Migrating your MS Outlook profile to a new Windows computer, whether it’s Windows 10, Windows 11, or a newer operating system version, is crucial for maintaining seamless access to your emails, contacts, settings, and other critical data.
This process, which involves transferring more than just emails, can be accomplished through several reliable methods, including exporting and importing your data file (PST), transferring the Outlook profile registry key, or using a specialized migration tool to duplicate important data for a more comprehensive and easier transfer, especially when dealing with an Exchange server.
- A. How to Move Outlook Profile To A New Computer on Windows?
- B. How to Move Outlook Profile to a New Computer on Mac?
- C. Method 3: How To Move Outlook Profile to New Computer Using A Repair Tool (Optional: Automated Method)
- 1. Open The Remo Outlook Backup and Migrate Tool
- 2. Select a Backup Option
- 3. Save and Transfer Outlook Profile To The Destination PC
- 4. Migrate Outlook Profile into New PC
- 5. Select Outlook Backup file
- 6. Select Outlook Attributes that you want to Import
- 7. Complete the Migration Process
- 8. Activate Outlook Profile
- Conclusion
- Frequently Asked Questions
A. How to Move Outlook Profile To A New Computer on Windows?
Moving Outlook profiles to a new computer involves migrating emails and more. This process is essential for maintaining seamless access to other devices.
Below, we outline proven methods for transferring Outlook to a new computer:
Method 1: Export PST File to Move Outlook to New Profile
Before exporting the Outlook profile to another computer, you must back up the PST file. This ensures your Outlook profile is secure and helps you avoid the risk of losing it and having to recover the Outlook profile later.
After the backup, follow the steps below to back up and migrate the Outlook profile to a new computer.
- Open Outlook and click on the File tab.
- Select the Open & Export option to reveal the Import/Export option and click on it.
- Choose the Export to a file option from the Import and Export wizard and click Next.
- Select the Outlook Data File (.pst) option and click Next.
- Next, choose the one you wish to recover from the list of Outlook profiles and click on Next.
- Finally, browse for a location to save the PST file and click Finish.
When you back up the PST file, copy it to the new computer and follow the steps below.
- Open the Outlook application and choose the File Tab.
- Click on Open & Export and select the Import/Export option.
- Next, select Import from another program or file and click on Next.
- Select Outlook Data File (.pst) and click on Next.
- Browse for the (.pst) file that you have saved to import Outlook data and click on Next.
Note: This method can also be used to migrate Outlook to Office 365
After successfully copying the Outlook profile to a new computer, you may recreate your Outlook settings. This includes rules, and alerts to access data as you did on the old computer.
Quick Tip: If you use Exchange accounts (including Outlook.com), all mailbox contents will sync to the account on the new machine. This will take place after you move the archive PST files. The same holds for IMAP accounts, but IMAP only supports email.
What if I want to use IMAP or POP3?
IMAP and POP3 are very different. Your choice will have to depend on your requirements. You can refer to the table below to learn more-
| Protocol | Migration Impact |
| IMAP (Internet Message Access Protocol) | Easier Migration. Mail is stored on the mail server. the data syncs automatically after you set up your account in the new computer |
| POP3 (Post Office Protocol version 3) | Requires Manual Migration. Mail is downloaded to the local computer and stored in a .pst file. This file must be transferred and imported manually to the new computer. |
IMAP
If your account is configured as IMAP, your emails, folders, and calendar items are all stored on the mail server. To migrate an IMAP account, you typically only need to add the account to the new Outlook profile and wait for the data to automatically sync from the server. You usually do not need to manually transfer a PST file for the primary mailbox content.
POP3
If your account is configured as POP3, your emails are saved locally on your old computer in an Outlook Data File (.pst). When you set up the account on your new computer, you must perform two additional steps:
- Locate and copy the original PST file from your old computer.
- Import the PST file into the new Outlook profile, following the steps outlined in Method 3 of this guide (Import PST File to Move Outlook to New Profile).”
If your mail server is IMAP-compatible, Outlook will automatically establish an IMAP account for you. You must choose to change settings if you want to use POP3.
