Outlook saves backup information in a variety of different locations. Depending on what type of account you have, you can back up your emails, your personal address book, your navigation pane settings, your signatures, templates, and more.
If you're using a Microsoft Exchange, Microsoft 365, or Outlook.com account, your email messages are backed up on your email server. In most cases, you won't have a Personal Folders file (.pst) for these types of accounts.
In order to view some of the backup files for Outlook, you'll need to unhide system folders and file name extensions. For information on how to perform that task, see How to unhide folders and file name extensions.
Backup information for Microsoft 365, Exchange, or Outlook.com accounts
For Microsoft 365 accounts, Exchange accounts, or Outlook.com, Hotmail.com, or Live.com accounts not accessed by POP or IMAP, you won't have a Personal Folders (.pst) file. You may have an Offline Folders (.ost) file, but that file is automatically recreated by Outlook when you add a new email account. You can't move that file from one computer to another.
For Microsoft 365 accounts, Exchange accounts, or Outlook.com, Hotmail.com, or Live.com accounts not accessed by POP or IMAP, the following information can be transferred from one computer to another.
You can find these settings in one of the following locations:
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Windows 10 drive:\Users\<username>\AppData\Roaming\Microsoft\Outlook\profile name.xml
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Older versions of Windows drive:\Documents and Settings\user\Application Data\Microsoft\Outlook\profile name.xml
You can find the Outlprnt file in one of the following locations:
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Windows 10 drive:\Users\<username>\AppData\Roaming\Microsoft\Outlook\Outlprnt
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Older versions of Windows drive:\Documents and Settings\user\Application Data\Microsoft\Outlook\Outlprnt
You can find the various files that make up your Outlook signatures in one of the following locations:
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Windows 10 drive:\Users\<username>\AppData\Roaming\Microsoft\Signatures
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Older versions of Windows drive:\Documents and Settings\user\Application Data\Microsoft\Signatures
Stationery can be stored in two different locations depending on whether you have the 32-bit or 64-bit version of Outlook installed. You can find the various files that make up your Outlook stationery in one of the following locations:
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All versions of Windows drive:\Program Files\Common Files\Microsoft Shared\Stationery
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All versions of Windows drive:\Program Files (x86)\Common Files\ Microsoft Shared\Stationery
You can find the various files that make up your custom Outlook forms in one of the following locations:
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Windows 10 drive:\Users\<username>\AppData\Local\Microsoft\Forms
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Older versions of Windows drive:\Documents and Settings\user\Local Settings\Application Data\Microsoft\Forms
Your custom dictionary files are stored in one of two places:
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Windows 10 drive:\Users\<username>\AppData\Roaming\Microsoft\UProof
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Older versions of Windows drive:\Documents and Settings\user\Application Data\Microsoft\UProof
Any Outlook templates you've created are stored in one of two places. Templates will have an .oft extension.
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Windows 10 drive:\Users\<username>\AppData\Roaming\Microsoft\Templates
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Older versions of Windows drive:\Documents and Settings\user\Application Data\Microsoft\Templates
Your send and receive settings include which accounts are checked at what frequency. You can find your send and receive settings file in one of the following locations. The file will have an .srs extension.
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Windows 10 drive:\Users\<username>\AppData\Roaming\Microsoft\Outlook
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Older versions of Windows drive:\Documents and Settings\user\Application Data\Microsoft\Outlook
Email, calendar, contact, and task information for POP accounts
If you have a POP account, all of your information is already stored in a Personal Folders (.pst) file. You can move this file to a new computer and retain your information. Moving a .pst file from one computer to another doesn't transfer your email account settings. If you need to set up Outlook on a new computer, copy your .pst file from the old computer, then set up your email account on your new computer.
You can then open the .pst file from the new computer. The location of your .pst file depends on your version of Outlook, your version of Windows, and how you set up your account or created the .pst file. You can find your .pst file in one of the following locations:
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Windows 10 drive:\Users\<username>\Documents\Outlook Files
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Windows 11 drive:\Users\<username>\Documents\Outlook Files
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Older versions of Windows drive:\Documents and Settings\\Local Settings\Application Data\Microsoft\Outlook
Tip: If your Outlook Data File (.pst) becomes large it can slow down your OneDrive sync and may show "Processing changes" or "A file is in use". Learn How to remove an Outlook .pst data file from OneDrive.
How to unhide folders and file name extensions
Some of the folders might be hidden folders, and Windows might have file name extensions (such as .pst, .ost, .pab) turned off. To show hidden folders and file name extensions, do the following:
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Open Control Panel.
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In Windows 10, right-click the Start button, and then click Control Panel.
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In Windows 8, press the Windows key + X, then click Control Panel.
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In Windows 7, click Start > Control Panel.
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In the View by list, make sure either Large icons or Small icons is selected so that you can see all the icons in Control Panel.
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Click Folder Options.
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Click the View tab.
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In the Advanced settings box:
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Under Files and Folders, uncheck the Hide extensions for known file types box
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Under Hidden files and folders, click the Show hidden files, folders, and drives button.
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Click OK.
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