The primary purpose of this article is to highlight the differences that occur depending on what sequence new email accounts are added to an Outlook profile particularly in the area of what data files are created and default folders will be included – specifically in terms of contacts/calendar. If the accounts are created in a different sequence in the new version of Outlook, your results will likely not be the same with the new Outlook configuration as it was on the old one. Additional information on the topic of “default folders” is contained in “Understanding Default Folders versus Default Account“. If your particular situation only involves one email account and you configure it as the same type (POP, IMAP etc) on the new system as it exists on the old one, the significant difference will be related to how Outlook ‘2013 handles IMAP accounts as compared to earlier versions.
Summary of what happens
- The first email account created regardless of type will also result in a default data file being designated to handle contacts/calendar.
- In Outlook ‘2010 and earlier, 2 separate PST files will be created for an IMAP account – one for email and the other for default folders. In Outlook ‘2013 only one data file (an OST file) will be created and designated as the default data file containing folders for contacts/calendar with the additional description of “This Computer Only”. As as has been stated numerous times in related articles, any data located in folder that have “This Computer Only” should be backed up (copied to a PST file, exported etc) on a regular basis. Keeping a backup of the .OST file will serve no useful purpose.
- Subsequent accounts added to the profile will not include folders in the associated data file but will use those folders included in the existing data file. Depending on the sequence of things, the folder tree in the newly configured Outlook version may not appear to be identical as found in the original version. The exceptions to this rule involve Microsoft Exchange and Outlook.com (EAS/MAPI based accounts) which will always have their own contact/calendar folders since those are located on the server and synchronized with every send/receive cycle. One caveat that you should definitely be aware of with MS EX and Outlook.com EAS/MAPI accounts is that <IF> you have a different default data file designated other than the one associated with the account, the contents in the “default” contact/calendar folders do not get synchronized. Only the respective folders that reside in the same folder tree as the ME EX / Outlook.com (EAS/MAPI) account get syn’d with the server
What data files do I need to copy/migrate?
For MS Exchange, Outlook.com (EAS/MAPI) accounts – nothing. These will be automatically created with the account is configured.
For POP accounts – the PST file currently associated with the account(s) on the original system you are migrating from. There is no need to import/export this file. Suggest that ScanPST be run on the original system for any PST file being copied over for use on a different system to eliminate the possibility of carrying over any potential underlying problems. This is not mandatory, just a simple precaution. Also, never copy a PST file that is currently open/being used by Outlook. If moving from Outlook ‘2003 or later and the PST file is an ANSI based file, strongly recommended to not only run ScanPST on the original system and then converting it to a UNICODE format prior to copying it for use especially if the target system is Outlook ‘2013 – see <How to Convert PST from ANSI to Unicode>
For IMAP accounts – Outlook ‘2010 and earlier, you will need to ensure that you have a copy of the PST file designated as the default data file so that your contact/calendar information doesn’t get lost. The PST file containing the email data for this account will get recreated automatically (either as a PST file for O’2010 and earlier or as an OST file in Outlook ‘2013) Lastly, you will need to copy all stand-alone PST files that may have been added to/used by the original profile (see <Understanding Outlook Migration – Part 2 – Data Files>) The following are three sample groups of what gets created in both Outlook ‘2010 and ‘2013 depending on which account type was created first and second for illustration purposes.
For this exercise, new data files are created for all new email accounts created. The screenshots are broken down into 7 groups within 3 primary categories showing the folder structures and associated data files – (click on images for expanded view)
Category 1 – Outlook ‘2010
- Group 1 – POP configured as first account
Associated data files
- Group 2- IMAP configured as first account
Associated data files
- Group 3 – MAPI configrued as first account
Associated data files
Category 2 – Outlook ‘2013 (New Install)
- Group 4 – POP configured as first account
Associated data files
- Group 5 – IMAP configured as first account
Associated data files
- Group 6 – EAS configured as first account
Associated data files
Category 3 – Outlook ‘2013 (upgrade from previous version with only an IMAP account)
- Group 7 – Adding POP and EAS Accounts with an upgraded IMAP Account
Associated data files
