Accessing Outlook .pst files in New Outlook

I'm not sure if this conversation began with my questions but, since it's directly relevant, I'll reply.

I raised my concerns and questions regarding old & archived emails quite some time ago and, unfortunately, have received several versions of these instructions since then. While helpful, they don't in any way address my concerns. While I understand that Microsoft wants to move to a "more modern" data format than PST files, I've not heard of any facility or strategy that allows me to maintain the functionality of my traditional strategy. I maintain a 10-year history of emails that currently exist as 200GB of offline, archived PST files. Your 4th point seems to clearly state that's too much for new Outlook, based possibly on admin limitations but surely for the program to function. It's a lot of email data, so that limitation is certainly not surprising. Old Outlook offered a strategy - the use of offline PST files. What strategy exists to allow me to maintain my email record using the new Outlook?

Please don't send me yet another explanation of how to import PST files into new Outlook. Just tell me how to manage 200GB of email data.

Thank you.

Hello

Sorry I thought that by quoting the Moderator´s answer I´d get a reply from him/her and clarify the meaning of terms and actions with which I´m not familiar because I never had to worry about them, since I´ve always relied in my pst files to keep and retrieve many years of personal and work history .

I'm not sure if this conversation began with my questions but, since it's directly relevant, I'll reply.

I raised my concerns and questions regarding old & archived emails quite some time ago and, unfortunately, have received several versions of these instructions since then. While helpful, they don't in any way address my concerns. While I understand that Microsoft wants to move to a "more modern" data format than PST files, I've not heard of any facility or strategy that allows me to maintain the functionality of my traditional strategy. I maintain a 10-year history of emails that currently exist as 200GB of offline, archived PST files. Your 4th point seems to clearly state that's too much for new Outlook, based possibly on admin limitations but surely for the program to function. It's a lot of email data, so that limitation is certainly not surprising. Old Outlook offered a strategy - the use of offline PST files. What strategy exists to allow me to maintain my email record using the new Outlook?

Please don't send me yet another explanation of how to import PST files into new Outlook. Just tell me how to manage 200GB of email data.

Thank you.

Hello  Amin Nosrat,

Good morning!

Thank you for publishing in Microsoft Community. We are happy to help you.

I understand that you have concerns about accessing your .pst files in New Outlook.

Firstly, I would like to clarify that New Outlook for Windows does support .pst files. You can import your .pst files into Outlook using the old Outlook ( classic Outlook).

Typically you need to switch back to the classic outlook to move everything from .pst files into folders within your "root" Outlook email

By migrating your .pst files back into your Outlook account, organizing your emails effectively, and implementing proper backup procedures, you can continue to access and manage your valuable email history in the new Outlook environment.

If you have been using .pst files in Outlook to store important emails and historic records, it's crucial to ensure that you can continue to access and manage this valuable information.

Here are some insights and steps to help you address the changes in Outlook's support for .pst files and effectively manage your email data:

1. Outlook's Transition Away from .pst Files:
     - As Microsoft transitions away from .pst files in favor of more modern data storage solutions, it's important to adapt your email management practices accordingly to ensure continued access to your email data.
2. Migration Options:
     - One option is to migrate the contents of your existing .pst files back into your Outlook mailbox or folders. This will bring all your emails back into your "root" Outlook email account, making them accessible within the new Outlook interface.
3. Importing .pst Files:
     - To import the contents of your .pst files back into Outlook, you can use the import feature within Outlook. This process allows you to select the .pst file you want to import and choose the destination where you want the data to be imported. Reference: Import contacts to Outlook for Windows - Microsoft Support
4. Considerations for Importing:
     - Keep in mind that importing a large amount of data (such as 4.5GB of emails) into your Outlook mailbox may impact performance, especially if your mailbox size reaches or exceeds the storage limits set by your email provider or your Admin.
5. Organizing Emails in Outlook:
     - Once you have imported the emails back into Outlook, you can organize them using folders, categories, or tags to maintain a structured and easily accessible email archive. Consider organizing emails based on topics, projects, or time periods to facilitate efficient retrieval of information.
6. Backup and Archiving:
     - As you make changes to your email management strategy, ensure that you have adequate backup and archiving procedures in place to safeguard your important email data. Regularly back up your Outlook mailbox to prevent data loss.

you can continue to access and manage your valuable email history in the new Outlook.

However if there is any issue kindly provide us your old outlook version

We look forward to your reply. This requested information will help us narrow down the scenario and find the right troubleshooting. We will continue to assist you based on the information you provide. I sincerely appreciate your patience and cooperation.   SincerelyEben Ezer Tres | Microsoft Community Moderator

I use a desktop version of Outlook (2010] and my new laptop came with "New Outlook" which lacks the feature for importing my pst files.

The MIcrosoft moderator says it can be done via "old Outlook - Classic Outlook" which I gather is the Outlook from Microsoft 360 suite, and to do that I´d have to buy a license, right?

The Moderator says " One option" is to migrate the contents of my existing .pst files back into my Outlook mailbox or folders so that all my emails will be brought back into my "root" Outlook email account, making them accessible within the new Outlook interface.

Well, I have many doubts regarding this and other items, some are listed below:

1. my exisiting pst files are currenttly organized in files and subfiles. So far, everytime I needed to move the pst files to a new computer I copied them to the OutlookArchives folder and the file organization was preserved. However, the moderator mentions there is now an "import" tool to get pst files into Classical Outlook, Will it work the same ? Will the existing files and subfiles appear the same way?
2. What about future emails sent and received via Classic Outlook? Will they be added to the imported pst file so that I will be able to copy or move the updated pst file if needed?
3. As for now, I have the option of receiving/sending emails anywhere via my server´s webmail (pop account) or via Outlook 2010 installed in my laptop. But emails in the server are automatically deleted once they are "downloaded" to Outlook 2010, so that my only concern is the size of the pst files IN MY LAPTOP.

So, if Classic Outlook also uses pst files to store emails, what is the meaning of the Moderator´s warning? "Keep in mind that importing a large amount of data (such as 4.5GB of emails) into your Outlook mailbox may impact performance, especially if your mailbox size reaches or exceeds the storage limits set by your email provider or your Admin."

I think I am missing the meaning of terms like "outlook mailbox" and "mail box size" , as when the Moderator says the emails stored in pst format will migrate back to my "root" Outlook email . Are these items related to my webmail account capacity or to the Classic Outlook capacity? Or to an "Outlook mail account" - which I don´t have?

So, summing up, could you please explain how the email storage and managing works in Classic Outlook? Both the ones imported from existing pst files created while using Outlook2010 and the new ones sent/received when I decide to start using Classic Outlook ....

Sincerely

Mônica

the new vs classic Outlook comparison page shows PST files support as "Upcoming" - whatever that means

https://support.microsoft.com/en-us/office/new-and-classic-outlook-for-windows-feature-comparison-de453583-1e76-48bf-975a-2e9cd2ee16dd

Hello,

At the risk of repeating myself, my question remains: what is Microsoft's recommendation for making very large amounts of past data available when needed? Because my existing Outlook application allows me to keep files offline but easily accessible only when wanted, I'm able to archive my old emails by year and load and search those files as needed without impacting the day-to-day performance of the application. Using that strategy gives me as-needed access to approximately 195GB of archived data. Regardless of the file format, what is Microsoft's recommended strategy for accessing such a large amount of data in the absence of an offline archiving function (regardless of file format)?