Moving Outlook emails from old Win 10 desktop to new Win 11 desktop

If the mail is in Microsoft 365, Outlook.com, Hotmail, Gmail, or other IMAP-based accounts, most mail usually does not need to be manually moved. After Outlook is set up on the new Windows 11 PC and the same accounts are added, the mail and folders that exist on the server should sync down.

For older local Outlook data, the method depends on which Outlook is being used:

1. If using classic Outlook on the new PC
   • Copy any existing .pst files from the old PC to the new PC.
   • Common .pst location:
     • C:\Users\<username>\Documents\Outlook Files
   • On the new PC, set up Outlook with the same email accounts.
   • In classic Outlook, use:
     • File > Open & Export > Open Outlook Data File
   • Opening the .pst is the safer option than importing, because it keeps the old data separate so mail can be reviewed and copied where needed.
   • If older messages need to appear in a mailbox that will also be visible in new Outlook later, copy those items from the opened .pst into the mailbox folders in classic Outlook so they sync online.
2. If using new Outlook on the new PC
   • New Outlook does not currently support importing a mailbox or calendar from a .pst file.
   • To use .pst data, switch to classic Outlook on the new PC, open the .pst there, and then copy needed items into the mailbox folders.
3. If some data is only in Windows Mail/People instead of Outlook
   • Local mail from Windows Mail can be exported as .eml files and then imported into new Outlook.
   • Contacts from the Windows People app can also be exported and then imported into new Outlook.

Practical path for a setup with seven accounts, including Gmail and Microsoft accounts:

1. On the old PC, check whether all mail is already visible online for each account.
   • For Microsoft-hosted mail, check Outlook on the web.
   • If everything is online, adding the same accounts on the new PC is usually enough.
2. In classic Outlook on the old PC, identify whether there are local .pst files containing older mail, archives, or POP account data.
3. Copy those .pst files to a local folder on the new Windows 11 PC.
4. Install or open classic Outlook on the new PC and add the same seven accounts.
5. In classic Outlook, open each .pst using File > Open & Export > Open Outlook Data File.
6. Review the old folders and copy any mail, contacts, or calendar items that need to be part of the active mailbox into the account folders so they sync.
7. If planning to use new Outlook, switch to it only after the needed content has been copied into the online mailbox folders.

Important notes:

• Moving a .pst file to a new computer does not move the email account settings. The accounts still need to be added in Outlook on the new PC.
• .ost files are not the transfer format described here.
• Copy the .pst from the old PC to the new PC before opening it.

• Find and transfer Outlook data files from one computer to another | Microsoft Support
• Export emails, contacts, and calendar items to Outlook using a .pst file | Microsoft Support
• Transferring emails from Outlook Classic to Outlook New on new PC. - Microsoft Q&A
• I'm purchasing a new pc, moving from Windows 10 to Windows 11, my question can I prepare to migrate my emails from my old pc to my new pcow - Microsoft Q&A
• Export emails and contacts from Windows Mail or People and import to new Outlook | Microsoft Support