How to Move Outlook Emails

One of the widely used email applications today, Outlook, offers multiple services such as email management, address book, web browser, and a calendar that you can use to organize meetings and plan your schedule. You can use Outlook as a centralized location for accessing all your emails from different email platforms such as Yahoo, Gmail, Hotmail, etc. For this, you must know how to move all emails in Outlook. In this blog, we will discuss how you can achieve this and answer some of the frequently asked questions related to Outlook’s usage.

Tips and Tricks to Move Outlook Emails

To move all old emails in Outlook 365 from an existing mail account, click on the gear icon located at the top-right corner of the Outlook page. Next, you need to choose the “More mail settings” option. Under the “Managing your account” tab, you need to click on “Sending/receiving email from other accounts”, and then on “Add an email account.” Enter your email ID and password in the requested field and click on Next. Select a folder for the incoming email to be delivered. You will get an option to create a new folder named for the mail server. If you don’t know how to move multiple emails in Outlook 365, follow the above-mentioned steps the exact way.

List of Common Queries on Outlook
  • How to move outlook emails to Gmail on Android?
  • How to move outlook emails to Gmail on Android phone?
  • How to move outlook emails to Gmail on Android tablet?
  • How to move outlook emails to Gmail on Mac?
  • How to move outlook emails to Gmail on iPhone?
  • Move outlook emails to a folder?
  • How to automatically move emails to a folder in Outlook?
  • How to move old emails to a folder in Outlook?
  • How to move all emails from one folder to another in Outlook?
  • How to move multiple emails to a folder in Outlook?
  • How to move all similar emails into a folder on Outlook?
  • How to move thousands of emails to a folder in Outlook?

How to Move All Emails from One Sender to a Folder in Outlook?

To move all emails from a sender to a folder in Outlook, you don’t require any technical expertise. You can follow some simple steps to create a rule for moving emails based on the sender or recipient of an email. For instance, if you are reading an email from Andy, you can create a rule that moves all emails from Andy to a folder that you specify. Here’s how you can do this:

  • Select an email on the left panel of the Outlook window and ensure that the email preview is displayed on the right-hand side.
  • Click on the Move option and then on Rules.
  • Click on Always Move Messages From.
  • Select a folder and click on OK.

Tips and Tricks to Move Outlook Emails to Gmail

If you are looking for an answer to how to move Outlook emails to Gmail, read this section carefully. Prior to sending your Outlook emails to Gmail, you must prepare your Outlook account first. Copy the emails that you want to keep from your Deleted Items and Junk Email folder into the Inbox. To get an answer to how to move emails from Outlook to Gmail, follow the below-mentioned steps:

  • Open your Google account.
  • Select the Settings option in the upper-right corner of the window.
  • Click on the Accounts and Import tab, located at the top of the Settings page.
  • Select Import mail and contacts in the Import mail and contacts section.
  • Enter your Outlook.com email address in the requested field and select Continue.
  • On the next screen, you will see some more information; click on Continue.
  • Review the terms and conditions and click on Yes to continue.
  • Close the Authentication successful screen.
  • Select your preferred options in the window named Step 2: Import options. The options are as follows:
    • Import Contacts
    • Import mail
    • Import new mail for the next 30 days-messages you receive at your Outlook.com address will be sent to your Gmail inbox automatically for a month.
  • Click on Start import and then on OK.

Transferring Outlook Emails from One Computer to Another

If you are looking for an answer to how to move Outlook emails from one computer to another, you don’t need any technical expertise in doing this. Transferring Outlook emails from one computer to another could be an easy task if you are using the application with a POP account. It creates PST, an Outlook importable file format. For such an account on Outlook, all you need to do is extract the PST file, transfer it to a new computer and import it into the Outlook account.

Follow the below-mentioned process to move Outlook Express emails to another computer:

1st Step: Export and Move Outlook OST File

  • Launch MS Outlook on your computer and use appropriate credentials to log into the account.
  • Click on File>Open and Export>Import/Export.
  • In the Import and Export Wizard, click on Export to a file, and then on Next.
  • Select Outlook Data File (.pst) and click on Next when the Export to a file window opens.
  • Now you will get an option to select the mailbox folders and mailbox items that you want to export.
  • Click Next.
  • Save the PST file by clicking on the Browse option.
  • Click on Finish once the process completes.

Once you are done with the above-mentioned steps, go to the next step.

2nd Step: Import the Converted PST File into Outlook

First, open your MS Outlook and click on the File tab and then select Import. When the Import and Export wizard appears, click on Import from another program or file and then choose Next.

  • Select Outlook Data File (.pst) and choose Next.
  • Navigate to the PST file location by clicking on Browse.
  • Select the Do not import duplicates under the Options screen and click on Next.
  • Now select the folders that need to be imported.
  • Click on Finish to complete the import.
  • Now you can move old Outlook emails to new computer.

Tips to Move Outlook Emails To OneDrive

Moving Outlook emails from Outlook to OneDrive requires you to download MS Outlook to OneDrive converter on your Windows computer. Now, if you are wondering how to move Outlook emails to OneDrive, follow the steps mentioned below:

  • Open Outlook to OneDrive backup tool.
  • Go through the instructions and click on Next.
  • Now import the preferred Outlook emails through the option – Convert configured Outlook mailbox data and Let me select my Outlook mailbox data (Select Files/ Select Folders).
  • Select the email folder (s) that you want to move from Outlook to the OneDrive account.
  • Select the format as per your requirement.
  • Select a location for saving the resultant files.
  • Click on Convert to start backing up Outlook emails in the preferred format.

