1. Open Outlook. Click on the File tab (top left) and click on Open & Export Link. 2. On the next screen click on the Import/Export link.

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1 This is a simple guide for exporting your from Outlook to a PST file and also importing the PST back into Outlook. This is necessary if you wish to make backup or if you are migrating from another provider to Legal Exchange. Note: The screenshots used for this guide are from Outlook 2010 & Outlook Your experience may differ slightly between the different versions of Outlook, however the steps will be the same or similar. 1. Open Outlook. Click on the File tab (top left) and click on Open & Export Link. 2. On the next screen click on the Import/Export link. OUTLOOK DATA Page 1

2 3. In the pop up window, select Export to a File and click on Next. 4. Select Outlook Data File (.pst) and then click on Next. OUTLOOK DATA Page 2

3 5. In the next screen, you will see a tree list, similar to that from within Outlook. Select the top level this is usually your name or address, then click Next. 6. Select where you would like to save the data file use the browse button to select a location and name of the file. Please take note of the location where you are saving the file, as you will need it later. Click Next. OUTLOOK DATA Page 3

4 7. Next, you will be prompted to add a password to the file. This is optional. Please Note: If you add a password, and forget the password, you will not be able to open the exported PST file. 8. Outlook will now start exporting your data into the PST file you indicated above. During this time, Outlook may pause (will not be accessible), and will possibly provide windows indicating the status of the items being exported. You will not be notified when he the export has completed. Therefore you should monitor the location of where you stored the PST file and check on the file size. If the size of the PST file does not increase after a period of time and no other notifications appear, your PST file is exported. You can now close Outlook. OUTLOOK DATA Page 4

5 This section explains how to import data into Outlook. It is assumed you have already created your new Outlook profile and have setup your connection to Legal Exchange. Please refer to our guides online for further details on how to do this. Note: The screenshots used for this guide are from Outlook Your experience may differ slightly between the different versions of Outlook, however the steps will be the same or similar. 1. Open Outlook. As this is a new profile connecting to Legal Exchange, it is unlikely you will see Click on the File tab and click on Open & Export and then click on Import/Export link. OUTLOOK DATA Page 5

6 3. A popup window will open. Select Import from another program or file and click on Next. 4. In the next screen, select Outlook Data File (.pst) and then click on Next. 5. Browse to the location where you saved the exported PST file. Select the file and then click on Next. If you put a password into the data file, you will be prompted for it now. OUTLOOK DATA Page 6

7 6. In the next screen, you will be presented a tree view of folders. Ensure you select the top level folder (usually called Outlook Data File). Ensure Include subfolders is checked and click on Finish. Outlook will now import the old data. OUTLOOK DATA Page 7

8 This process can take some time. The exported data is importing into a local data store (known as an OST file). Once this is built, the data is then imported up to Legal Exchange over the Internet. During this time, you will not see new come into Outlook. You can monitor the progress of the upload, by looking at the bottom right hand of the Outlook window. It will indicate that it is updating folders. Once it is completed, it will say All Folders Up To Date For further details on Outlook PST files, please browse to OUTLOOK DATA Page 8