Moving to a new computer requires transferring your Outlook email accounts and profiles. Manually reconfiguring each account is time-consuming and error-prone. This article explains how to export your Outlook settings for a seamless migration. You will learn the official method to back up your account configuration and profile data.
Key Takeaways: Exporting Outlook Settings for a New PC
- Mail app in Windows 11: Use the built-in export feature to create a .MBOX file containing your account settings and rules.
- Outlook’s Import/Export Wizard: Generates a .PST file that contains your email data but not your account server settings.
- Manual Registry Export: Backs up specific registry keys under HKEY_CURRENT_USER to preserve some profile data for manual restoration.
Understanding What Outlook Settings Can Be Exported
Outlook does not have a single-click feature to export all account settings like server names and passwords. Your account configuration is stored in your Windows mail profile and the Windows Registry. The Mail app in Windows provides the most complete export for account settings. For your emails, contacts, and calendar items, you must use Outlook’s own export tool to create a Personal Folders File.
A successful migration involves two separate processes. First, you export your account setup from the Windows Mail and Calendar app. Second, you export your mailbox data from Outlook itself. This two-part approach ensures you capture both the connection information and your actual email content.
Prerequisites Before You Begin
Ensure you know your email account passwords. The export process does not save passwords for security reasons. You will need to enter them again on the new PC. Close Outlook completely before starting the export from the Mail app. Have sufficient storage space on an external drive or cloud service for the backup files.
Steps to Export Account Settings Using Windows Mail
This method uses the modern Mail app included with Windows 10 and Windows 11. It captures account settings for use in the same app on your new computer. The export file can also help reconfigure accounts in the desktop Outlook application.
- Open the Mail app
Click Start and type Mail to open the Mail and Calendar application. Do not open the desktop Outlook program. - Access Settings
Click the gear icon in the lower-left corner of the Mail app window to open Settings. - Navigate to Manage Accounts
In the Settings pane, select Manage accounts. This shows a list of all your configured email accounts. - Select Export Accounts
Scroll to the bottom of the Manage accounts page and click the Export accounts button. - Save the Export File
A file save dialog will appear. Choose a location like a USB drive or OneDrive and save the file. It will have a name like accounts.json.
Steps to Export Email Data from Outlook
Your account settings are separate from your email messages and calendar items. To move your data, you must export a PST file from the desktop Outlook application. This file contains folders, emails, contacts, and calendar entries.
- Open Outlook’s Import/Export Wizard
In Outlook, go to File > Open & Export > Import/Export. - Choose Export to a File
In the Import and Export Wizard dialog, select Export to a file and click Next. - Select Outlook Data File (.pst)
Choose Outlook Data File (.pst) from the list and click Next. - Select the Top-Level Folder
Select your main email account at the top of the folder list. Check the box for Include subfolders. Click Next. - Choose File Location and Finish
Click Browse to choose a save location like an external drive. You can set an optional password. Click Finish to create the PST file.
Common Mistakes and Data Not Exported
Passwords Are Not Saved in the Export
The export files do not contain your email account passwords for security. You must know your passwords to reconfigure accounts on the new PC. If you use app passwords or two-factor authentication, have that information ready.
Some Outlook Add-ins and Customizations Are Lost
Third-party add-ins, custom ribbon configurations, and Quick Steps are not included in standard exports. You will need to reinstall add-ins on the new machine. Note down any critical customizations before migration.
Export File Is Too Large for Email or Cloud Sync
Large PST files can exceed size limits for email attachments or cloud synchronization services. Use an external USB drive for transfer. Alternatively, split the PST by exporting only specific folders or date ranges.
Comparison of Outlook Migration Methods
| Item | Windows Mail App Export | Outlook PST Export |
|---|---|---|
| Primary Purpose | Backs up account server settings and names | Backs up email, calendar, and contact data |
| File Format | .json file | .pst file |
| Includes Passwords | No | No |
| Restoration Process | Import via Mail app settings on new PC | Import via Outlook’s Import/Export Wizard |
| Size Limitation | Very small file, only text settings | Can be very large, contains all mailbox data |
After exporting your settings and data, store the files in a safe location. On your new PC, use the Mail app to import the accounts.json file first. Then open Outlook and use the Import/Export Wizard to bring in your PST file. For advanced users, creating a full system image backup provides the most complete restoration path.