The fastest way to transfer Outlook emails depends on where you're moving them

If you're moving to Gmail, another Outlook account, or keeping a backup, the method changes. Outlook has built-in export tools that work without special software, though the steps differ between Outlook desktop, Outlook.com (web), and Outlook on Mac. The simplest route for most people is exporting to a file, then importing that file into the new account — this takes 15 to 30 minutes for a typical inbox and works offline.

Before you start, decide whether you want to move everything or just certain folders. You'll also need access to both your old and new email accounts, and enough storage space on your computer for the export file (a typical year of emails is 500 MB to 2 GB).

Key Takeaways

  • Exporting to a file (.pst or .csv) is the most reliable method and works even if you no longer have access to your old account later.
  • Outlook desktop and Outlook.com use different export processes, so check which version you have before starting.
  • Gmail and other email services can import .pst files directly, but some require you to convert the file first or use a third-party tool.
  • Forwarding rules can automatically send new incoming mail to your new address, but they don't move old emails.
  • Keep your export file as a backup even after the transfer is complete, in case you need to retrieve an old message later.

Exporting emails from Outlook desktop

Open Outlook on your computer and go to File > Open & Export > Import/Export. Choose Export to a file and select Outlook Data File (.pst). This creates a single file containing your emails, contacts, and calendar data.

Select which folder to export — you can choose your entire mailbox or just specific folders like Inbox or Sent Items. Outlook will ask you where to save the file; pick a location you'll remember, like your Desktop or Documents folder. The export can take several minutes if you have thousands of emails. Once it's done, you'll have a .pst file ready to import into your new account.

Exporting from Outlook.com (web version)

Log into Outlook.com and click the gear icon in the top right, then select View all Outlook settings. Go to Mail > Forwarding to set up automatic forwarding to your new email address — this handles future emails but not old ones.

For your existing emails, Outlook.com doesn't have a built-in export button like desktop does. Instead, you'll need to use the desktop version of Outlook or download Outlook for Windows/Mac, add your Outlook.com account, and then export from there using the steps above. Alternatively, some third-party tools can download Outlook.com emails, though this requires giving them temporary access to your account.

Importing into Gmail

Gmail can import .pst files, but the process isn't straightforward from the Gmail interface itself. The easiest method is to use Google Takeout or a third-party migration tool, but the most direct route is to add your Outlook account to Gmail as a connected account, which downloads your emails automatically.

Log into Gmail, click the gear icon, go to Accounts and Import > Import mail and contacts, and enter your Outlook email address and password. Gmail will download your emails over the next few hours or days depending on how many you have. This method doesn't require creating a .pst file and keeps everything in Gmail's native format.

Importing into a new Outlook account

If you're switching to a different Outlook account (like moving from a work account to a personal one), export your old account to a .pst file using the desktop export steps above. Then open Outlook with your new account logged in, go to File > Open & Export > Import/Export, and choose Import from another program or file. Select your .pst file and Outlook will restore all your emails into the new account.

You can choose to import into your main Inbox or create a new folder for the imported emails — this is useful if you want to keep old and new emails separate while you're transitioning.

Using forwarding rules for new emails

Forwarding rules only handle emails that arrive after you set them up, not your existing messages. In Outlook desktop, go to File > Manage Rules & Alerts > New Rule and create a rule that forwards all incoming mail to your new address. In Outlook.com, use Settings > Forwarding to enter your new email address.

Keep your old account active for at least a month after setting up forwarding, in case something goes wrong and you need to retrieve messages. Some senders may not recognize forwarded emails as legitimate, so important contacts should be notified of your new address directly.

What to do with your .pst file after the transfer

Don't delete your .pst export file right away. Store it on an external hard drive or cloud storage (Google Drive, OneDrive, or Dropbox) as a backup. If you ever need to find an old email that didn't import correctly or want to restore your mailbox later, having the original file saves you from being locked out.

If you're concerned about storage space, you can compress the .pst file or split it into smaller chunks using Outlook's built-in tools. Label the file with the date and account name so you know what it contains months or years later.

Frequently Asked Questions

Can I transfer emails if I don't remember my Outlook password?

If you still have access to the email address or phone number associated with the account, you can reset your password through Outlook's account recovery page. If you've lost access entirely, you won't be able to export from that account, but you may still receive emails if forwarding was already set up. Contact Outlook support with proof of ownership to explore recovery options.

Will my emails transfer with their original dates and folders?

Yes, when you export to a .pst file and import it, Outlook preserves the original dates, folder structure, and most metadata. Gmail imports will show the original dates in the email headers, though Gmail's interface doesn't display folders the same way Outlook does — it uses labels instead. Some third-party tools may lose formatting or attachments, so test with a small folder first.

How long does it take to transfer thousands of emails?

Exporting to a .pst file usually takes 5 to 20 minutes depending on your computer's speed and how many emails you have. Importing into a new account can take longer — Gmail may take several hours or even days to download a large mailbox. During this time, you can continue using both accounts normally.

What if the import fails or emails don't show up?

Check that your .pst file isn't corrupted by trying to open it in Outlook first. If emails are missing, they may have been filtered into spam or a specific folder during import. Search your new account for a sender you know you had emails from. If nothing appears, try importing again or contact the email provider's support team with your .pst file for troubleshooting.

Do I need to keep my old Outlook account open after transferring?

You don't need to keep it open permanently, but it's wise to leave it active for at least 30 days. This gives you time to confirm the transfer worked and catch any emails that may have arrived during the process. After that, you can close it or keep it as a backup — some people maintain old accounts indefinitely just in case.