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Transfer Outlook data to another computer that has Outlook 2010 installed

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The operating system crashed. The system was reinstalled, but there is a Problem: to transfer accounts and mail from one system to another. Many people know that to transfer “Personal folders” it is enough to find and copy the Outlook.pst file instead of the newly created one (or connect it second). In the "seven" it lies by the way here: C: Users \% USERNAME% AppData Local Microsoft Outlook Outlook.pst, where% USERNAME% is the username (or rather, the name of the folder in which the user profile is located) . By the way, your disk may also not have C: , if the crashed operating system was on another disk. But how to transfer the settings of "accounts"? Well, if there were a couple of pieces - you can easily and simply create them again. And if there were at least ten of them ?! It turns out that for this you need to pull the crashed system from the user profile registry and import the following branches into the current profile:
HKEY_CURRENT_USER Software Microsoft Office Outlook OMI Account Manager
HKEY_CURRENT_USER Software Microsoft Windows NT CurrentVersion Windows Messaging Subsystem Profiles Outlook
HKEY_CURRENT_USER Software Microsoft Office \% office version% Outlook Options where% office version% is 11.0, 12.0, 14.0 and so on, depending on which version you used.

To do this, follow these steps:

1. Open Regedt32 and through the menu “File” -> “Load Hive. »Connect NTUSER.DAT from the profile of the failed system. You need to get to the "HKEY_USERS" section, select "File" -> "Load Hive. »And point the program to the NTUSER.DAT file from the old profile (find it in the user folder inside the Users or Documents and Settings folder from the crashed system). The Regedt32 program will ask you what to name the connected branch - let's name it, for example, “1234”.

2. In the branch “1234” just connected, we search and export the three branches indicated above to the * .reg files. Only here they, of course, will begin not with "HKEY_CURRENT_USER ", but with "HKEY_USERS 1234 ". To export the desired branch to the * .reg file: we get up to the desired branch and export via the menu “File” -> “Export ...” (you will be required to specify the desired name and location of the file to export to). We perform similar actions with all three paths in the registry and get three reg-files.

3. Open each of the three reg-files received in Notepad one by one (for example, press the right button on them in Explorer and select the "Edit" item in the pop-up menu) and replace "HKEY_USERS 1234" with "HKEY_CURRENT_USER". This is so that the information during import gets into the current profile and overwrites the current information.

4. I highly recommend that you export the current settings as well so that you can restore everything as it was if something went wrong. To do this, do not be lazy and follow all the steps of point 2 only for the current path (you need to work with the "HKEY_CURRENT_USER" section). Now, in case of any problems, you can import the files received at this step and restore the current state of the settings.

5. Now we actually close Outlook (if it was open) and import the files obtained in step 3. Just open them in Windows Explorer and respond in the affirmative to the warning.

All! After opening Outlook, you will receive a complete list of ready-made “accounts”. Here are just passwords to the mailboxes of these records in this way are not transferred (but they, it seems, are not transferred from old profiles in any way at all!), So get ready to remember them (or change through "I forgot my password" :)).

A place to store messages, calendar items, contacts, and tasks

For some types of accounts, such as Microsoft Exchange Server, Windows Live Hotmail and Google Gmail, the data is stored on the mail server. In order to improve performance, some of these accounts use a synchronized copy of the data on the local computer, however, you do not need to back up these files or move them anywhere, since all data can be re-downloaded to the new computer from the mail server.

For other types of accounts, such as the most common POP3 accounts, all messages, as well as contacts, calendar items, tasks, and notes are stored in a file on the local computer. This file is called a personal folder file in versions of Outlook prior to Outlook 2010. In Outlook 2010, it is called an Outlook data file. In all versions of Outlook, this file has a .pst extension, so it is often called simply a .pst file.

Internet service providers typically provide users with POP3 email accounts.

Account Type Definition

To determine the type of email account configured in Outlook on your old computer, follow these steps:

  • Outlook 2010 Click the File tab. Click the Account Settings button and select Account Settings. The type of account is listed on the Email tab in the Type column.
  • Outlook 2007 On the Tools menu, click Account Settings. The type of account is listed on the Email tab in the Type column.
  • Outlook 2003 From the Tools menu, select Email Accounts. Click View or edit existing accounts. The type of account is listed on the Email tab in the Type column.

The most common options are listed below.

