Import/export/archive UTmail+ data using Outlook for Windows
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. Learn more about how to change your sync settings in Outlook.
These instructions apply to both legacy (classic) and new Outlook. The instructions vary - please see instructions for both versions outlined below.
Here's how to export and archive your Outlook data in Windows (legacy Outlook):
- Open the Microsoft Outlook app on your Windows and click File.
- 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.
- 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.
5. To start the import/export process, return to File in the main menu toolbar.
6. Go to the second tab marked Open and Export, and then click on the option for Import/Export.
7. In the Import and Export Wizard, pick Export to a file, then Next.
8. You’ll be given a choice of two files. Make sure you select Outlook Data File (.pst).
9. 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.
10. Pick a location to save with the Browse button. Then click on Finish.
Here's how to export and archive your Outlook data in Windows (new Outlook):
- Open the New Outlook and go to the Settings (gear icon) in the upper right corner.
- In Settings, select Files > Export.
- Select Get Started. Choose the folder you wish to export.
4. You'll be asked whether you want to export duplicate emails and what time range is preferred.
5. Wait for your files to export. This may take some time.
7. Once the files have been exported, open New Outlook and scroll down your sidebar. You should see an Outlook Data File folder that contains the folder of exported emails.
8. Once the files have been exported, open New Outlook and scroll down your sidebar. You should see an Outlook Data File folder that contains the folder of exported emails.
9. From here, you can leave this folder as is, or drag individual emails into your main inbox or other mail folders in Outlook.
Here's how to import content into Outlook on Windows (legacy Outlook):
- Select File at the top of your Outlook ribbon.
- Select Open & Export > Import/Export
- Select Import from another program or file, and then click Next.
- Select Outlook Data File (.pst) and click Next
- Browse to the .pst file you want to import. Under Options, choose how you want to deal with emails and contacts, then choose Next.
- If a password was assigned to the Outlook Data File (.pst), enter the password, and then click OK.
- If you want to import the contents of your .pst file into your Microsoft 365 mailbox, choose that mailbox here.
- 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.
- Choose Finish. Outlook starts importing the contents of your .pst file immediately. When the progress box disappears, the import is finished.
- 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.