- Get the data from the old computer
- Try to add files onto your new computer and then Create a Profile
- And add your old .pst file to your profile
- Signatures and stationery (and custom dictionary)
Method 2: How To Move Outlook Profile to New Computer By Exporting Registry Key?
A registry key contains all the information about the user’s profile. You can access Outlook and its data by transferring this file to your new computer. Here is how to do it. This method also applies to moving profiles in Outlook 2021 and older versions.
1. Access The Registry Editor
Click on the Search Bar and type Windows+R to open the Run command.
Type regedit in the text box and click OK to access the Registry editor.
2. Export Outlook Profile from the Registry Editor
- From the Registry Editor Window, navigate to HKEY_CURRENT_USER \ Software \ Microsoft \ Office \ [Version Number] \ Outlook \ Profiles
- Right-click on Profile and select Export.
3. Save Exported Profile and Move it to the New Computer
- Next, choose the location to save the exported Outlook profile, provide a file name, and click on Save.
- After creating the registration file, transfer the Outlook profile to a portable storage drive, an external hard drive, or cloud storage like OneDrive and copy it onto the new computer.
- Finally, run the copied file on the new computer to add it to the registry.
B. How to Move Outlook Profile to a New Computer on Mac?
Follow the below-listed method to export your Outlook files and then import them.
A registry key contains all the information about the user’s profile. You can access Outlook and its data by transferring this file to your new computer. Here is how to do it. This method also applies to moving profiles in Outlook 2021, Outlook 2016, Outlook 2013, and older versions.
A. Access The Registry Editor
1. Locate the Export Option In Outlook (Mac)
- On the Tools tab, click Export.
2. Select Items To Export
- In the Export to Archive File (.olm) box, check the items you want to export and choose Continue.
3. Save the .olm File
- Check the items you want to export.
- In the Save As box, choose the Downloads folder under Favorites and click Save.
- Save the archive file as a .olm.
4. Completed the .olm Export
- Once your data has been exported, you’ll get a notification and choose Finish.
B. Import an OLM file on a Mac
Now that your files are exported, it is time to import them. To import an OLM file on a Mac, follow these steps.
1. Access import option on Outlook (Mac)
- Go to the Tools tab and choose Import.
- On the Tools tab, click Import.
2. Import .olm File into Outlook
- Select Outlook for Mac archive file (.olm) > Continue in the Import box.
- Import archive file as .olm.
- Locate the .olm file on your Mac, and then click Import.
You can view the imported items (Mail, Calendar, People, Tasks, Notes). For example, contacts are found in the navigation pane on the People tab. Email messages are in the navigation pane on the Mail tab and calendar items in the navigation pane.
C. Method 3: How To Move Outlook Profile to New Computer Using A Repair Tool (Optional: Automated Method)
Disclaimer: Remo Outlook Backup And Migrate is a paid tool. Manual methods are free and recommended for most users.
Profiles are a big part to consider while migrating Outlook account to a new computer. An Outlook profile also includes rules, settings, and other attributes that cannot be exported using the Import/export Wizard.
This is where the Remo Outlook Backup and Migrate Tool simplifies your Outlook profile transfer. With this tool, you can move all the above attributes along with general Outlook data, including saved emails, contacts and more.
Download the Remo Outlook Migration Tool to move an Outlook profile from one computer to another.
Steps to Move Outlook Profile to New Computer Using Remo Outlook Backup & Migrate:
1. Open The Remo Outlook Backup and Migrate Tool
Download, Install, and Launch Remo Outlook Backup & Migrate. From the Main screen, click on the Backup option.
2. Select a Backup Option
You can choose between Smart or Advanced Backup on the next screen.
3. Save and Transfer Outlook Profile To The Destination PC
After completion of the backup process, save the file to the desired location.
If you are moving Outlook to another computer, copy the file to a USB drive and transfer it to the new computer to import the Outlook PST. You must also download and install the Remo Outlook Migration Tool on the new computer.
4. Migrate Outlook Profile into New PC
Launch Outlook and Backup on your new computer and click Migrate on the Main screen.