TYPE OFDESCRIPTIONDATA FILE
Microsoft ExchangeExchange Server AccountData is usually stored on the Exchange Server mail server. There is no need to move offline Outlook data files (.ost files) stored on your computer or back them up. Such a file is automatically created on the new computer when you add an account in Outlook.
POP or POP / SMTPPop3The data is stored on the local computer in the Outlook data file (.pst file). To provide access to existing items, this file must be moved to a new computer.
MapiWindows Live Hotmail (via Outlook Hotmail Connector)Data is stored on Windows Live Hotmail servers. There is no need to move offline Outlook data files (.ost files) or Outlook data files (.pst files) stored on your computer or back them up. These files are automatically created on the new computer when you add an account in Outlook.
IMAP or IMAP / SMTPIMAP4 AccountData is stored on the mail server. A synchronized copy of the items is stored on the local computer in the Outlook data file (.pst file). You do not need to move or back up these files. These files are automatically created on the new computer when you add an account in Outlook.

Transfer an Outlook profile to another computer

Option 1: transfer outlook profile through windows easy transfer

The operating system crashed. The system was reinstalled, but there is a Problem: to transfer accounts and mail from one system to another. Many people know that to transfer “Personal folders” it is enough to find and copy the Outlook.pst file instead of the newly created one (or connect it second). In the "seven" it lies by the way here: C: Users \% USERNAME% AppData Local Microsoft Outlook Outlook.pst, where% USERNAME% is the username (or rather, the name of the folder in which the user profile is located) . By the way, your disk may also not have C: , if the crashed operating system was on another disk. But how to transfer the settings of "accounts"? Well, if there were a couple of pieces - you can easily and simply create them again. And if there were at least ten of them ?! It turns out that for this you need to pull the crashed system from the user profile registry and import the following branches into the current profile:
HKEY_CURRENT_USER Software Microsoft Office Outlook OMI Account Manager
HKEY_CURRENT_USER Software Microsoft Windows NT CurrentVersion Windows Messaging Subsystem Profiles Outlook
HKEY_CURRENT_USER Software Microsoft Office \% office version% Outlook Options where% office version% is 11.0, 12.0, 14.0 and so on, depending on which version you used.

To do this, follow these steps:

1. Open Regedt32 and through the menu “File” -> “Load Hive ...” connect NTUSER.DAT from the profile of the failed system. You need to go to the "HKEY_USERS" section, select "File" -> "Load Hive ..." and point the program to the NTUSER.DAT file from the old profile (find it in the user folder inside the Users or Documents and Settings folder from the crashed system). The Regedt32 program will ask you what to name the connected branch - let's name it, for example, “1234”.

2. In the branch “1234” just connected, we search and export the three branches indicated above to the * .reg files. Only here they, of course, will begin not with "HKEY_CURRENT_USER ", but with "HKEY_USERS 1234 ". To export the desired branch to the * .reg file: we get up to the desired branch and export via the menu “File” -> “Export ...” (you will be required to specify the desired name and location of the file to export to). We perform similar actions with all three paths in the registry and get three reg-files.

3. Open each of the three reg-files received in Notepad one by one (for example, press the right button on them in Explorer and select the "Edit" item in the pop-up menu) and replace "HKEY_USERS 1234" with "HKEY_CURRENT_USER". This is so that the information during import gets into the current profile and overwrites the current information.

4. I highly recommend that you export the current settings as well so that you can restore everything as it was if something went wrong. To do this, do not be lazy and follow all the steps of point 2 only for the current path (you need to work with the "HKEY_CURRENT_USER" section). Now, in case of any problems, you can import the files received at this step and restore the current state of the settings.

5. Now we actually close Outlook (if it was open) and import the files obtained in step 3. Just open them in Windows Explorer and respond in the affirmative to the warning.

All! After opening Outlook, you will receive a complete list of ready-made “accounts”. Here are just the passwords to the mailboxes of these records in this way are not transferred (but they, it seems, cannot be transferred from old profiles in any way at all!), So get ready to remember them (or change through "I forgot the password" 🙂).

Other files to be moved

Depending on how you use Outlook, additional files may need to be transferred. These files are listed below.

  • Completion list
  • Captions
  • Blanks
  • Spam Filter Lists
  • rules

For more information about moving these files, see the last section of this article, Moving Other Outlook Files.

Stage 1. Copying files from an old computer

Close Outlook on the old computer. Open the folder in which the .pst file is stored. Instructions are provided for the default location. If the data files were created in another folder or moved to another folder, open this folder.

Since the folder is hidden by default, the easiest way to open it is to execute the% USERPROFILE% Local Settings Application Data Microsoft Outlook command on the Start menu.

  • Windows 7 Click the Start button. In the Find programs and files box, located next to the Shutdown button, type% USERPROFILE% Local Settings Application Data Microsoft Outlook and press Enter.

  • Windows Vista Click the Start button. In the Search box next to the Shut Down button, type% USERPROFILE% Local Settings Application Data Microsoft Outlook and press Enter.

