How to Transfer Outlook Settings Between Computers in 2026?
Outlook stores information in multiple locations depending on the version, account type, and configuration. Email messages are usually stored in PST or OST files, while rules, signatures, and preferences are stored separately. Because of this, a complete transfer requires multiple actions rather than a single copy operation.
This guide explains how to transfer Outlook settings between computers in an easy way!
Before starting, ensure that Outlook is fully closed on both computers. Also, verify that both systems are running compatible Outlook versions, such as Outlook 2019 to Outlook 2021 or Microsoft 365 Outlook. While cross-version transfers usually work, exact matches reduce errors.
How to transfer Outlook Settings Between Computers?
To transfer Outlook settings between computers, you need to copy key Outlook data files, such as PST files, OST profiles, signatures, rules, and account configurations, from the old computer and import them into Outlook on the new system. This process involves backing up Outlook data, recreating or importing profiles, and restoring user-specific settings manually to ensure consistency.
Step 1: Identify your Outlook account type and version
The first step is understanding how your Outlook data is stored. Outlook uses different file types depending on the email account.
If you use POP accounts, your emails are stored locally in PST files. If you use IMAP or Exchange accounts, Outlook uses OST files, which sync data from the server. Knowing this difference matters because OST files are not designed to be copied and reused directly, while PST files are portable.
Open Outlook on the old computer, go to Account Settings, then Data Files. Note the file type, location, and Outlook version. This information ensures you know exactly what needs to be transferred.
Step 2: Back up Outlook PST data files
If your Outlook uses PST files, this is the most important step. These files contain emails, contacts, calendars, and tasks.
Close Outlook completely. Navigate to the PST file location, which is commonly found in the Documents folder under Outlook Files or inside the AppData directory. Copy the PST file to an external drive, USB stick, or secure cloud storage.
This backup acts as both a transfer method and a safety net in case something goes wrong. Never move the file directly without keeping a backup.
Step 3: Export Outlook rules and alerts
Email rules help automate message handling, but they are not always included in PST files. To ensure rules are transferred, export them manually.
Open Outlook on the old computer, go to Rules and Alerts, and use the export option to save the rules file. Store this file with your PST backup. This step ensures that folder-based automation, forwarding rules, and message filtering remain unchanged on the new computer.
Step 4: Copy Outlook signatures manually
Outlook signatures are stored locally and are not included in PST files. If you skip this step, your signatures will be missing on the new computer.
Navigate to the Signatures folder in the AppData directory. Copy the entire folder to your backup location. This folder contains all signature files, including HTML, RTF, and text versions.
On the new computer, copying this folder back into the same directory restores all signatures exactly as they were.
Step 5: Save Outlook templates and custom forms
If you use Outlook templates or custom forms, they must be transferred separately. Templates are usually saved as OFT files.
Locate the Templates folder within the AppData directory. Copy all template files to your backup storage. These templates are often used for repetitive emails, automated replies, or standardized messages, making them valuable to restore.
Step 6: Install Outlook and configure the email account on the new computer
Before importing anything, Outlook must be installed and updated on the new computer. Use the same Microsoft account or license where possible.
Open Outlook and add your email account normally. This step creates a new Outlook profile and prepares Outlook to accept imported data. For Exchange and IMAP accounts, allow Outlook to fully sync before continuing.
Do not import PST files or settings before Outlook finishes initial setup.
Step 7: Import PST files into Outlook
Once Outlook is configured, import your PST data.
Open Outlook, go to Import and Export, and choose the option to import from another program or file. Select the PST file you backed up earlier and choose where to place the data. You can import into existing folders or create new ones.
This step restores emails, contacts, calendars, and tasks that were stored locally.
Step 8: Import rules and reapply preferences
After emails are restored, import the rules file you exported earlier. Open Rules and Alerts and use the import option to load the saved rules.
Next, manually reconfigure Outlook preferences such as reading pane layout, notification settings, and default fonts. Some preferences do not transfer automatically and must be adjusted again.
Step 9: Restore signatures and templates
Copy the Signatures folder and Templates folder from your backup into the corresponding AppData locations on the new computer.
Restart Outlook after copying these files. Once Outlook opens, go to signature settings and confirm that your existing signatures are available and assigned to the correct email accounts.
Step 10: Verify data and clean up
Review your folders, emails, rules, and signatures carefully. Send a test email to confirm signatures and formatting work correctly.
After confirming everything is functioning as expected, keep your backup files stored safely for future use. Do not delete them immediately in case you need to reimport data later.
What Settings Can’t Be Transferred?
Not all Outlook settings can be moved between computers, even with careful preparation.
Some account passwords are encrypted and tied to the Windows user profile, so they must be reentered manually. Certain view settings, toolbar customizations, and add-in configurations may reset during transfer. Cached data stored in OST files cannot be reused directly and must be resynced from the email server.
Additionally, Windows-specific registry-based settings and system-dependent integrations may not transfer and require manual reconfiguration.
Faqs
Can I transfer Outlook settings without PST files?
Yes, but only partial settings will transfer. Server-based accounts like Exchange and IMAP sync emails automatically, but local items such as signatures, rules, and templates still need manual transfer.
Is it safe to copy OST files?
No. OST files are designed for synchronization, not portability. Instead of copying OST files, re-add the account and let Outlook resync data from the server.
Can I transfer Outlook settings between different Outlook versions?
In most cases, yes. Outlook generally supports backward and forward compatibility for PST files. However, some interface settings and add-ins may not carry over.
Do I need third-party tools to transfer Outlook settings?
No. Outlook includes built-in options for exporting data and rules. Third-party tools may simplify the process, but are not required for most users.
How long does the transfer process take?
The time depends on mailbox size and internet speed. Importing large PST files may take several minutes to hours, especially if they contain years of email data.