How to Migrate or Transfer Outlook Emails to Office 365 Account

Migrating personal or professional e-mail to the office 365 from any e-mail client, allows you to access e-mail from any device connected to the Internet. Office 365 also has many services that enhance the productivity of your email. Because MS Outlook is the main email client, so most of you will have to migrate your email from MS Outlook Mailbox to Office 365 account.

Outlook has an Export / Import option where you can export your email to an external PST file. Later, you can import the PST file into Outlook again with Office 365 account.

Following are the reasons that push you to export Outlook Emails to Office 365 account.

1. Conversion of emails accounts

When you use an email like yahoo (test…@yahoo.com), AOL (test…@aol.com) and you want to change a new email account like test…@contoso.com.
Although you can create a new test in the …@contoso.com Outlook app, it will not have an email from the old account.

2. Change of PC to PC

When you change your computer from old to new, you need to reinstall Outlook. In this case, you want your old e-mails as well. So you need to export your email to the PST file and import the PST file to that new computer.

3. Periodic Backups

Large inbox backups reduce the size of the entire mailbox, and period backups increase data security. After downloading the backup of the data in the PST file, you need to save the file to any external location, such as another computer or USB drive.

The Outlook Migration Process requires you to move your email to an external PST file and import the PST file into another Outlook program that has an Office 365 account.

Export Outlook Emails to PST

  1. First go to the top of your Outlook ribbon, and click File.
  2. Choose Open & Export>>>Import/Export.
  3. In “Import and Export Wizard” choose ‘Export to a file’ option and Click Next.
  4. Select the Outlook Data File (PST) and click Next.
  1. Select an email account to export. Make sure you check ‘Include Subfolders’ to get everything out of the account. Select Contacts, Calendar, Boxes, Magazine, and click Next
  2. Click the Browse button to select the location of the PST file where the file will be saved. Click the ‘OK’ button to proceed further.
  3. If you want to export data to an existing PST file, then click Options and specify what to do when exporting data already exist in the file.
  4. After that just Click Finish.
  5. The Outlook starts with the export process.

NOTE: When you run the export process at this time, if you choose a password-protected option, it increases the security of your personal PST file, so in most cases you have to choose to place the password in the PST files.

Once you export the mailbox data in PST file, you will still required to go to the Outlook and import the PST file into the Office 365 account mailbox.

Import PST to Outlook

  • Click File tab, click Open & Export, and select Import/Export.
  • Import and Export wizard will appear on the screen.
  • Choose ‘Import from another program or file’, and then click Next.
  • Now choose Outlook Data File (PST) and click Next.
  • Browse the PST file that you had exported earlier, and then under the Options, there are three options –
  1. Replicate duplicates with items imported.
  2. Allow duplicates to be created.
  3. Do not import duplicates.
  • Select the option among the three and click Next.
  • If you specify a password in the PST file, you must enter the password and click OK.
  • Choose the Import items to the same folder in option and select the Microsoft 365 mailbox, Click Finish.
  • Outlook will start importing PST file content into Office 365 mailbox. Later, you can open all the contents of the mailbox.

Final words

When you want to export and import a PST file into the Office 365 mailbox, then you can use this inbuilt Import / Export method that proves to be most appropriate for one mailbox. If you want to migrate multiple mailboxes to the Office 365 account, then you will have to spend a lot of time migrating to each mailbox. Moreover, there is no significant e-mail filtering and exclusion of unwanted emails as well. Thus, if you want to conduct safe and secure migration, then you must go for a professional Regain PST to Office 365 Migration tool with adequate features. This tool embedded with free trial version, which allow user to import first 30 emails per folder at free of cost.

How to Add, Close and Remove Outlook Data File (PST)?

Outlook application data files are storehouse all your e-mail, sent items, notations, etc. The mailbox hierarchy is stored as shown in the data file. But, there is no need for users to creating the data file manually because Outlook automatically performs all the work, after the user creates the new Outlook profile.

Sometimes, users require a lot to add a new PST file for backup and archiving purposes. Whenever any employee leaves the organization, at that time the manager want to access the employee’s email, so that at later on the manager can add the employees Outlook account PST to his account accurately without any issues. Similarly, there may be other circumstances when a user needs to close and remove data files. MS Outlook allows all such actions inside the application and the steps are simple.

Add new PST file in Outlook

  1. Start with modern versions of the MS Outlook application, such as 2019, 2016 and 2013.
  2. Click New Items, then select More Items, and finally move to Outlook Data File.

How to Add, Close and Remove Outlook Data File (PST)?

