In today’s digital workspace, email plays a crucial role in managing communication and data. For many professionals and organizations, Microsoft Outlook remains a preferred email client, and with the growing adoption of cloud-based solutions, Outlook 365 (part of Microsoft 365) has become the go-to choice. If you’ve stored your emails in a PST file and want to know about How to Import Outlook Data File in Outlook 365, this blog will walk you through the process, highlighting both manual and alternative methods.

Microsoft Outlook is a desktop-based email client, widely used for sending, receiving, and organizing emails along with managing calendars, contacts, tasks, and notes. It stores mailbox data locally in a file format called PST (Personal Storage Table). PST files are often used for backup, migration, or archiving purposes.

Outlook 365, part of the Microsoft 365 cloud suite, offers both a web-based and desktop experience with advanced features like anywhere-access, real-time syncing, and secure storage. As more users migrate to Outlook 365, importing existing PST files becomes essential to retain access to past emails, contacts, and calendar entries.

How to Import Outlook Data File in Outlook 365 – Manually

Here’s a step-by-step guide to manually import an Outlook Data File (.pst) into the Outlook 365 desktop application -

Step 1 - Launch Outlook 365 Desktop App

Open Microsoft Outlook (desktop version) that’s connected to your Outlook 365 account.

Step 2 - Go to the File Tab

Click File in the top menu bar.

Step 3 - Choose Open & Export

Select Open & Export > Import/Export.

Step 4 - Import PST File

In the Import and Export Wizard, choose the option to bring in data from a different program or file, then proceed by clicking Next.

Step 5 - Select PST File

Choose Outlook Data File (.pst) and click Next. Browse to locate the PST file on your system.

Step 6 - Choose Options and Destination

Set your preferences for handling duplicate items, pick the desired folder or mailbox for importing the data, and click Finish to complete the process.

Drawbacks of the Manual Way

• Requires Outlook Installation – You must have the Outlook desktop app installed and properly configured.
• No Selective Import – Cannot import specific folders, emails, or date ranges.
• Duplicates Risk – May result in duplicate emails if the PST was previously imported.
• No Recovery for Corrupt PSTs – Outlook cannot import damaged or inaccessible PST files.
• Slow with Large Files – Importing large PST files can be time-consuming and may slow down the system.

Alternate Solution - How to Import Outlook Data File in Outlook 365

If you’re facing issues with the manual process or want a more efficient solution, BitVare PST Converter for Mac & Windows is an ideal alternative. This powerful tool allows you to convert PST files to multiple formats (like MBOX, PDF, EML, etc.) or directly import emails from PST files to Outlook 365 using IMAP configuration.

With features like selective data conversion, email filtering by date range or folder, batch processing, and support for both ANSI and Unicode PSTs, BitVare ensures accurate and secure migration of Outlook data. It’s especially helpful when dealing with orphaned, corrupted, or inaccessible PST files — eliminating the limitations of manual methods.

Conclusion

Importing Outlook Data Files into Outlook 365 is a crucial task for users shifting to the cloud. While the manual method is available, it comes with several drawbacks that may affect data integrity and efficiency. To simplify and secure the process, using a reliable PST to Office 365 Migration tool for Mac & Windows is highly recommended. It saves time, minimizes errors, and ensures seamless access to your Outlook data in the cloud environment.