Knowledgebase: Exchange Hosting
Exchange Hosting - Import, Export, or Backup Mail in Outlook 2007
Posted by Beth Schemenauer on 14 June 2007 07:37 AM
ITSolutionsNow

Applicable To

The article applies to all ITSolutionsNow customers with hosted Exchange email..

Prerequisites

Active Exchange services, see Add Hosted Services.

Summary

This article demonstrates how to use the import/export wizard in Outlook 2007.

Configuration Steps

When initially setting up a mailbox with ITSolutionsNow, it is often the case the mailbox is being migrated from a decrepit Exchange server, or a previous provider. In either case it is necessary to migrate the mail, contact, and calendar date from the old source to new. The easiest way to do so is by using a Import/Export process built into modern Outlook clients. This process works with a variety of data types, but the most common and robust used is the Personal Folders File (.PST). Due to its inherent advantages, and intrinsic exchange features it is the recommended file type to use for this process.

The first step of the migration process will be to export the data from the previous server to a PST file. Once complete, one of the following Outlook clients will need to be configured:

 

Then after successful configuration of the Outlook client, the data previously exported from the old Exchange server, will need to be imported into the newly created Outlook profile.


Export Mail To A PST File:

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1. With Outlook 2007 open click File to open the file menu, and then click Import and Export...


2. The Import and Export Wizard will now be displayed. Select the process, Export to a file, and then click Next>.


3. Select Personal Folder File for the file type, and then click Next>.


4. The mailboxes configured within outlook will now appear, if there are multiple accounts it is important that the correct account is selected. Once the proper account is selected, click the mailbox or individual folder to export. It is important to note, that only by selecting the mailbox, and clicking the check box Include sub-folders will all folders, mail items, contacts, and calendars be exported (this is the recommend approach). The data selection inherencies are based on the hierarchial structure of the mailbox, meaning that the folders and data exported are those that appear beneath the folder selected not above, nor equal. In the example picture below, if the folder Inbox was selected, only the contents of the inbox would be exported not the contacts, or calendar, or any other item of equal or greater rank. Unless only a specific folder needs exported, match the settings to that of the image below (mailbox selected, include sub-folders selected).


5. Select a location for the PST file to save to. For both accessibility, and later recollection the desktop is the location of choice. Give the file a distinctive name to facilitate a later import process.

The duplicate options presented by the export wizard do not apply in this instance since the data exported will be created in a new file, and will not overwrite anything. Click the Finish button to complete the export process.

Import Mail Data From a PST File:

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1. With Outlook 2007 open click File to open the file menu, and then click Import and Export...


2. The Import and Export Wizard will now be displayed. Select the process, Import from another program or file, and then click Next>.


3. Select Personal Folder File as the import file type, then click Next>.


4. Locate and select the PST file to import by clicking the Browse... button, and opening the proper file. If the export instructions were used form this support article, the file is likely on the user desktop.

For the handling of duplicates, the option does not matter if setting up a first time mailbox with ITSolutionsNow. However if the import will be into a mailbox with conflicting mail items, select the option that is appropriate for the user. When the option is selected click Next> to continue.

5. The folders contained within the PST file will now appear, typically this is an entire mailbox (per the previous export instructions), or a single folder. Select the Personal Folders* (otherwise the title of the PST file), check Include sub-folders*, click the radio button Import items into the same folder in, and then select the primary mailbox name (this only matters if there are multiple mail accounts under the same Outlook profile). Once the correct mailbox is selected, click Finish to start the import. After the PST successfully imports, Outlook will then start to upload mail data to ITSN servers. Upload times will be dictated by the size of the PST file, and singularity of the data, this may take anywhere from a few minutes, a couple hours, or even a day. Outlook will signify completion of the upload by displaying on the bottom right corner of the program, All Folders Are Up to Date.

*It is important to note, that only by selecting the PST file name (example here Personal Folders), and clicking the check box Include sub-folders will all folders, mail items, contacts, and calendars be imported from the file(this is the recommend approach). The data selection inherencies are based on the hierarchial structure of the file, meaning that the folders and data imported are those that appear beneath the folder selected not above, nor equal. In the example picture below, if the folder Inbox was selected, only the contents of the inbox would be imported not the contacts, or calendar, or any other item of equal or greater rank. Unless only a specific folder needs imported, match the settings to that of the image below (mailbox selected, include sub-folders selected), and import the entirety of the file.


 

Common Questions That Apply To This Article

How do import or export data from Outlook 2007?

What Is Next?

Android Configuration Exchange 2010,

Import Rules In Outlook

iPhone Configuration,

Share A Calendar or Folder In Outlook

Keywords

2007, Calendar, Contacts, Data, Export, Import, Mail, Outlook, Transfer

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