Copying Outlook Mailbox Folder Structure to a New PST File is beneficial when you want to personalize your Outlook mailbox. However, copying the folder structure to a new PST file requires a lot of effort. Especially when you do it using the Archive Option to create a new PST file or the Import/Export feature.
This article provides valuable information that can help you retain the folder structure. It helps you recover all Outlook attributes intact and copy it to the desired location or any Outlook version using automated tools. It also provides additional information with manual methods to copy folder structure to a new PST file.
How to Copy a Folder Structure to a New PST File in Outlook?
Well, copying the Outlook folder structure from one PST file to another is a bit of a difficult task. Outlook might not have an option, but features like the Archive PST and Import/Export feature can do the task. In the next segments, you will learn about 3 methods for easily copying the Outlook folder structure to a new PST file. But what if you can move the entire Outlook Folder Structure to another computer without creating a new PST file? Yes! You heard it right. There’s an exclusively designed Remo Outlook Backup and Migrate tool to copy Outlook Folder Structure to a new PST file effectively.
Method 1: Automated Way to Copy Outlook Folder Structure to PST File
Remo Outlook Backup and Migrate is a secure tool for migrating Outlook data to a new computer. You can also migrate Outlook settings to a new computer. Or while upgrading Windows, the Remo Outlook Backup and Migrate tool assist in importing your Outlook PST file in just a short while.
The tool not only helps you transfer Outlook structure to a new PST file. But it is also one of the reliable options for backing up the PST file with all its emails, contacts, meetings, and other attributes in just one click. You can then import the PST file from this backup file to any computer.
It works well on all Outlook versions. Including Office 365, Outlook 2021, Outlook 2019, Outlook 2016, etc., and supports all versions of the Windows OS. You can enable the backup scheduler to set up auto-backup if you wish. You can also easily backup Outlook data to an external hard drive with simple clicks. To copy the Outlook PST file structure, follow the listed solutions.
Steps to Copy Outlook Folder Structure to New PST File Using Remo
- Download Remo Outlook Backup and Migrate software and install it on your computer. If the Outlook app is running, close it and launch the installed software by double-clicking on its icon.
- On the main screen, click on the Backup button. Next, choose either Smart Backup or Advance Backup.
- Choose a name and location to save the backup file.
- After successfully completing the backup process, you will get a confirmation message and a summary report.
- With this, a copy of your Outlook folder structure (including Account Settings) will be copied to a new PST file. You can then use this copy to restore Outlook after corruption or to the Outlook profile on any other computer. You can also watch the video tutorial to quickly learn how to copy the Outlook folder structure to a new PST file.
The next solutions can help you manually copy the PST folder structure in Outlook using the Archive and Import/Export options.
Method 2: Copy the PST Folder Structure in Outlook Using the Archive option
This method will recreate the folder structure in a new PST file using the Archive feature. After replicating the structure, you will find steps to set this new PST file as your default data file. This method will create a new PST file that remains in your Outlook email and cannot be copied or exported to another version/computer.
Note: The steps described below are for the Outlook 2019 version. The steps may vary if you are using other Outlook versions, but the result should be the same. This method is divided into 3 steps, first, you have to create a new PST file and then copy the folder structure, and then finally set it as the default data file.
Step 1: Create a New PST Folder in Outlook
- Open Outlook, and under the Home tab, click on New Items.
- Click on More Items and then select Outlook Data File.
- Enter the name of your new Outlook data file and click on OK.
Step 2: Replicate the current Outlook folder structure in the new PST file
To copy the Outlook folder to another user profile of yours. Follow the listed steps.
- In Outlook, go to File > Info > Tools > Clean up Old Items.
- Then, the Archive dialogue box will open up. Select the Archive this folder and all subfolders option. Then select the root folder from the list, i.e., scroll down to select the current personal PST file you want to replicate.
- In Archive items older than, you need to enter a date so far back that there is no chance of having an email in the current PST file to archive.
