How to Open PST Files in Outlook 365 – A Complete Guide

Microsoft Outlook has long been a preferred email client for both individuals and organizations, largely due to its ability to store and manage emails, contacts, calendars, and tasks. With the growing shift toward cloud-based services, many users are now moving to Outlook 365 (Office 365). If you already have Outlook data saved in PST files, you might be wondering how to open them in Outlook 365. This blog will guide you through the process, highlight the drawbacks of manual methods, and present an alternative solution for hassle-free migration.

A PST (Personal Storage Table) file is a data file used by Microsoft Outlook to locally store mailbox information such as emails, attachments, contacts, notes, and calendars. While PSTs are useful for offline storage, they can become quite large and even prone to corruption over time.

Outlook 365 (Office 365), on the other hand, is Microsoft’s cloud-based platform that provides secure, anytime access to your emails and collaboration tools. Unlike PST files stored locally on one device, Outlook 365 ensures accessibility across multiple devices and platforms, along with built-in backup and advanced security features.

Why Users Open PST Files in Outlook 365

There are several reasons why users prefer opening PST files in Outlook 365 -

• Universal Access – Emails stored in PST become available online from any device once imported to Outlook 365.
• Data Security – Outlook 365 offers stronger security measures compared to locally stored PST files.
• Centralized Management – Users can manage old and new emails in one platform without juggling between local files.
• Reduced Data Loss Risk – Cloud storage ensures that important data is not lost due to device failure.
• Better Collaboration – Outlook 365 integrates with Teams, OneDrive, and SharePoint, which helps in seamless communication and teamwork.

Manual Method to Open PST Files in Outlook 365

Outlook provides a built-in Import/Export feature to access PST data in Outlook 365. Here’s how you can do it -

• Launch Outlook on your system.
• Go to File > Open & Export > Import/Export.
• Select the option Import from another program or file, then press Next to proceed.
• Select Outlook Data File (.pst) and browse to locate your PST file.
• Decide on the Outlook 365 mailbox or specific folder where you would like the PST data to be imported.
• Click Finish to complete the import process.

Drawbacks of the Manual Method

Although the manual process is straightforward, it comes with several limitations -

• Slow for Large Files – Importing big PST files may take a long time.
• No Bulk Migration – Multiple PST files must be imported one by one.
• Risk of Data Corruption – If the PST is oversized or damaged, the process may fail.
• Technical Complexity – Non-technical users might find the steps confusing.
• Incomplete Results – Folder structure, attachments, or metadata may not always migrate accurately.

Alternate Solution – How to Open PST Files in Outlook 365

For a more reliable and efficient approach, the Windows & Mac PST Converter of BitVare is an excellent alternative. Available for both Mac and Windows, this tool allows direct migration of PST files into Outlook 365 without requiring Outlook installation. It supports bulk import, maintains folder hierarchy, and ensures that emails, contacts, calendars, and attachments remain intact. The software is designed with a user-friendly interface so even beginners can handle the migration with ease. Additionally, it preserves metadata and avoids duplication, providing a seamless experience when opening PST files in Outlook 365.

Conclusion

While Outlook’s native Import feature can be used to open PST files in Outlook 365, it is not always the most practical choice, especially for large or multiple files. For a secure, faster, and more efficient solution, the PST to Outlook Tool for Mac and Windows offers a professional alternative that ensures accurate migration with zero data loss. Whether you are an individual or managing organizational data, this tool guarantees a smooth transition to Outlook 365.