Want To Move Outlook Emails To External Hard Drive? Here’s how!

If you are wondering how to move Outlook emails to external hard drive, there are multiple methods to do it. You can simply open the Outlook Data File from the default profile location. Let’s have a look at how you can achieve the result.

  • Launch MS Outlook on your computer.
  • Click on File>Open and Export>Import/Export.
  • In the Import and Export wizard, click on the Export to a File option and then on Next.
  • In the Export to a File option, select Outlook Data File (.pst) to make a file type.
  • Select the folder that needs to be exported.
  • Click on the Browse option to export/backup the Outlook data to a new Outlook PST file.

How to Move Outlook Emails To Another Account?

Moving your Outlook emails to another account allows you to use the emails in another emailing platform, such as Gmail. Whether it’s a personal choice or a requirement in your office, you can change the platform by following some simple steps. First, you need to launch MS Outlook on your computer and select the File menu. Next, you need to click on Open and Export, and then Import and Export. Here, you need to choose Export to a file and click on Next to proceed. You can choose the Contacts folder to export your contacts. Click on Next and the process will ask you to choose a file location. Navigate to a location on your computer and save the file. Lastly, click on Finish to complete the process.

Next, follow the below-mentioned instructions to move Outlook emails to another account:

  • Log in to your account and ensure that the left-hand sidebar is open.
  • Expand the More option, and locate Import.
  • Select CSV as the data type you are importing.
  • Navigate to your contacts and select it.
  • Open the file and click on Import.
  • Log into your Gmail account and click on Settings.
  • Locate the Accounts and Import header and click it.
  • Follow the on-screen instructions and import your emails.
How to Move Outlook Emails To OneNote?

While you might be aware of the fact that OneNote is an excellent note-taking application from Microsoft that allows you to jot down and save your ideas or comments. In instances where you need to move Outlook emails to OneNote, at first, you need to enable sending to OneNote in Outlook. Here’s how you can do it:

  • Launch MS Outlook on your computer and click on File > Options.
  • Click on Advanced in the Outlook Options dialog box that appears on the screen.
  • Locate the Other heading by scrolling down the window; ensure that the “Use Send to OneNote with OneNote for Windows OS, if available” is selected.
  • Click OK.

Once you are done with the above-mentioned process, you need to send Outlook emails to OneNote. Here’s the set of rules to achieve this:

  • Open the email from your inbox that you want to move to OneNote.
  • From the Calendar, open the meeting that you want to send to OneNote.
  • Click on “Send to OneNote”.
  • In the OneNote task panel, select the notebook and the section where you want to save the preferred Outlook email to be saved.
  • Click on Save.
Learn How You Can Move Outlook Emails To Desktop:

Instances occur when you need to save your Outlook emails to a desktop to import the information into another Outlook account or for future use. In order to move your Outlook emails to desktop, you must export the specified folder from Outlook. Here’s a look at the series of steps that you need to follow:

  • Launch MS Outlook on your computer and open the Import and Export Wizard dialog box.
  • Click on Export to a file and then on Next.
  • If you are using Outlook 2010 or 2013, click on Outlook Data File (.pst).
  • If you are using Outlook 2007, click on Personal Folder File (.pst) and select next.
  • In the “Select the folder to export from” box, select an Outlook folder that you want to export.
  • Click Next.
  • Click on Browse in the “Export Outlook Data File/Export Personal Folder dialog box.
  • Rename the .pst file in the file name and choose a preferred location to save it.
  • Click on Finish.
  • In the “Create Outlook Data File” dialog box, you can either set a password or skip the process; click OK.
Archiving Outlook Emails? Here’s How to Do It!

When you archive Outlook emails, it moves to your local computer which you can further access without logging into Outlook again. Besides, archiving your Outlook emails frees up space on Outlook email servers. If you are looking for an answer to how to move Outlook emails to archive, read this section carefully.

First, you need to click on File > Cleanup Tools> Archive. Next, you need to click on the “Archive this folder and all subfolders” option followed by selecting the folder you want to archive. Next, enter a date under the “Archive items older than” heading. Lastly, follow the on-screen instructions to complete the process of archiving your Outlook emails.

How to Move Outlook Emails To A Flash Drive?

While Outlook enables you to send and receive emails, use the calendar to track important appointments, and maintain a to-do list, it also allows you to export important emails and save them to a flash drive. Once you transfer or save emails on Outlook to a flash drive, you can transfer them to another computer or keep them as a backup. To move your Outlook emails to a flash drive, follow the steps mentioned under:

  • Open MS Outlook on your computer and select the “File” menu.
  • Select “Import and Export” and then “Export to a file”; choose Next.
  • Select “Personal Folder File (.pst) from the list of options and click on Next.
  • Select the email folder you want to export to the flash drive.
  • Click on Browse in the “Save exported file as” pop-up and enter a file name.
  • Choose your flash drive as the destination and click on Save.
  • Click on Finish to complete the process.

With the detailed information on how to move your Outlook emails to various destinations such as Gmail, computer, desktop, OneNote, flash drive, etc., we hope that you find this article useful. Follow the mentioned guidelines the exact way and ensure a hassle-free experience in using the email client.

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