  1. Now Browse and select PST file of different account and just click OK to proceed further.   How to Add, Close and Remove Outlook Data File (PST)?
  2. A new mailbox is presented in all associated folders.

There is another method by which you can easily add a new PST file. You can do this with the Windows account settings.

  1. Go to the File Info, and click Account Settings, then Report Accounts again.  How to Add, Close and Remove Outlook Data File (PST)?
  2. Now in Account Settings window, you need to click on ‘New’ option and then follow these steps to add a PST file. How to Add, Close and Remove Outlook Data File (PST)?

Close PST file in Outlook

When you receive an email from an added PST file and no longer need such a PST file, then you can close it so that the Outlook profile does not look confusing. Here some simple steps are given to close Outlook data file quickly:

  1. Select profile, right click on it and click Close ‘Outlook Data File’ from the drop down list. It will immediately close the profile. How to Remove PST file from MS Outlook?

Remove PST file in Outlook

An active Outlook account requires a PST file, so sometimes you want to delete the data file completely because it is no longer needed. If you want to remove a PST file, then you need to remove the data file. We’ve listed a few steps below, after which you can easily remove your data files.

  1. Go to the file Info and then click on Account settings >> Account Settings. How to Remove PST file from MS Outlook?
  2. In Account Settings window; select the desired data file to be removed and click the Remove button. Now, it will ask you to confirm your choice. Just Click ‘Yes’ button.

How to Remove PST file from MS Outlook?

Outlook PST file

Personal Storage table (PST) is an Outlook data file that stores all Outlook items such as copies of messages, calendars, contacts, notes, tasks, events, etc. It also contains all the mailbox items of Exchange account, Microsoft 365 account, IMAP/POP account, etc. In addition to adding, closing, and deleting data files, you can use other actions on the PST file, such as taking an archive or exporting a separate PST file. Both these actions are necessary to keep the Outlook healthy and safe and the user should be aware of these steps as well.

Archive Outlook data file

You can move your Outlook data elements that you want to save to the archive, a separate Outlook data file (PST), so you can open them from Outlook at any time you need. This increases the security factor of the Outlook user account.

  1. Go to the Account Information, click on the Cleanup Tool category and here you need to click on the archive option. How to Add, Close and Remove Outlook Data File (PST)?
  2. Select the folder you want to archive from various options and browse the location of the archive folders. Click OK  How to Add, Close and Remove Outlook Data File (PST)?

Export data to a PST file

By exporting your Outlook data, you will create a separate PST file. When an email is transferred to a PST file, it includes any attachments, but it does not import Meta data – for example, folder properties; Notification rules; and blocked the list of senders. When email, calendars, and contact information are exported from Outlook to the PST file, it prepares copy information and nothing is removed from Outlook. You can still view your data on Outlook. To export the data to PST file follow the instruction given below:

  1. Go to the Open and Export category and click on the Import / Export option How to Add, Close and Remove Outlook Data File (PST)?
  2. Select the second option to export the file. Click Next.

How to Add, Close and Remove Outlook Data File (PST)?

  1. Now, Select Outlook Data File (PST) option and Click Next.

How to Add, Close and Remove Outlook Data File (PST)?

  1. Select folders to export from different folders available, check the Enable subfolder option. Click the Filter button to also use the filters. Then click Next.

How to Add, Close and Remove Outlook Data File (PST)?

  1. Now you will get three options for managing duplicate items. Browse to save the PST file to any folder. Click Finish.

How to Add, Close and Remove Outlook Data File (PST)?

Wrapping Up

The Outlook PST file is a key part of any activity. You can perform many types of actions on it, but you cannot lose its data. If the PST file is corrupted or deleted, you must immediately use Inbox Repair software to identify and retrieve the data. To provide more security, you can use a professional Regain Outlook PST Repair tool that can recover data from corrupted Outlook data files within short time.

OST File Corruption Reasons and Their Solutions

We already know that nowadays Outlook is most popular email client and used by a large number of users across the globe. Microsoft Outlook uses Offline folder (OST file) to allow its users to work offline without any issues. The Outlook IMAP accounts such as Outlook.com and Outlook 365 account stores their mailbox data in OST file format. But, What if the file gets damaged due to any reason and all stored data becomes incomprehensible?

Therefore, in this article we will discuss the common causes of OST file corruption and the best possible ways to recover an OST file as well as a trick to solve this corruption issue. So let’s we start the discussion.

