Solved Saving Outlook folders


ElizabethW

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Good Day.

I am running Microsoft 365 on a Windows 11 machine.

I have a particular Outlook folder containing several hundred messages and several subfolders. The messages relate to a volunteer position that I held for several years that has now been taken over by a new person.

I need to transfer the entire folder to the new volunteer, preferably on a USB stick in a form that they can read.

Can anyone tell me how I might do this?

I cannot purchase any third-party software.

Regards

Elizabeth
 

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Outlook has the ability to export data to a file that can be imported into another account. I would suggest going into the help section and search on "export". It contains there relevant details of how to achieve what you need.

Starting point is to click on the "file" option top left of the ribbon, and select the import/export option from "open and export".
 
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Thank you for your reply.

I should have mentioned in my original post that I have already tried what you have suggested.

It appears that this method cannot be used to export/import a single folder - only the entire contents of the Outlook account can be exported to/from a single .pst file.

And in any case, a .pst file would not be readable by my replacement without their use of Outlook - I was hoping to get the messages to them as plaintext (.pdf, for example) if at all possible.

Thank you anyway for trying to help.

Regards.
 

My Computer

System One

  • OS
    Windows 11
    Computer type
    PC/Desktop
    Manufacturer/Model
    HP
    Memory
    16 GB
    Hard Drives
    SSD

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    System 3 is non compliant Dell 9020 i7-4770/24gb ram Win11 PRO 26100.4061
I need to transfer the entire folder to the new volunteer, preferably on a USB stick in a form that they can read.

Can anyone tell me how I might do this?
As one who has done this a few times and uses Outlook 365, this video shows how to do what you want (also glasskuter's link)...


So, in summery…
  1. File, Open and Export. Next
  2. Choose Outlook Data File (.pst). Next
  3. Select the folder you want to export. Next
  4. Check “Include subfolders” box if necessary. Next
  5. Chose location for file and name it. Next
  6. Under Options choose an option (or leave at default). Click Finish
  7. When you click Finish, decide on password or not. Click ok regardless of choice.
  8. You are now done and can pass the file along.
In case your replacement need inport instructions - How to import a pst file into Outlook

 
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    Windows 11 Pro 24H2 (Build 26100.4061)
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    Custom built
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    Intel Core i9-9900K
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    Gigabyte Z390 Aorus Xtreme
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Thank you Dru2.

I followed the steps that you provided above.

As a test I then opened the resulting .pst file in Outlook, only to discover that there seemed to be no messages in it or any of the subfolders, in spite of the file size showing as 278MB, which is too large to attach here.

I used a free .pst viewer to check the file and the messages are all there alright.

Do you have any idea where I went wrong?

Regards

Mike
 
Last edited:

My Computer

System One

  • OS
    Windows 11
    Computer type
    PC/Desktop
    Manufacturer/Model
    HP
    Memory
    16 GB
    Hard Drives
    SSD
I used a free .pst viewer to check the file and the messages are all there alright.
You need to check the file inside of Outlook, not use some third-party app as they won't work. And if the file is showing a size of 278 meg, there's obviously something there. Simply import the file back into Outlook as a pst file as shown in the video and view from there.
 

My Computers

System One System Two

  • OS
    Windows 11 Pro 24H2 (Build 26100.4061)
    Computer type
    PC/Desktop
    Manufacturer/Model
    Custom built
    CPU
    Intel Core 9 Ultra 285K
    Motherboard
    Gigabyte Aorus Z890 Xtreme AI Top
    Memory
    64G (4x16) DDR5 Corsair RGB Dominator Platinum (6400Mhz)
    Graphics Card(s)
    Radeon (XFX Mercury) RX 9070XT OC (with Magnetic Fans)
    Sound Card
    Onboard (ESS Sabre HiFi using Realtek drivers)
    Monitor(s) Displays
    27-inch Eizo Color Edge - CG2700X
    Screen Resolution
    3840 x 2160
    Hard Drives
    4 Samsung NVM 990 Pro drives: 1TB (OS), 2TB, 2 X 4TB.
    PSU
    Seasonic TX-1300 (1300 Watts)
    Case
    Cooler Master H500M
    Cooling
    Corsair Link Titan 280 RX RGB
    Keyboard
    Logitech Craft
    Mouse
    Logitech MX Master 3S
    Internet Speed
    1TB Download. 512mb Upload
    Browser
    Microsoft Edge Chromium
    Antivirus
    Windows Security
    Other Info
    System used for gaming, photography, music, school.
  • Operating System
    Windows 11 Pro 24H2 (Build 26100.4061)
    Computer type
    PC/Desktop
    Manufacturer/Model
    Custom built
    CPU
    Intel Core i9-9900K
    Motherboard
    Gigabyte Z390 Aorus Xtreme
    Memory
    32gig (4 x 8) Corsair Dominator Platinum DDR4 3600Mhz (B-Die)
    Graphics card(s)
    Radeon XFX Merc 7900XT (20gig)
    Sound Card
    Onboard
    Monitor(s) Displays
    24-Inch NEC PA242W
    Screen Resolution
    2880 x 1800
    Hard Drives
    2 X NVME, 1 X SATA SSD
    PSU
    EVGA Super Nova 1000 P2 (1000 Watt)
    Case
    Phantek Enthoo Luxe
    Cooling
    Corsair H115i Elite AIO Cooler
    Mouse
    Logitech MX Master 3
    Keyboard
    Logitech Keys
    Internet Speed
    1TB Download. 512mb Upload
    Browser
    Microsoft Edge Chromium
    Antivirus
    Windows Security
    Other Info
    Backup System
Thank you Dru2.

That worked well.

I will put the file on a stick for my replacement.

Appreciate the help.

Marked as Solved.
 

My Computer

System One

  • OS
    Windows 11
    Computer type
    PC/Desktop
    Manufacturer/Model
    HP
    Memory
    16 GB
    Hard Drives
    SSD
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