- Next, in the Archive file, browse to select the new PST file that you created in Step 1. Check the box saying Include items with “Do not AutoArchive” checked.
- Click OK.
- Now, get back to Outlook. You can find the new PST file which has replicated the folder structure of the current PST file. The subfolders will be empty.
Note: If you are trying to copy the OST folder structure to OST you can do that by converting the OST to PST using Remo OST to PST converter.
Step 3: Set the new PST file as your default Outlook data file
Now, you have already created a new PST file with the folder structure of your current mailbox. You are left with the final step, where you’ll need to set the new PST file as your default data file so that it will receive all your new emails. This PST file will now save all the new data.
- Go to File > Info > Account Settings > Account Settings.
- Click on the Data Files Tab.
- Select the newly created PST file from the list.
- Click on Set as Default.
- Restart Outlook when prompted to do so.
After making the new PST file, the default Outlook data file, you can receive and store future emails. The old Outlook data will also be available in the existing PST file.
However, this method will not assist you in migrating the PST file to another PC.
There are a few limitations when you use the Auto archive method
Firstly, it is a tricky process. And if Outlook returns any error or is interrupted, it can get tedious to do it all over again, and you may corrupt healthy Outlook files.
Secondly, if you are using a corporate email, the Archive feature may not be enabled as a company policy.
Moreover, copying the Outlook folder structure to a new PST file is a lengthy process, and mistakes might cause you to lose your Outlook data. That is why choosing a professional and reliable tool to copy the folder structure is better. But if you want to do it by yourself, I suggest you use Outlook’s Import and Export option.
Method 3: Copy Outlook Folder Structure Using Import and Export Feature
To export the Outlook folder, import it. Follow the below-mentioned steps to copy the folder structure of the current mailbox in another system:
- Open Outlook, and go to File > Open & Export > Import and Export.
- Select Export to a file option, and hit Next.
- Select Outlook Data File (.pst), and click Next.
- Choose the top of the hierarchy from the screen, which is usually listed as Personal Folders. And make sure Include subfolders are selected. Click Next.
- Select a name for the latest file and the new file’s place, and click Finish.
- If another screen appears stating Create Microsoft Personal Folders, then click OK.
After completing the export (it may take a few minutes), click on File > Open & Export > Open Outlook Data File. This will open the PST file which you just created.
To migrate the data, follow the steps below:
- Click on File > Info > Tools > Clean up Old Items.
- Now click the top folder of the PST file you created in step 2 of method 1.
- Enter tomorrow’s date in the Archive items older than Window.
- Make sure to uncheck items under the ‘Do not AutoArchive’ box.
- Click on Browse and choose a name and location.
- Click on OK.
Now, Outlook will migrate complete data from the mailbox copy to another file. After that, it will mount the new Auto Archive data file as Archive Folders. Right-click the file and choose Close Archive Folders.
Steps below to copy the Outlook folder structure to another PST file
- Right-click the PST file you created, and select Properties > Advanced.
- Click on Start Compression.
- click on OK.
- Now right-click on the data file in Outlook and choose Close.
- Close the Microsoft Outlook application and remove the PST created.
Now, you can copy the newly created .pst file to another computer. Once the Outlook folder structure is copied, you can use the blank Outlook data file as an archive, as it is empty. However, this empty file contains the existing folder structure, as it is a copy of it. You can copy the new PST file to the new computer.
If you are looking for a quick solution to copy Outlook Mailbox structure to a new PST file, download the Remo Outlook Backup and Migrate tool. The tool can effortlessly copy the Outlook mailbox structure to your desired location within a few clicks.
Conclusion:
All the above-mentioned methods will help you copy the Outlook mail folder structure to a new PST file. While you can choose the manual method, we highly recommend going with a professional Outlook transfer software to quickly copy files without any complications. I hope this article has helped you transfer the folder structure to the new PST file.
