Your users can use the Microsoft Outlook app that comes with Microsoft 365 to save their email, calendar, tasks, and contacts to an Outlook Data File (PST).
Tip: You cannot use Outlook Web App to do the steps listed in this section. Each user who wants to migrate their Outlook information must use the full downloadable Microsoft Outlook app which can be installed from their Microsoft 365 for home subscription.
Users will have full access to the full downloadable Outlook app until the Microsoft 365 for home subscription is cancelled. After you cancel the Microsoft 365 for home subscription, the full Microsoft apps that they previously downloaded may go into reduced functionality mode unless the Microsoft 365 for business subscription you chose also has the full Microsoft apps.
Ask each user to complete the following steps in the order shown.
Export Outlook information to an Outlook data file
Before you can create your Outlook data file (.pst), the account that you want to export Outlook information from must already be added to the desktop version of Outlook. For information about how to add an account to Outlook 2013 or higher, see Set up email in Outlook (for Windows) or Set up email in Outlook for Mac 2011.
Ask each user to complete the steps in Export or backup email, contacts, and calendar to an Outlook .pst file.
Set up your email account in Outlook
Each user needs to set up their new email account that came with the Microsoft 365 for business subscription. To do this, they’ll need the address of their new email account. Each user’s email account is the same as the user name that they use to sign into Microsoft 365 for business. It will look something like [email protected] or [email protected].com.
Ask each user to add their email account to Outlook. To learn how, see Set up email in Outlook (for Windows) or Set up email in Outlook for Mac 2011.
Access the Outlook information
After the PST file is created, you can use Outlook to do either or both of the following:
Import information from the PST file into another email account. This merges the email, calendar, tasks, and contacts that are stored in the PST file into your Microsoft 365 for business email account.
To import the information stored in the PST file into your Microsoft 365 for business email account, have each user complete the steps in Import email, contacts, and calendar from an Outlook .pst file.
Open the PST file to access the email. This option provides access to the email in the PST file without merging the mail into your Microsoft 365 for business email account. You can use this option to copy only the emails you want from the PST file.
Complete the following procedure if you just want to have access to the email that’s in the PST file. After you open the PST file, the emails that are saved to the PST file will appear in the left navigation in Outlook. From there, you can open the email or drag it into your existing Outlook folders.
In Outlook 2013 or higher, choose File > Open and Export > Open Outlook Data File.
Browse to the PST file you created earlier and then choose OK.
Tip: If you are prompted for a password, enter the password that you assigned to the PST file.
The PST file appears in the left-nav in Outlook.