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. 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 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):

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. 

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):

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.

5. Wait for your files to export. 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. 

Here's how to import content into Outlook on Windows (legacy Outlook):

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 emails and contacts, 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. When the progress box disappears, the import is finished.
10. 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.
    
    
    
    

Here's how to import content into Outlook on Windows (New Outlook)

Currently, New Outlook's functionality to import data from another account is limited and differs from Legacy Outlook. There are a few options available to upload a PST file into your inbox.

Option A - Import through Outlook Data Files

1. Open New Outlook. In Settings, select Files > Export.
2.  Select Outlook Data Files.

3. Select Add File.
4. Browse to your .pst data file and select it. You may be prompted for a password if you set one during the export process.
5. Open your preferred Outlook inbox.
6. Scroll down on the right-hand side to see your mailbox folders.
7. You should see a new folder titled Outlook Data File. In the Inbox section of this new folder, you should see your imported emails.

8. You can leave the imported emails here or drag them over to your primary inbox or other folders. 

Option B - Import through Classic Outlook to New Outlook

1. Switch to Classic Outlook:

• Open Outlook.
• Click on the toggle switch at the top right corner to switch to the classic version.

2. Import the PST File:

• In the classic Outlook, go to File > Open & Export > Import/Export.
• Select Import from another program or file and click Next.
• Choose Outlook Data File (.pst) and click it.
• Browse to the location of your PST file, select it, and choose how you want to handle duplicates.
• Click Next, then Finish.

2. Switch Back to New Outlook:

• Once the import is complete, you can switch back to the new Outlook using the same toggle switch. Your imported emails should now be available.