The new version of MS Outlook has been the talk of the town since its launch. Users expected many new features and had high hopes for this release. However, it doesn’t quite meet all the expectations. Although switching to the new version is straightforward, some features from the legacy Outlook version are missing. One of them is to import OST or PST files in MS Outlook. Before we explain how to import OST files into the new Outlook, let’s first explore the differences between the two versions.
Difference between new Outlook and old version
The latest versions of Outlook (often referred to as the “New Outlook”) bring a mix of design, functionality, and integration updates compared to the classic or legacy version. Here’s a look at the main differences:
- User Interface (UI) and Design
- New Outlook: Has a cleaner, more minimalist interface that aligns with Microsoft’s design language across its products, emphasizing simplicity and modernity. The navigation bar is more streamlined, and features are more accessible with fewer steps.
- Old Outlook: While functional, the old UI has a more complex layout with toolbars and menus that can feel crowded, especially for new users.
- Integration with Microsoft 365 and Cloud Services
- New Outlook: Built for seamless integration with the Microsoft 365 ecosystem, allowing better synchronization with OneDrive, SharePoint, and Teams. Cloud-based attachments and calendar events are integrated directly.
- Old Outlook: Has integration capabilities but requires more manual setup. It also doesn’t support all newer Microsoft 365 collaboration features.
- Calendar and Scheduling Improvements
- New Outlook: Enhanced calendar with improved scheduling options, “My Day” integration for a snapshot of tasks, and a more intuitive layout for event creation and management.
- Old Outlook: While robust, it lacks some of the quick-access features and calendar intelligence (such as suggested meeting times) found in the new version.
- Search and AI-Powered Features
- New Outlook: Leveraging AI, search functionality is now faster and more intuitive, making it easier to find specific emails, files, or contacts. Suggested replies and insights powered by Microsoft’s AI also aid in productivity.
- Old Outlook: Traditional search capabilities, which can be slower and may require more filtering to locate specific items.
- Performance and Reliability
- New Outlook: Optimized for better performance with cloud synchronization, reducing lag time. It also benefits from regular updates, making it more secure and efficient.
- Old Outlook: Performance can be slower, especially when dealing with large mailboxes or when operating on older hardware. Updates are less frequent.
- Customization and Personalization
- New Outlook: Allows for more customization, including theme adjustments and focused inbox features that filter important emails from less important ones.
- Old Outlook: Basic customization options, but lacks some of the personalization tools like quick access themes and tailored inbox experiences.
- Cross-Platform Consistency
- New Outlook: Offers a similar experience across desktop, web, and mobile, making it easier for users to transition between devices.
- Old Outlook: The experience can vary across platforms, with the desktop client differing significantly from web and mobile versions.
- Security and Compliance
- New Outlook: Enhanced security features, such as multifactor authentication (MFA), data loss prevention (DLP), and advanced encryption options.
- Old Outlook: Security updates are still provided, but they may not include all of the latest enterprise-grade compliance and protection features.
- Platform Support
- New Outlook: The new version is designed to work seamlessly with Windows 10, Windows 11, and macOS, and it’s also compatible with the web version for easy transitions.
- Old Outlook: Although still supported on Windows, it may not receive full optimization updates for newer operating systems and may be phased out over time.
Since these features of New Outlook seem very effective users want to switch to new Outlook. However, certain things are missing in the new Outlook and the most important one is the ability to import/export OST or PST files. Yes, you heard it correctly!
A user cannot import an OST file within the MS Outlook which makes it difficult for a user to use the old backup of Outlook data.
How to Import OST Files in New Outlook?
The “New Outlook” doesn’t currently support direct import of OST files, especially orphaned OSTs, which are Outlook data files associated with a specific Outlook profile or Exchange account. OST files are designed to work offline and sync with the server when connected. However, if you lose access to the original Outlook account or the associated server, the OST file becomes “orphaned,” making it difficult to open or import directly in Outlook.
In this case, the only way to retrieve your data is:
1. Switching Back to the Classic Outlook Version: The classic Outlook version allows for traditional import/export functionality, letting you convert OST data into a format Outlook can read, namely the PST (Personal Storage Table) file format.
2. Converting OST to PST: Since an orphaned OST file can’t be opened directly, you need to convert it to a PST file, which is accessible and importable in any Outlook version. There are two main methods for this:
3. Recreate the OST file (If Source Account Access is Available): If you still have access to the account originally associated with the OST file, simply add this account back into Outlook. Outlook will recreate the OST, syncing data from the server.
4. Convert OST to PST (Without Source Access): If you don’t have access to the source account, you’ll need a third-party tool to convert the OST file into a PST. Many tools allow you to extract emails, contacts, calendars, and other data from an OST and save it in a PST format, which can then be imported back into Outlook.
Steps to Import Data from an Orphaned OST File:
1. Install the Classic Outlook Version: Ensure that you’re using the classic Outlook version since the new Outlook may not support the import process.
2. Convert OST to PST:
- Use a reliable OST to PST conversion tool.
- Convert the file to PST format, ensuring that the tool preserves data structure and attachments.
3. Import the PST File into Outlook:
- In the classic Outlook version, go to File > Open & Export > Import/Export.
- Select Import from another program or file and choose Outlook Data File (.pst).
- Select the newly created PST file, choose where you want the data to go, and complete the import.
Why Not Just Use the OST Directly?
An OST file is encrypted and directly tied to the original Outlook profile and server configuration. When it becomes orphaned, it loses this connection, so the file needs to be converted or recreated to work again in Outlook.
By following these steps and converting the OST to PST, you’ll ensure that all data in the orphaned OST file can be successfully accessed and restored within your Outlook account.
Once you are done with the import process, you can switch back to the newer version if needed. In this way, you can enjoy using data from your old OST file in the new Outlook in a hassle-free manner.
