transfer existing emails to this account

Hi @Pavilion Green HOA, 

I understand you would like to transfer existing business emails to a new business email account using Outlook (Classic) on Windows.

To ensure I recommend the most appropriate and reliable method for your situation, I would like to understand a few details about your current setup and requirements. This will help us avoid data loss and unnecessary effort.

Could you please help confirm the following:

1. Where is the existing email data currently stored? (e.g., locally in Outlook, within Microsoft 365, or with another provider).
2. Is the destination a Microsoft 365/Exchange mailbox or another provider/IMAP mailbox?
3. How many individual mailboxes are involved in this process?
4. Which data needs to be transferred (email only, or also calendar and contacts)?
5. What is the approximate total volume of the data intended for migration?

Once I have this information, I can confirm whether a simple Outlook import/export (PST) process is suitable, or if a more robust business email migration approach would be recommended.

In the meantime, if you are using classic Outlook (with the File tab), exporting to a .pst and importing into the new mailbox is a common option for moving mailbox items.

Please refer to the following official Microsoft documentation for step-by-step guidance on this process: 

• For exporting: Export or backup email, contacts and calendar items in classic Outlook 
• For importing: Import email, contacts and calendar items

I look forward to your response and will be happy to guide you through the next steps.

Note: Please follow the steps in our documentation to enable e-mail notifications if you want to receive the related email notification for this thread.

Use Outlook’s export/import feature to move the existing business email into the new business mailbox.

1. In Outlook signed into the old business account:
   1. Go to File > Open & Export > Import/Export.
   2. Select Export to a file > Next.
   3. Choose Outlook Data File (.pst) > Next.
   4. Select the mailbox (and ensure Include subfolders is checked) > Next.
   5. Choose a location and file name for the .pst file and finish the export.
2. In Outlook signed into the new business account:
   1. Go to File > Open & Export > Import/Export.
   2. Select Import from another program or file > Next.
   3. Choose Outlook Data File (.pst) and browse to the file exported above.
   4. Choose how to handle duplicates (for example, Replace duplicates with items imported).
   5. Select the new mailbox as the destination and complete the import.

This moves previous email, calendar, and contacts from the old business mailbox into the new business mailbox.

References:

• Set up Microsoft 365 Business Standard with a new or existing domain
• Move your old email, calendars, and contacts to Microsoft 365
• Migrate data to my Microsoft 365 for business subscription