Part 1: How to Export Outlook Tasks?
Method 1: Export Tasks to a CSV File
CSV (Comma Separated Values) files are excellent when you need to view, edit, or manipulate your tasks in Excel or other spreadsheet applications. They’re also useful for sharing tasks with people who may not use Outlook.
Export Outlook tasks to Excel when you need to view, edit, or manipulate your tasks in Excel or other spreadsheet applications.
- Open Outlook > go to File > Open & Export > Import/Export.
- Select Export to a file > click Next.
- Choose Comma Separated Values (CSV) > Next.
- Select the Tasks folder you want to export > Next.
- Choose a location, name your file, and click OK.
- Click Next, then Finish.
Your Outlook tasks will be saved as a CSV file you can open in Excel or Google Sheets.
Method 2: Export Tasks to an Outlook Data File (.pst)
PST (Personal Storage Table) files preserve all task details, formatting, and properties, making them ideal for complete backups or migrating to another Outlook installation.
- Open Outlook > go to File > Open & Export > Import/Export.
- Choose Export to a file > click Next.
- Select Outlook Data File (.pst) > Next.
- Pick the Tasks folder (check Include subfolders if needed) > Next.
- Choose a location and name your PST file > click OK.
- Select how duplicates should be handled (skipping duplicates is usually best).
- (Optional) Set a password for extra security.
- Click Finish.
Your complete tasks folder is now backed up in a PST file, preserving all details, categories, and custom fields.
Part 2: How to Import Tasks into Outlook?
Method 1: Import Tasks from a CSV File
Importing tasks from CSV is straightforward, but requires careful attention during the field mapping step to ensure your data lands in the correct columns.
- Open Outlook > go to File > Open & Export > Import/Export.
- Choose Import from another program or file > click Next.
- Select Comma Separated Values > Next.
- Browse and select your CSV file, then choose how to handle duplicates (skipping duplicates is usually best) > Next.
- Select your Tasks folder as the destination > Next.
- Click Map Custom Fields and match your CSV fields to Outlook fields and click OK.
- Click Finish.
Your CSV tasks will now be imported into your Outlook Tasks folder.
Method 2: Import Tasks from a PST File
PST imports are more straightforward since the file structure already matches Outlook’s format.
- Open Outlook > go to File > Open & Export > Import/Export.
- Select Import from another program or file > Next.
- Choose Outlook Data File (.pst) > Next.
- Browse and select your PST file, then choose how to handle duplicates (skipping duplicates is usually best) > Next.
- Choose what to import: select the whole PST or expand and select just the Tasks folder.
- Check Include subfolders if needed, then choose whether to import into the same folder or the current folder.
- Click Finish.
Common Issues & How to Fix Them
- Recurring Tasks Not Exporting Fully: CSV only exports one instance. Use PST if you need to preserve the full recurrence pattern.
- Incorrect Date Formats: Ensure your CSV uses the same regional date format as your system.
- Missing Custom Fields: Revisit the Map Custom Fields window and manually match each field correctly.
- Category Colors Not Transferring: CSV transfers category names only. PST files preserve colors and visual formatting.
- Large PST File Sizes: If you have many tasks with attachments, consider exporting in smaller segments to keep files manageable.
A tool like the Remo Outlook Transfer tool for Outlook simplifies this process by automatically backing up your entire Outlook profile, including account settings and all task details, and restoring it on your new computer.
Remo Outlook Backup and Migrate
Whether you’re moving Outlook to a new computer or upgrading Outlook versions, the Remo Outlook migration tool ensures your tasks and other Outlook data are transferred safely and accurately.
Frequently Asked Questions
If your Outlook account is Microsoft 365 or Outlook.com, tasks sync to Microsoft To Do automatically, just sign in with the same account. If your tasks are in a PST file, move them to an Exchange/M365 mailbox first for To Do syncing.
The new Outlook replaces the old Tasks module with Microsoft To Do, which offers better cloud syncing, mobile support, and integration with Planner and Calendar. All task management now happens through To Do.
Export the tasks to a PST or CSV file and share it with the other user for import. On Microsoft 365, you can also share or assign tasks directly through Microsoft To Do for real-time syncing.
To convert an Outlook task to a calendar item, open your calendar and the To Do pane, then simply drag the task from the To Do pane onto the desired date and time on your calendar.
You can convert a task into a calendar event by simply dragging the task into your Calendar view. If you’re also looking to move or save calendar entries by exporting calendar in Outlook.
Conclusion & Best Practices
Exporting and importing Outlook tasks is easy once you choose the right format. By knowing these export and import techniques, you can ensure your important to-do lists are always backed up, transferable, and accessible.
CSV files are great for editing in Excel or sharing with others, but they don’t preserve all Outlook-specific details.
PST files create a complete backup, keeping categories, formatting, and custom fields intact, ideal for full backups and migrations.
When importing CSV files, always map custom fields carefully to ensure your data lands in the correct Outlook fields.
Choose the right duplicate handling option to avoid overwriting or cluttering your task list.