  • Windows XP Click Start, click Run, type% USERPROFILE% Local Settings Application Data Microsoft Outlook, and then press ENTER.

After you press ENTER, a folder opens in which the Outlook data files are stored.

NOTE. Starting with Outlook 2010, all new Outlook data files (.pst files) are created in the Documents folder in the Outlook Files subfolder. If the Outlook application was upgraded to Outlook 2010 on the old computer, the .pst files can be located in both folders. If you used Outlook 2010 on the old computer, be sure to check both folders.

Many Outlook users only have one Outlook data file, which is usually called Outlook.pst. You may also notice other Outlook data files, such as Subscriptions to Internet Calendars or SharePoint Lists. You do not need to transfer these two files, because they contain information stored on the server that can be re-downloaded to the new computer. All offline Outlook data files (.ost files) are offline Exchange Server account files. Outlook offline data files (.ost files) do not need to be moved, because they store copies of data from the server. However, if you do not want to download a large file, see the article Moving an offline Outlook data file (.ost).

NOTE. By default, file extensions in Windows are hidden. For both Outlook data files (.pst files) and offline Outlook data files (.ost files), the Type attribute is set to Outlook data file. To enable or disable the display of file extensions, select Explorer from the Tools menu (to display the Tools menu in Windows 7 or Windows Vista, press the ALT key) Folder options. On the View tab, select or clear the Hide extensions for registered file types check box.

To determine which data files are associated with the email account in Outlook on the old computer, follow these steps:

  • Outlook 2010 Click the File tab. Click the Account Settings button and select Account Settings. The Data Files tab displays data files and their locations.
  • Outlook 2007 On the Tools menu, click Account Settings. The Data Files tab displays data files and their locations.
  • Outlook 2003 On the Tools menu, click Account Settings. The Data Files tab displays data files and their locations.

IMPORTANT. If the archive.pst file is present in the folder or the Outlook data files (.pst files) were created as archives or backups, these files should also be copied. If you don’t know exactly which of the additional Outlook data files (.pst files) you should copy, it is most reliable to copy them all.

Stage 2. Copying files to a new computer

Starting with Outlook 2010, all new Outlook data files (.pst files) are created in the Documents folder in the Outlook Files subfolder.

  1. Open the Outlook Files subfolder in the Documents folder. If the folder does not exist, create it.
  • Windows 7 For instructions, see Create a folder in Windows 7.
  • Windows Vista For instructions, see Create a folder in Windows Vista.
  • Windows XP For instructions, see Create a folder in Windows XP.
  1. Copy files from your old computer to the Outlook Files folder.

Outlook 2010 never started

  1. Launch the Outlook app.
  2. To add an email account, follow the on-screen instructions.

After adding an account in the Add New Account dialog box, Congratulations! Will appear.

Do not click Finish.

  1. At the bottom of the dialog box, select the Configure settings manually check box, and then click Next.
  2. In the Deliver new messages: section, select Into an existing Outlook data file.
  3. Click the Browse button.
  4. Click the moved Outlook data file (.pst) file, and then click OK.
  5. Click Next, and then click Finish.

When Outlook opens, old data will be displayed in folders in the navigation area. New messages will be saved in the same folders and in the Outlook data file (.pst file) on the local computer.

Outlook 2010 was already running on the new computer, but the roaming email account has not yet been configured

It is recommended that you create a new Outlook profile. A profile includes accounts, data files, and settings with information about where email messages are stored.

Creating a new profile is optional, but this can reduce the likelihood of problems with access to imported data. When creating a new profile, you must add all the email accounts that will be used, even if they have already been added to the existing profile.

Option 1. Create a new profile
  1. In the control panel, click (once or twice) the Mail item.

Location of the Mail icon on the control panel

The location of the Mail icon depends on the version of the Microsoft Windows operating system (32-bit or 64-bit), the control panel view, and the version of Outlook 2010.

The easiest way to find the Mail item is to open the control panel in Windows, and then in the Search field at the top of the window, enter the word "Mail". In Windows XP Control Panel, type the word Mail in the Address field.

The Mail icon appears after the first launch of Outlook.

  1. The title bar of the Mail Settings dialog box shows the name of the current profile. To select another existing profile, click the Show button, select a profile name and click the Properties button.
  2. Choose the Show command.
  3. Click the Add button.
  4. Enter a profile name and click OK.
  5. To add an email account, follow the on-screen instructions.

After adding an account in the Add New Account dialog box, Congratulations! Will appear.

Do not click Finish.