Brief About OST File

OST files are a user mailbox content replica stored on the Exchange server. It is automatically created on the first use of Microsoft Outlook as soon as you connect to the server. Once created, the data is synchronized with the e-mail server so that it can be used offline as well as in the event of a shutdown of the e-mail server. The user can create email and other data elements in the OST file and, even when you are not connected to the server. But, once you get the connection, the local file is synchronized with the server again and these data items are automatically saved directly to the server.

Upon return of the connection, the OST file is automatically synchronized with the Exchange Server mailbox. It looks comfortable, but in reality, it is not. Like other programs and files, corruption occurs with OST files. Let’s examine the reasons.

What’s the Reason behind OST file corruption?

During the synchronized process, if you’re OST data is disrupted due to bad internet connectivity, then the OST file may be damaged. Once the OST files are disabled, the Outlook functionality will also be affected. In addition to these reasons, there are many other causes of OST file corruption, which is clearly divided into two categories such as hardware and software.

Hardware Related Issues

The corruption issues related to hardware are mainly caused due to inappropriate configuration, malfunctioning, failure in the external components of the computer system such as network connectors, hard drive, modem, internal or external power unit, etc

  • Delay due to network connectors
  • Affected storage device
  • Bad sectors on hard drive
  • Sudden power loss/Surges

Software Reasons

If you have problems with logical inconsistencies, all of them are subject to software issues. These errors occur due to error transmission, viral infection, application failure, and downloading of programs from some unreliable source. Some errors are as follows:

  • Outlook program failure
  • Abnormal Extinction of Outlook
  • Add inappropriate Outlook
  • Specific storage limitation

Six Most Common Solutions to Fix OST file Problems

Method #1: Start Outlook in Safe Mode

The main reason behind starting the Outlook in Safe Mode is to disable the add-ins, which can cause errors in the boot process. This allows it to work safely without corrupting any add-ons or files. To open MS Outlook in safe mode uses this command – “outlook.exe / safe”.

Method #2:  Update the Folder

This method allows you to change the properties of folders, and fix inaccessible OST file problems. This procedure applies to Outlook 2010.

  • First, right-click the folder and click Properties.
  • A dialog box will appear. Click the “Clear Offline Items” option and hit the OK button.
  • Next, on the Outlook 2010 ribbon, click the Send / Receive option.
  • Finally click the Update Folder to save the changes.

Method #3: Disable Firewall settings

You can render antivirus programs and other firewall settings inoperative as some programs are designed to scan and detect problems for all incoming and outgoing e-mails. If you turn on the antivirus option, it may disrupt the operation of MS Outlook in a timely manner. So you can try disabling the settings and rebooting Outlook to see the changes.

Method #4: By Compacting the OST file

Having an over-sized OST file may create troubles and errors such as – tediousness in Outlook performance, OST file corruption, etc. the data still exist in the deleted folder, even when you delete the data or any items. To delete items in your “Deleted Items folder”, you must individually remove all items that consume your lots of time. Therefore you can use compact OST file option as it reduces the additional space which is acquired by these file.

Method #5: Use scanost.exe Tool

Microsoft gives users two integrated tools, such as ScanPST.exe or Inbox Repair Tool and ScanOST.exe or OST Integrity Checker, to repair small issues that occurred in Exchange OST files. The Scanost.exe tool scans all the elements of the mailbox that is included in the OST files and is presented on the Exchange server. This tool assures users to fix minor corruption issues related to the OST file.

OST File Corruption Reasons and Their Solutions

 

However, the OST integrity check is only available in Outlook 2007 and its previous versions, and it is discontinued in Outlook 2010 and later. You can use the Inbox Repair Tool to fix errors found in both OST & PST files created in that particular Outlook version.

Drawbacks of Scanost.exe tool

There are some limitations associated with the ScanOST.exe or OST integrity checker. Take a look at the points below:

  • It is not possible to recover lost email or other items from the OST file.
  • Only minor corruption can be detected in the OST file.
  • Security is not provided when recovering data.
  • Do not repair Outlook 2010 and later versions.

Method #6: Make Use of Professional Software

If in case these manual methods don’t works, you can take the help of some professional tool. You can opt Regain OST Recovery tool to fix the OST file corruption issues. This utility is useful because it corrects all types of corruption and restores data files.

It can also transfer data from corrupt OST files to other file formats. The utility has the fastest scanning speed and is supported in all versions of Outlook. You can download the demo version of this tool for free.

Conclusion

I have described above the main causes and solutions of OST file corruption. When corruption in Outlook OST files is unexpected, you can try the above solutions. However, it is best to use an OST Repair tool as this will help you in restoring your data without any trouble. I hope this article helps you with your doubts.

