Knowledgebase

Exporting your emails to a PST file, configuring a standard IMAP server, and importing the data back is fully achievable using the Classic Outlook desktop client.

Please note that this process requires the "Classic" version of Outlook, as the "New Outlook" app for Windows does not support local PST data management.

Step 1: Prepare and Sync Your Accounts

Before exporting, you must make sure that all email data is completely downloaded to your computer from the servers.

1. Open the Classic Outlook Desktop Client.
2. Click File in the top left corner.
3. Click Account Settings > Account Name and Sync Settings.
4. Look for the Download email for the past: slider and drag it all the way to All.
5. Click Next and then Done.
6. On the main Outlook window, press F9 (or go to the Send / Receive tab and click Send/Receive All Folders) to pull down all historical data.

Step 2: Export your Gmail or Office 365 Mailbox to a PST File

You will need to run through this wizard separately for each mailbox you want to back up.

1. Go to File > Open & Export > Import/Export.
2. Choose Export to a file and click Next.
3. Select Outlook Data File (.pst) and click Next.
4. Click on the very top folder of your Gmail or Office 365 profile (the folder showing your email address).
5. Check the box for Include subfolders and click Next.
6. Click Browse to choose a secure local folder (like your Documents folder), name your file clearly (e.g., Gmail_Backup.pst or Office365_Backup.pst), and click OK.
7. Click Finish.
8. (Optional) A prompt will ask you to add a password. Leave it blank and click OK if you do not want an encrypted file.
9. Wait for the status bar to close.

Step 3: Add the New IMAP Standard Server Account

Now that your data is safely backed up locally, you can set up your standard IMAP email account.

1. Click File > Info > Add Account.
2. Type in the email address of your standard email server account.
3. Click Advanced options, check the box for Let me set up my account manually, and click Connect.
4. Choose IMAP from the advanced setup choices.
5. Enter your standard mail server configuration values (provided by your hosting provider):
   Incoming mail server: (e.g., ://yourdomain.com)
   Port: 993
   Encryption method: SSL/TLS
   Outgoing mail server (SMTP): (e.g., ://yourdomain.com)
   Port: 465 (or 587)
   Encryption method: SSL/TLS (or STARTTLS)
   
6. Click Next, type in your email password, and click Connect.
7. Once successfully added, click Done. Let Outlook create the new mailbox layout and sync your folders.

With your new IMAP environment running, you can safely inject your historical data back into the mailbox profile.

1. Go to File > Open & Export > Import/Export.
2. Select Import from another program or file and click Next.
3. Select Outlook Data File (.pst) and click Next.
4. Click Browse, select your saved Gmail_Backup.pst or Office365_Backup.pst file, and click Open.
5. Under Options, choose Do not import duplicates and click Next.
6. In the final window:
   Select the root folder at the very top of the hierarchy inside the visual panel.
   Ensure Include subfolders is checked.
   Select the radio button for Import items into the same folder in: and pick your newly configured standard IMAP account from the dropdown menu.
   
7. Click Finish.

Outlook will populate the local view and automatically begin uploading those historical emails back to your standard IMAP email server. Depending on the aggregate data size and your internet connection upload speed, this syncing background task may take anywhere from a few minutes to several hours to complete