  1. At the bottom of the dialog box, select the Configure settings manually check box, and then click Next.
  2. In the Deliver new messages: section, select Into an existing Outlook data file.
  3. Click the Browse button.
  4. Click the moved Outlook data file (.pst) file, and then click OK.
  5. Click Next, and then click Finish.

If you use multiple profiles, you can configure a profile selection request when Outlook starts. If this request is disabled, the default profile is used. For more information about profile requests, see Enabling and disabling a profile request.

  1. В разделе При запуске Microsoft Outlook использовать этот профиль: выберите параметрзапрашивать конфигурацию или использовать конфигурацию.

  1. Чтобы закрыть диалоговое окно Почта, нажмите кнопку ОК.

Вариант 2. Сохранение текущего профиля
  1. Запустите приложение Outlook.
  2. Откройте вкладку Файл.
  3. В разделе Сведения об учетной записи нажмите кнопку Добавление учетной записи.
  4. Чтобы добавить учетную запись электронной почты, следуйте инструкциям на экране.

NOTE. Полные сведения о добавлении учетных записей см. в статье Добавление или удаление учетной записи электронной почты.

После добавления учетной записи в диалоговом окне Добавить новую учетную запись появится надпись Поздравляем!.

  1. В нижней части диалогового окна установите флажок Настроить параметры вручную и нажмите кнопку Далее.
  2. В разделе Доставлять новые сообщения: выберите пункт В существующий файл данных Outlook.
  3. Click the Browse button.
  4. Click the moved Outlook data file (.pst) file, and then click OK.
  5. Click Next, and then click Finish.

Outlook 2010 is already running on the new computer, and the roaming email account is already set up and in use

It is recommended that you create a new Outlook profile. A profile includes accounts, data files, and settings with information about where email messages are stored.

Creating a new profile is optional, but this can reduce the likelihood of problems with access to imported data. When creating a new profile, you must add all the email accounts that will be used, even if they have already been added to the existing profile.

This scenario is for the situation described below.

  • Outlook 2010 already has an email account configured on the new computer.
  • Messages have already been sent and received, calendar items, contacts, tasks or notes have been added, and this data must be saved.

To complete this task, you need to combine the information from the data file from the old computer with the data file already used on the new computer.

If the data already saved on the new computer is not needed, you can delete the account, return to the section Outlook 2010 was already launched on the new computer, but the roaming email account has not yet been configured and choose one of two options. If you want to save messages and other items from both data files (on the old and new computers), follow the instructions in this section.

Option 2: Use an Existing Profile
  1. Launch the Outlook app.
  2. Click the File tab.
  3. In the Account Information section, click Add Account.
  4. To add an email account, follow the on-screen instructions.

NOTE. For complete information about adding accounts, see Add or remove an email account.

After adding an account in the Add New Account dialog box, Congratulations! Will appear.

  1. At the bottom of the dialog box, select the Configure settings manually check box, and then click Next.
  2. In the Deliver new messages: section, select Into an existing Outlook data file.
  3. Click the Browse button.
  4. Click the moved Outlook data file (.pst) file, and then click OK.
  5. Click Next, and then click Finish.

Move other Outlook files

Depending on how you use Outlook, additional files may need to be transferred. These files are listed below.

  • Autocompletion list Autocompletion is a feature in Outlook 2010 and Outlook 2007 that offers options for names and email addresses when entering them in the To, Cc, and Bcc fields. The proposed options are retrieved from the list of names and email addresses from previously sent email messages. For information about moving this list, see Import an autocompletion list from another computer.

NOTE. In Outlook 2010, the autocompletion list is no longer stored in a file with the NK2 extension. Autocomplete list items are now saved in the Microsoft Exchange Server mailbox or in the Outlook data file (.pst) for the account. However, if you want to copy the completion list (NK2 file) from another computer that used POP3 accounts, you need to import this file to a new computer. For more information, see Import an completion list from another computer or in the Video: importing completion list items video.

  • Signatures You can add personal signatures to sent messages. These signatures can be transferred to another computer. For information about moving signatures, see Copy signatures of email messages to another computer.
  • Forms For information on moving forms from an old computer to a new one, see Copying forms to another computer.
  • Spam Filter Lists List items Reliable senders, Trusted recipients, and Blocked senders can be exported from your old computer and imported to a new one. For more information, see Export addresses from spam filter lists.
  • Rules Rules are stored in the mailbox of the Exchange Server account or in the .pst file for other accounts, so they do not need to be manually transferred from one computer to another. If a problem occurs, the rules can be exported and imported manually. For more information, see Import and export a rule set.

almix
Developer Loco, author of articles on web development on Yii, CodeIgniter, MODx and other tools. Creator of Team Sense.

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