How to Migrate Public Folders to Office 365 Shared Mailbox?

Public folders in Microsoft Exchange are used to share information with others within your organization. But shared mailbox is more convenient as compare to public folder of Office 365 account. Therefore if you are looking for a dominant solution that can help you in migrating your Microsoft Office 365 public folder to a shared mailbox, then they really know the need for their action. Before we proceed, the blog readers have to understand the reasons why most of the users are moving from a public folder to Office 365 shared mailboxes. Here below we have listed some benefits that the users get while using shared mailbox as compare to Microsoft Office 365 public folder:

  • For shared mailboxes, there is no need to allot a license like other users’ mailboxes and public folders. This saves cost of users.
  • Users can access shared mailbox from mobile phone that make it impossible to access public folders.

After reading these two benefits, you might already know that why most of the users want to move their public folder to Microsoft Office 365 shared mailbox. However, if there are different types of users on it, then it is bound to be that the reasons for their migration will also be different. Let us discuss how we can move our public folders to Office 365 shared mailbox manually without wasting lots of time.

Procedure for moving Office 365/Exchange Public folders to Office 365 Shared Mailboxes

Using Microsoft Office 365 Admin Center

If any users need to move their public folder data in Microsoft Office 365 to shared mailboxes, then users must have a shared mailbox. If shared mailboxes are not available in your Microsoft Office 365, then here is a procedure by which users can easily create a shared mailbox on their Microsoft Office 365 account. Just follow these steps given below:

  1. Open your Microsoft Office 365 account with authorized credentials
  2. Then click ‘Admin’ on the welcome page administrator. Go to the admin center.
  3. From the top right panel, in the Groups category, choose the Share Mailbox option. How to Migrate Public Folders to Office 365 Shared Mailbox?
  4. Then press the button on ‘add a mailbox’ option to add a new shared mailbox.
  5. Enter the mailbox name, then enter your email ID and click Add. How to Export Exchange Public Folders to Office 365 Shared Mailbox?
  6. Now that a shared mailbox has been created, you can view it in its Shared Mailbox category.
  7. Select the mailbox and then click Edit against Members Option. Step by Step Guide to Migrate Exchange Public Folders to Office 365 Shared Mailbox
  8. Select it, click the Edit icon, and then click Add Members to select the users you want to add as a shared member. Export Exchange Public Folders to Office 365 Shared MailboxAfter selecting users and then click ‘Save’.
  1. Members will get added to Shared Mailbox, click ‘Close’.
  2. A shared mailbox is now being created. You can find it in the Shared Mailbox category, in the ‘Recipients’ section, in ‘Exchange Administrator Center’. How to Transfer Exchange Server Public Folders to Office 365 Shared MailboxesThere is another technique also by using which users can easily create a shared mailbox in their Microsoft Office 365 account. There are situations in which PowerShell should be used. For example, the reason why you want to use a cmdlet is that this is the only method if you want to allow Send on Behalf.

New-Mailbox -Shared -Name “< mailbox name>” -DisplayName “< mailbox display name>” -Alias tom | Add-MailboxPermission -User < mailbox address> -AccessRights FullAccess –InheritanceType All | Set-Mailbox -GrantSendOnBehalfTo < mailbox address>

In general, this method is not recommended because it involves running complex cmdlets and therefore there is a greater risk of manual errors.

Now, in order to move Microsoft Office 365 public folders to Microsoft Office 365 shared mailboxes, user should not rely on clearly used manual techniques, as such a direct solution is not available for it. Thus, we suggest you to try this magnificent Microsoft 365 Migration software designed to migrate public folders to Office 365 shared mailboxes. This program is designed with intelligent and powerful algorithms that allow direct migration of public folders into the cloud environment of shared mailboxes. Users should not worry about any version of the exchange or Microsoft 365 version as it supports all of them. Evaluate complete working capability and accuracy with present-day techniques that came from Automated Tools, and visit the free trial version and experience it yourself.

Now users can use a dominant solution such as EDB to PST Converter tool that easily move their public folders to Microsoft Office 365 shared mailbox and the whole shared mailbox can be accessed via Outlook Web Access in Microsoft 365. Users just need to right-click on the username and select ‘Add shared folder’ and after that you can see the data in it when selecting the mailbox.

