How to Export Outlook Data Seamlessly during Business Transitions?

Business transition refers to a scenario where there are significant changes within an organisation, specifically related to leadership, ownership, or structure. This majorly happens when an organisation is restructured, merged with other, or acquired by another. In such scenarios, there are several tasks that need to be performed, such as reorganising of business operations or structure, merging of teams, migration of data, and others.

One of the crucial tasks involved in business transition is the safe export or migration of mailbox data (emails, contacts, calendars, etc.) of employees to the merged or restructured entity. As Microsoft Outlook is a widely used email client, in this guide, we will explaining how to export Outlook mailbox data seamlessly during business transitions.

Why Exporting Outlook Mailbox Data is Essential during Business Transition?

During business transition, exporting Outlook mailbox data is crucial due to the following factors:

• Preserving Clients/Vendors Data: The mailbox data contains vital business information, such as clients/vendors emails, contacts, etc. It is important for a company to preserve the clients’ emails and other information. Any loss of such data simply means loss of business.
• Employee Movement, Departure, or Replacement: The export of Outlook mailbox data may be required in case of an employee’s departure, movement, or replacement. After business transition, some employees may be moved to other teams/department.
• System Migration: Moving to a new device or system also demand exporting of Outlook mailbox data. After business restructuring or merger, the organisation has upgraded to better system or devices.
• Data Backup or Security: Outlook mailbox data need to be exported for backup or to keep it at a safe location. The old mailbox data of employees, who have left or moved to other departments, need to be kept as backup for future references.
• Platform Migration: If the organisation is moving to another emailing platform, then it becomes essential to export the Outlook mailbox data. For example, the organisation is migrating from on-premises Exchange Server to Office 365.

How to Export Mailbox Data from Outlook?

Microsoft Outlook stores all the mailbox data in an Offline Storage Table (OST) file, when configured with an Exchange Server, Outlook.com, or IMAP account. This file cannot be directly opened or imported in other Outlook profiles or accounts. So, you need to export the mailbox data to PST file, which can be easily opened or imported into another Outlook or Microsoft 365 (Office 365) account.

For exporting the mailbox data, Outlook has an in-built feature, Import/Export Wizard. Let’s see how to export Outlook mailbox data using the Import/Export Wizard:

• Log in to the Outlook profile from where the mailbox data needs to be exported.
• Go to the File tab and then select the Open & Export option.
• Then, select the Import & Export option from the right pane.
  

• The Import and Export wizard box will pop up. Choose the Export to a file option and then press the Next button to proceed.

• Choose the Outlook Data File (.pst) option. After this, press Next.

• Select the mailbox folders to export. Check the Include subfolders checkbox. Then, click Next.

• Provide the location to save the exported mailbox data (PST file). 
• Select “Replace duplicates with items exported” to nullify the possibility of duplicate items. 
• End the process by hitting on the Finish button. 

The selected mailbox folders in Outlook will be exported to PST file. You can now import this PST file into another Outlook profile by using the Import/Export Wizard. If you’re moving from on-premises Exchange to cloud-based Microsoft 365, you can import the PST file into Microsoft 365.

The above manual process can only work if the Outlook application is working properly and the OST file is accessible. If you need to export mailbox data from an inaccessible, orphaned, or encrypted Outlook data file (.ost), then you need to use a specialised OST to PST converter software. One such widely popular software is Stellar Converter for OST. It is a user-friendly software that can quickly convert orphaned or inaccessible OST file to PST format, ensuring 100% data integrity. This OST to PST converter software is recommended by IT admins and MPVs. It can also export the OST mailbox items directly to a Microsoft 365 account. It is compatible with multiple Outlook versions - Outlook 2021, 2019, 2016, and earlier.

Best Practices for a Smooth Outlook Mailbox Data Export

Here are some best practices you can follow for a smooth Outlook mailbox data export:

• Export Outside Business Hours: Always plan the data export exercise after work hours. It saves loads of productive hours.
• Utilise Professional Tools: It is always better to utilise advanced OST converter software when bulk exporting of mailbox data is involved.
• Documentation: It is always better to document the procedures involved in the process.

Conclusion

MS Outlook is powered with built-in functionality, called the Import/Export Wizard, to export the mailbox data. Above, we have explained the stepwise process to export Outlook mailbox data using this functionality. But this feature is best suitable for exporting small folders or when the OST file is accessible. As an alternative, you can utilise a professional OST to PST converter. This software can export mailbox data from OST file of any size and in any state, orphaned or inaccessible, to PST and other formats.