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How to add a PST file to Outlook Desktop

A PST file is an offline collection of emails, appointments, tasks etc created by exporting data out of a mailbox.

Contents

Accessing PST Files

  • PST files are stored locally on the computer where they are added and can only be viewed from that specific device.

  • PST files do not sync between computers.
    If you need to use the same PST file on multiple devices, you must manually copy the file to each one. Any changes made on one computer will not update the PST file stored on another.

  • Do not store PST files in OneDrive or other cloud‑sync folders.
    Syncing PST files can cause corruption, performance problems, and continuous sync errors.

  • PST files cannot be opened in Outlook on the Web (webmail).
    They are only supported in the desktop version of Outlook.

  • Adding a PST file does not import its contents into your mailbox.
    Instead, it appears as a separate data file in the left‑hand folder pane, usually named after the mailbox it was originally exported from.

PST File Location

The IT Team will usually save the PST file to this location on your computer:

  • C:\Users\%username%\AppData\Local\Microsoft\Outlook\

    • To get to this folder, copy the folder path above, paste in a Windows Explorer address bar and press enter. %username% will convert to your computer's profile name automatically.

If you are adding your own PST file to Outlook we recommend you save it in the same place as above or a location that does not sync with OneDrive (eg. not Desktop or Documents as these get backed up to OneDrive).

Once the PST file is on your computer, you will next need to add it to Outlook...

Adding a PST File to Outlook

  1. Identify which version of Outlook you are using:

    1. OUTLOOK CLASSIC >
      (shows Try the new Outlook toggle off in the top right)

    2. OUTLOOK NEW >
      (Shows⚙️Settings in the top right)

    2. In Outlook Classic:

      1. Select File > Under Info select Account Settings > Account Settings...
      2. Under the Data Files tab select Add...
      3. Select Outlook data file (.pst) > OK
      4. Skip to step 4 >
    1. In Outlook New:

      1. Select File > ⚙️Settings > Files

      2. Under Outlook Data Files select the +Add file button
    2. In the folder view, navigate to the PST file location. If the IT Team have saved this onto your computer, copy, paste and enter this location into the address bar:
      C:\Users\%username%\AppData\Local\Microsoft\Outlook\
    3. Only PST files and folders will be displayed. Select the PST file you want to add to Outlook.
    4. Select OK or Open and the PST file will be listed
    5. Select Close

    Finding the PST mailbox after adding to Outlook

    Email

    1. In the left folder panel scroll down and your PST file will be shown, usually named after the mailbox it was exported from.

    2. Select the arrow on the left of the PST file name to expand and show the inbox folders etc.

      1. If it's a PST file that the IT Team have exported, you may find the email folders in this location: [email address] > [email address] > Top of Information Store

    Calendars

    1. If there's a calendar in the PST file, it will listed under:
      Calendars > My Calendars > Calendar - [email address]

    Removing the PST File from Outlook

    1. Outlook Classic:
      1. Select File > Under Info select Account Settings > Account Settings...
      2. Under the Data Files tab select the PST file to remove > select Remove > Close
    2. Outlook New:

      1. Select File > ⚙️Settings > Files

      2. Under Outlook Data Files select Manage for the PST file to remove

      3. Select Close file