Understanding when to use Outlook Import/Export

The primary purpose of this article is to review the most common reasons that people opt to use the Outlook import/export process and highlighting better and more reliable options.

There is certainly no single one-size fits all blanket answer as to whether or not you should import/export Outlook data. Certainly, if the purpose is to incorporate external data into Outlook or use Outlook data in other applications, importing/exporting is the only viable approach but the focus of this article is on when “not” to use import/export either via the Outlook import/export wizard or any 3rd party program (including ContactGenie products).

Reviewing the Microsoft Outlook forums, the top reasons people seem to use import/export when a better solution is avalble are:

1. Changing machines/Moving Outlook information to a econdary machine
2. Upgrading from a previous version of Outlook
3. Backup/restore

Import/export for the first two reasons is generally the wrong approach to follow regardless of what knowledge base or help file article you read to the contrary. It is an approach that will provide the maximum opportunity for problems and will take the most amount of time. It doesn’t matter what import/export file format is used in the process.

Item#1 – changing or moving to another machine

A good article to review can be found at https://www.slipstick.com/config/move_outlook.asp, run by Diane Poremsky, Outlook MVP, so there is no point repeating existing information.

The one caveat with this article is that it applies to the majority of cases where the Outlook data files are located in the default location which certainly would apply to most people. If, on the other hand, you maintain multiple PST files in a different location, you will need to know where those files are and move those accordingly. See “Understanding Outlook PST and OST Data Files” for more detailed information which goes beyond just where files are located.

When upgrading to a higher version of Outlook, there is never a need to export information out of one PST file and import it into another. Every Outlook version will process a previous PST version. Upgrading Outlook “in place” on an existing machine generally is a seamless operation that requires no additional work on your part. However, if any problems do occur, then usually all that is required is creating a new Outlook profile using the existing data files.

Unfortunately, this is not necessarily true if the upgrade is actually moving to a lower version of Outlook. Whether or not you will be able to use the PST files in those cases depends solely on the format used to originally create the PST file. For example, a PST file created using the Outlook 97-2002 format can be used in any version of Outlook but one created in O’2003 or O’2007 format cannot be used in Outlook ‘2002 (XP). In the latter situation, you would need to plan ahead with the best approach being to create a new PST file in using the 97-2002 format and copying the required information to the newly created PST file.

One potential exception to this would be if you were upgrading to Outlook ‘2013 and the original PST files were still in the old ANSI format. While Outlook ‘2013 supports ANSI based PST files, it is a really good idea to clean up and convert any old format ANSI PST file before using it in Outlook ‘2013

Item#3 – Import/Export for Backup/Restore purposes

This is not as clear cut as the first items but suffice it to say that using import/export for backup is probably the worst choice of available options and unless there are some very specific reasons for backing up this way, would definitely not be a recommended option. To perhaps put it more succinctly, as creators of ContactGenie import/export products, would never consider using that functionality for backup/restore purposes under any circumstances. The information is too important and the need to be able to return to a “full working up and running state in the absolute shortest period of time” in the event of a serious problem is just far too great.

For PST only based environments, would suggest the following as a quick short list:

1. Use a professional backup/restore product (several really good options available for $50 or less)
2. As an alternative to option #1 – backup all your PST files on a very regular basis
3. Export your data (only if there is some absolute pressing need to use this approach)

The one exception regarding the use of the export process in Outlook ‘2013 would be related to any data contained in folders with the added description in the folder name of “This Computer Only” (i.e. contacts/calendar etc). These folders would exist in .OST based files, in particular, for IMAP based email accounts. The problem with the location of these folders is that if you ever remove the email account from the Outlook profile, you will no longer be able to access the data in the OST file which can only be accessed by the Outlook profile/email account that originally created it.

In the above situation, would be advisable to export data from any folder marked as “This Computer Only” to a PST file on a regular basis. Alternatively, a better solution would be to change the “default data file” for contacts/calendar/tasks etc to a PST file. All other data would get automatically synchronized with the server when an OST file gets created.