5. Select Outlook Backup file
Browse for the Outlook data file backup that was backed up from the previous computer and click on Next.
6. Select Outlook Attributes that you want to Import
Select the Outlook attributes you wish to move to the new computer and click Next.
7. Complete the Migration Process
After the Outlook migration is done click on View Report and click on Finish.
8. Activate Outlook Profile
1. Open the Outlook application on the new computer, click the File tab, and open Account Settings.
2. Choose the email account from the list and click the Set as Default button to activate the profile.
Using the Remo Outlook Backup and Migrate Software, you have safely backed up and moved your Outlook profile to a new computer. Additionally, you can do it manually using the Registry Key and Import/Export option.
Conclusion
This article summarizes how to move your Outlook profile to a new computer. As mentioned above, various ways exist to migrate Outlook to a new computer or other version.
If you’re uncertain about manual methods, and official Microsoft support resources don’t fully address your needs, consider finding a trusted outlook migration tool such as Remo Outlook Backup and Migrate Tool for a quick and easy transfer.
Frequently Asked Questions
Following the solutions below, you can easily copy Outlook settings to another computer.
a. Export Outlook settings with the help of Import/ Export Wizard
b. Migrate Outlook settings with Export Registry
c. Copy Outlook settings with Remo Outlook Backup and Migrate
The OLM file is the data file used by Outlook for Mac to archive email messages, contacts, calendar items, tasks, and notes. (It is a replica of the PST file on macOS.)
Yes, you can access your Microsoft Outlook from another computer. When using Outlook anywhere, you connect to your Outlook mail server using your computer; however, your network or systems administrator must set up your Outlook account to allow HTTP connections. They will then provide you a URL to enter into the web browser on your other computer to access your Outlook.
Follow the steps below to backup the Microsoft Office setting 2016, 365, etc.
● In the Search box, type Registry Editor and open it.
● Now follow the path to backup Microsoft Office settings HKEY_CURRENT_USER\Software\Microsoft\Office\16.0\\Preferences
Follow the steps below to backup the email settings:
1. Go to your Outlook, select the Import and Export option, and go to the File tab.
2. select Open and Export > Import/Export option in the File tab.
3. Copy and export your mailbox to a computer file. Restore it by importing it back into your mailbox.
4. Outlook Data Files with.pst file extensions are the type of file you export to (you can follow the same steps to transfer emails from one Outlook account to another).
5. If you prefer manual archiving, deactivate AutoArchive.
6. Go to the File tab, then select Options, Advanced, and AutoArchive Settings. After unchecking Run AutoArchive, click OK.
Follow the steps below to import rules in Outlook
● Go to Outlook, navigate to the File, click on Manage Rules and Alerts, and click on Options.
● Now Import the rules by clicking on Import Rules, select the Rules you want to import, and click on the Open.
Follow the steps below to export the rules in Outlook
● Go to Outlook and select Export Rules select the folder where you have saved the rules and export the rules which you wish, and click on the Save option.
You can try adding multiple Outlook accounts by following the steps below.
● Go to Outlook, select the File tab, and click the Add Account option.
● Now fill in the details like name, email address, and password.
● Select OK and click on Finish.
Close Outlook, open regedit, navigate to HKEY_CURRENT_USER\Software\Microsoft\Office\16.0\Outlook\Profiles, right-click Profiles, select Export, and save the .reg file. For emails, go to File > Open & Export > Import/Export, choose Export to a file > Outlook Data File (.pst), and save it.
Registry at HKEY_CURRENT_USER\Software\Microsoft\Office\16.0\Outlook\Profiles. Local .PST data files are typically in %localappdata%\Microsoft\Outlook, within the appdata folder.
On the old PC, go to File > Open & Export > Import/Export, select Export to a file > Outlook Data File (.pst), choose all folders, and save to an external drive. Copy the .pst file to the new PC and import via Import/Export > Import from .pst.
Open Outlook, click File > Add Account, enter your email and password, and click Connect. If needed, use manual setup with IMAP/SMTP settings (e.g., imap-mail.outlook.com:993, smtp-mail.outlook.com:587) from your old configuration.
