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How to Export Data in Outlook 2016

Once you have set up your Email Exchange account with Outlook on your desktop, you have the option to move files like emails, calendars, contacts, and tasks to another email account or access it on the latest version of Outlook. You can achieve this by Exporting Data and saving a .pst file on your desktop.

If you are exporting on a different platform like Mac, visit the linked guide to learn how to Export Data in Outlook 2016 for Mac. Otherwise, read through this article to learn:

Note: Outlook has another option if you want to access your emails or files offline by following the steps on this guide to set your Outlook on Cached Mode.

Why Export Data on Outlook

Aside from accessing the exported data to another email account or access it on the latest version of Outlook, here are other reasons why Exporting Data on Outlook is important, but not limited to:

  • User can have a periodic backup copy of their Mailbox items.
  • User is moving from one computer to a different computer and has to access the mailbox on a different Outlook version.
  • User is moving to a different Mail platform like Mac Mail.

How to Export Data in Outlook 2016

In this guide, we will Export Data and save it as a .pst file that contains the emails and other items in your Mailbox but is not limited to other file formats. Follow the steps below to Export Data in Outlook 2016.

Step 1. Open Outlook 2016 application on your desktop, then click File tab.
file tab from home window outlook 2016
Step 2. Click Open & Export from the side menu pane, then Import/Export option.
export data option on file tab outlook 2016
Step 3. Choose the Export to a file option from the Wizard window, then click Next.
how to export data file on outlook 2016
Step 4. Choose Outlook Data File .pst for the file type and click the Next button.
export data file on outlook 2016 pst file format
Step 5. Select the folder to export then click Next.
export data file on outlook 2016 mailbox
Step 6. Enter the file name and save the file to local destination in your computer, then click the Finish button.
export data file on outlook 2016 file location

What Is the Next Step

The next logical thing to do is to import your data to Outlook. Though we have other guides for you to import data on older Outlook versions like Outlook 2010, Outlook 2013. We recommend importing your data to the latest version on Outlook 2019 and follow the steps in this linked guide.

Please let us know if you need further assistance or any questions. We'd love to help!

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