In Outlook for Windows, how do I export my messages or folders to a Personal Folder file, Excel workbook, or Access database?

To export Contacts, Calendar, or Tasks folders in Outlook for Windows to an Excel workbook or an Access database, or to export Journal, Notes, or Mail folders to a Personal Folder file, follow the appropriate steps below.

Outlook 2010

1. From the File menu, select Open.
   
   
2. Click Import, and then Export to a file. Click Next.
   
   
3. Select the type of file you want to export to (Outlook Data File (.pst), Microsoft Access 97-2003, or Microsoft Excel 97-2003), and then click Next.
   
   
4. Select the information you want to export (e.g., Inbox, Calendar, Notes), or select the root folder (the top folder labeled with your email address, e.g., username@indiana.edu) to export all Outlook data.
   
   
5. Click Next.
   
   
6. Select Browse to choose a name and location for the file. If you chose to export as a .pst, click Finish. If you chose Access or Excel, click Next and then Finish.
   
   
7. Optionally, if you chose to export as a .pst file, you will be prompted to password-protect the file. If you do not want to, leave both fields blank and click OK.

Outlook 2007 and earlier

Exporting Journal, Notes, or Mail folders to a Personal Folder file

1. From the File menu, select Import and Export... .
   
   
2. Select Export to a Personal Folder file. In Windows XP, select Export to a file, and then click Next. Then choose Personal Folder file (.pst), and click Next again.
   
   
3. From the list of folders, select the folder you wish to export. Click Next.
   
   
4. Under the option "Save Exported File As:", type the path and name of the file you wish to save as the exported file.
   
   
5. Select Do not Export Duplicate Items.
   
   
6. Click Finish. This will save your Mail, Journal, or Notes folder as a Personal Folder file in the given path.

Exporting Contacts, Calendar, or Tasks folders to an Excel workbook or an Access database

1. From the File menu, select Import and Export... .
   
   
2. Select Export to a File.
   
   
3. Select the Microsoft product (Excel or Access) you wish to export to, and then click Next.
   
   
4. From the list of folders, select the folder you wish to export.
   
   
5. Type the name you wish to assign the file, and include the appropriate extension, such as .xls or .mdb . Click Next.
   
   
6. To change the export fields, click Map Custom Fields. Otherwise, click Finish. This will export your Contacts, Calendar, or Tasks folder to an Excel worksheet or Access database in your My Documents folder on the hard drive.

Note: To export Journal, Notes, or Mail folders to an Access or Excel file, you must install the converters from the ValuPack. For more information, see article 170786 at the Microsoft Help and Support web site.

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