How to copy or move outlook mail data file

Outlook stores its mail data in a file called the Personal Folders File (.pst) or the Outlook Data File (.ost). Here are the steps to copy or move Outlook mail data files:

Copying or Moving.pst Files:

1. Locate the.pst file: The default location of the.pst file is:
   • Windows XP: C:\Documents and Settings\<username>\Local Settings\Application Data\Microsoft\Outlook
   • Windows Vista/7/8/10: C:\Users\<username>\AppData\Local\Microsoft\Outlook
2. Copy or move the.pst file: You can copy or move the.pst file to a new location. Make sure to keep the file name and extension the same.
3. Update Outlook to use the new location: Open Outlook, go to File > Account Settings > Data Files, and then select the Open File Location button next to the.pst file you want to move. This will open the folder containing the.pst file. Close Outlook and then move the.pst file to the new location. Finally, open Outlook and go to File > Account Settings > Data Files, and then select the Add button to add the new location of the.pst file.

Copying or Moving.ost Files:

1. Locate the.ost file: The default location of the.ost file is:
   • Windows XP: C:\Documents and Settings\<username>\Local Settings\Application Data\Microsoft\Outlook
   • Windows Vista/7/8/10: C:\Users\<username>\AppData\Local\Microsoft\Outlook
2. Copy or move the.ost file: You can copy or move the.ost file to a new location. Make sure to keep the file name and extension the same.
3. Update Outlook to use the new location: Open Outlook, go to File > Account Settings > Data Files, and then select the Open File Location button next to the.ost file you want to move. This will open the folder containing the.ost file. Close Outlook and then move the.ost file to the new location. Finally, open Outlook and go to File > Account Settings > Data Files, and then select the Add button to add the new location of the.ost file.

Important Notes:

• When moving a.pst file, you may need to update the file path in Outlook to reflect the new location.
• If you're moving a.ost file, you'll need to update the file path in Outlook and also reconfigure your Exchange account settings.
• Be cautious when moving.pst files, as this can cause data corruption or loss if not done properly.
• It's recommended to back up your.pst files regularly to prevent data loss in case something goes wrong.