Conclusion

At first, they may look identical, just with different names, but when we meet more in Office 365, the differences begin. Due to differences in functions and objects between the Microsoft Office 365 public folder and the Microsoft Office 365 shared mailbox, users need to migrate. There are no problems because users can easily create a shared mailbox using Microsoft 365 Admin Center or Windows PowerShell. But if users want to migrate a public folder to a Microsoft Office 365 shared mailbox, then you need to choose a trusted third-party tool – the Office 365 to PST tool. The software supports migration with satisfactory performance and security.

How to Extract Exchange Mailbox Data from EDB File to PST

MS Exchange Server is an important corporate mail server for managing daily emailing and other organizational activities. All Exchange mailboxes and elements such as emails, contacts, calendars and notes are saved in the EDB file or Extensible Storage Engine Database File format. Therefore, if you want to access EDB files data then it is necessary for you to be connected to your Exchange Server.

However, the Exchange database is often damaged for a number of reasons, including- from virus infections, hard drive errors, shutdown errors or system errors. Although this is very rare, it can damage your Exchange database and affect access to mailboxes. Therefore, it becomes very important for you to repair the EDB file immediately, or you should extract the Exchange Mailbox Data from EDB File to PST.

Extract Exchange Mailbox Data from EDB file to PST format Manually

Method 1: Using ExMerge Utility

ExMerge Utility Export Exchange mailbox to PST file

    1. You are required to Download and Open this ExMerge Utility on your system
    2. Now open Microsoft Exchange server account and login
    3. After login you need to select “Export or Import” option and then Press the Next button
    4. Now select Extract data from an Exchange server and click Next again
    5. A new window called Data Selection Criteria will now open
      • First click on the Import procedure tab, select archive data for the target storage and click OK
      • Now click on the Message details tab and press the OK button after entering the details
  1. A list of mailboxes is then displayed on the screen. Select the one you want and then click Next to proceed
  2. Now specify a location for saving the PST file by clicking on the Browse button and then press the Next button
  3. The process will soon be completed. Click on Finish button to exit the application

Method 2: Using Exchange Management Shell

  1. First of all you are required to move to the Exchange Management Shell and then use PowerShell cmdlet “NewMailboxExportRequest”
  2. Now, you just need to enter the following sentence structure  “New-MailboxExportRequest -Mailbox“<Mailbox name>” -FilePath” “<destination file path>”

Here, the mailbox is what you need and the file path is the destination path where your PST files will be store as soon the EDB file export process completed.

Method 3: Using the Exchange Admin Center

This method will prove to be beneficial for you only when you extract your Exchange mailbox data from newer versions such as 2019, 2016, and 2013. You can use Exchange Admin Center to extract Exchange Mailbox Data from EDB file to PST file. Follow the step by step procedure given below:

  1. First move to Exchange Online and then open the Exchange Admin Center
  2.  Click the Recipients tab on the left, and then choose Select Mailbox option
  3. Now a list of the mailbox is opened. Just right-click on the desired mailbox and then select Export to a PST file
  4. Here, two options are now available. Select one of the two options below and then click the Next button to proceed further
  • Export only the contents of this mailbox
  • Export only the contents of this mailbox’s archive
  1. Enter your desired location to save your Exchange mailbox data, and move further by clicking Next button
  2. On the next page, select the “Send an email to the mailbox below when the PST file has been exported” check box, enter the mailbox name, and click the Finish button

Method 4: A Direct Ways for Extracting Mailbox from EDB to PST

Regain software has magnificent utility EDB to PST Converter that can easily extract both online and offline mailboxes of Exchange EDB file into MS Outlook PST file format. This software is not only enriched with many fantastic user-oriented functions, with which countless Exchange mailboxes can be converted into PST file without changes to your data format and your data structure. Now, let’s see how this tool works.

Follow the steps given below to extract Exchange Mailbox Data from EDB file into PST:

  1. Download and open Regain EDB to PST Converter on your system.
  2. Click the “Browse” button and select Exchange EDB and STM files to scan
  3. Now, wait a bit until the software scans your EDB files thoroughly
  4. As soon as the scanning process completes, it shows you all the preview of recovered mailbox
  5. Now Browse the destination path where you want to save your recovered EDB files
  6. And then Select Save as PST options and you can also apply message filter here.
  7. Click on the Export button. To convert Exchange mailbox into a new or existing PST file
  8. Finally, your EDB mailbox is successfully saved to PST format at your desired location.

Conclusion

There are several options available for extracting Exchange mailbox data from the EDB file in PST. All of the above methods that we discussed till now have their own advantages and disadvantages. One of which option is the Regain EDB to PST converter. You can use any method mentioned above according to your choice.