Home Blog Easy Steps to Move Your Outlook Online Data

Easy Steps to Move Your Outlook Online Data

 2024/05/06   Microsoft Cloud Solutions   231 visit(s)  5 min to read




This blog helps people who use Outlook Web Access (OWA) to move their data in and out. We’ll explain how to save PST files, which are often used for keeping data safe or moving it to another place. We’ll also look at other choices, like connecting OWA with the Outlook program on your computer.


Exporting Data from OWA (Focusing on PST Files)

Outlook Web Access (OWA) makes it easy to check your emails, contacts, and calendar on the web, but right now, you can’t directly save your data as PST files. PST files are a way to keep your data safe or move it to another place, and they’re usually used with the Outlook program on your computer.


Understanding PST Files and Their Use

A PST file is like a box where you keep your Outlook information on your own computer. This includes:

  • Emails: Every email you’ve sent, got, or started writing, and the files that come with them.
  • Contacts: All the people you know, with their names, email addresses, phone numbers, and more.
  • Calendars: Every event, meeting, and thing you need to do.
  • Notes: Any reminders or lists you’ve made in Outlook.


A PST file is like a personal box on your computer where you keep all your important Outlook stuff together. Here’s what you need to know about PST files in simple terms:

  • Local Storage: PST files are kept on your computer, not on the internet. This means you can get to your stuff even when you’re not online, but you should make copies to avoid losing anything if your computer breaks.
  • Backup and Migration: You can use PST files to make extra copies of your Outlook data. If you save your data to a PST file, you have a backup that you can use if something goes wrong with your Outlook or computer. PST files are also useful when you want to move your data to a new computer or email.
  • Size and Limitations: PST files can get really big, especially if you have a lot of emails with files attached. It’s important to keep an eye on the size of your PST file so Outlook keeps working well. Also, some older types of PST files can’t be too big.


When to Export a PST File from OWA

Even though Outlook Web Access (OWA) doesn’t let you save PST files directly, there are times when making a PST file backup is a good idea. Here are some reasons you might want to make a PST file, even if you have to do it another way because OWA doesn’t do it for you:

      1- Saving Your Data:

    • Feeling Safe: Keeping a PST file on your computer means you have a backup. If something goes wrong with your OWA, like data getting messed up or the service stops working, you’ll still have your latest info.

    • Getting Back to Normal: If there’s a big problem with your OWA, having a PST file means you can get your emails, contacts, and calendar back, which helps you lose less and fix things faster.

      2- Moving to Something New:

    • Changing Email Accounts: OWA can’t move PST files directly, but you can use Outlook on your computer to do something similar. Move your OWA data to a PST file, then put that file into your new email with Outlook. This way, you move all your info over.

    • Using a New Computer or Device: If you’re starting to use a new computer or device and want your OWA stuff there, you can move a PST file from your old one with Outlook. Then, put that file into OWA on your new device to keep everything the same.


Step to Sync OWA to Outlook Desktop App

To configure Outlook web to Outlook desktop, follow these steps:

  1. Open both Outlook web and Outlook desktop on your computer.
  2. Sign in to your email account on both Outlook web and Outlook desktop.
  3. In Outlook web, select File > Options > Advanced > Outlook Data File.
  4. Select the IMAP account you want to configure.
  5. Under the "Account settings" section, make sure that the "Sync email and mailboxes" option is selected.
  6. Under the "Outlook Data File" section, choose "Synchronize this Outlook Data File.
  7. Follow the steps to complete the setup process

After you set up the sync, you can use both Outlook Web Access (OWA) and the Outlook program on your computer with the same email (like your work email). Your emails will update on both as long as you have an internet connection. This happens because your information is kept on a server that both OWA and the Outlook program can reach.


It's important to remember that none of these methods provide true real-time synchronization between OWA and the desktop application.

Steps to Export PST from Outlook [OWA]

    1. Open the desktop version of Outlook.
    2. Click on the "File" tab in the top left corner.
    3. Select "Open & Export" from the left-hand sidebar.
    4. Choose "Import/Export" from the options.
    5. The Import and Export Wizard window will appear. Select "Export to a file," and click "Next."
    6. Choose "Outlook Data File (.pst)" as the file type, and click "Next."
    7. Select the specific folders or mailboxes you want to export. You can choose individual folders or the entire mailbox.
    8. Click "Next" and choose a location to save the PST file. Give it a descriptive name for easy identification.
    9. (Optional) You can add an optional password to protect the PST file by checking the "Add Optional Password" box and entering your desired password twice.
    10. Click "Finish" to begin the export process.


How long it takes to save your data will vary based on how much data you have and how fast your computer is. When it’s done, you’ll have a PST file with the data you chose.


Importing Data into Outlook Web Access

Outlook Web Access (OWA) is great for checking your emails, contacts, and calendar online, but it’s not so good at bringing in data, especially if it’s in PST files.


Important Tip: Remember, Outlook Web Access (OWA) can’t bring in PST files by itself. But don’t worry! You can still get your data where it needs to go by using other ways: Using Outlook on Your Computer: If you can use Outlook on your computer, you can save your data into a PST file. Then, with Outlook, you can put that PST file into your OWA, and all your info will be there. 


How to Put PST Files into OWA:

  • Launch the Outlook application on your computer.
  • Click on the "File" tab located at the top left corner of the window.
  • In the "Open" section, select the option "Open & Export".
  • This will open a new window. Choose "Import/Export".
  • In the "Import and Export Wizard" window, select the option "Import from another program or file" and click "Next."
  • Choose "Outlook Data File (.pst)" from the list of available file types and click "Next."
  • Click on "Browse" and navigate to the location where your PST file is stored on your computer.
  • Select the desired PST file and click "Open."
  • You'll see a window with options for handling duplicate items and choosing the destination folder for imported data. Select the options appropriate for your needs.
  • Click "Next" to proceed.
  • If your PST file is password-protected, enter the password in the designated field. Click "OK" to continue.
  • Review the summary of your import selections on the final screen.
  • Click "Finish" to initiate the import process.

Now you know what OWA can and can’t do with your data. You can make smart choices about moving your mailbox data around, using both Outlook on your computer and OWA. If you’re working with more than one Outlook account and need to move PST files around, you’ll have to look at other options besides OWA to keep your data safe and get it where it needs to go. 

Ctelecoms, as a trusted Microsoft Gold Partner in Saudi Arabia, is ready to assist Saudi businesses. We provide all the Microsoft 365 applications and solutions your business requires. Please feel free to reach out to us for support! 

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