process, here's how to switch back:

Open New Outlook. Select the "Help" tab in the top toolbar. Select "Go to classic Outlook."

 

 

Export and archive your data in new Outlook for Windows

1. Open the New Outlook and go to the Settings (gear icon) in the upper right corner.
   
   
   
   
2. In Settings, select Files > Export.
   
   
   
   
3. Select Get Started. Choose the folder you wish to export. You'll also need to identify the folder where the data will be imported. 
   
   
   

4. You'll be asked whether you want to export duplicate emails and what time range is preferred. You now have the option to export all items (anything you would see in Outlook Web Access.) If you select the "export items older than" option, you will only be able to export items in the time range you specify.

5. Select your destination (you can create and name your file here) and select whether to copy items or move the items into your Deleted Items folder after the export. If you select to create a file, you may be prompted for a password for the PST file. If you want no password, simply click OK. If you hit Cancel, it will stop the request. 

6. Select Export. You can continue to use New Outlook while the export is in progress. However, please note that any new emails will not be included in the exporting .pst file. You will need to leave New Outlook open while this process finishes. This may take some time.

6. Once the files have been exported, you should see your data (a .pst file) saved in the folder you indicated above.

 

Import your data into new Outlook for Windows

1. Go to Settings > Data Files> Import.
2. There are two options for importing your data into Outlook. You can choose Outlook Data File (.pst) or Email Files (.eml). For importing bulk content from an export, you will want to select the Outlook Data File options. For individual emails, you can select the .eml funciton. Here is how to bulk import .eml files. Instructions for importing .pst files are below.

3. Select the file you wish to import from your documents.

4. A list of folders that will be imported will be shown, and you can select if you only wish a specific folder to be imported.

5. Choose how to deal with duplicate items.

6. Pick which account to import the content into and whether it should be copied into a specific folder. If you want a one to one copy of your mailbox, select the email address under the "Choose a destination folder" section.

7. Select ‘import’ and content should begin importing to account. You’ll need to leave Outlook running and open to sync. Once the import has been completed, we recommend checking with your Outlook Web Access inbox to ensure everything was imported properly.

8. You can also see a summary of what was imported once it's completed.

 

Export and archive your data for Classic Outlook for Windows

1. Open the Microsoft Outlook app on your Windows and click File.
2. Ensure you are seeing all messages in your accounts by updating the offline settings for the account. Go to the File menu, then choose Account Settings, and then Account Settings again.

3. Make sure your UTMail+ account is selected, then click Change. Drag the slide under "Download emails for the past" all the way to the right so the time says "All." Click Next, then Done, then Close. Do the same for the other email account. 

 

4. To start the import/export process, return to File in the main menu toolbar.

5. Go to the second tab marked Open and Export, and then click on the option for Import/Export.

6. In the Import and Export Wizard, pick Export to a file, then Next.

7. You’ll be given a choice of two files. Make sure you select Outlook Data File (.pst).

8. Pick the email folder you would like to back up. Tip: You can also scroll down to view all emails associated with your account if you wish to export files from a secondary email. Then click Next.

9. Pick a location to save with the Browse button. Then click on Finish.

10. You will see a popup window asking you to add an optional password for the file you're about to export. If you do not want to assign a password, select OK. (If you hit Cancel, it will cancel the request.)

11. Your export should begin in the background. Check the location where you saved your file to confirm it exported successfully.

Import your data for Classic Outlook for Windows

1. Select File at the top of your Outlook ribbon.
   
   
   
2. Select Open & Export > Import/Export
   
   
   
   
3. Select Import from another program or file, and then click Next.
   
   
   
   
4. Select Outlook Data File (.pst) and click Next
   
   
   
   
5. Browse to the .pst file you want to import. Under Options, choose how you want to deal with duplicates, then choose Next.
   
   
6. If a password was assigned to the Outlook Data File (.pst), enter the password, and then click OK.
7. If you want to import the contents of your .pst file into your Microsoft 365 mailbox, choose that mailbox here.

8. If you don’t want to import into your Microsoft 365 mailbox, choose Import items into the current folder. This imports the data into the folder currently selected.
9. Choose Finish. Outlook starts importing the contents of your .pst file immediately. You should see a progress bar at the bottom of your screen reading Updating Inbox. Depending on the size of your import, this may take some time.

10. When the progress box disappears, the import is finished.
11. Finally, sync your data to ensure all messages are synced to your new account. Go to the Send/Recieve tab and click on Send Receive All Folders. Once updated, you should see a small message reading "All folders up to date" in the bottom right corner of your Outlook window.