How to export/import Outlook data from a Mac

Procédure

Introduction

In this documentation, we will look in detail at the different methods and tools available for importing data into Outlook, as well as exporting data from Outlook to other destinations or for backup. Whether you want to migrate to a new instance of Outlook or need to back up your critical information, this documentation will guide you through the process step-by-step, with clear explanations and practical advice to optimise your user experience.

I. Prerequisites

• Microsoft Outlook version 16 or higher (see part II - A) :
• A Microsoft e-mail address or any other address configured in Outlook
• An LWS e-mail address

II. Outlook configuration

A. Checking your Outlook version

To check which version of Outlook you have, follow these steps :

1. Launch the Outlook application from your macOS dock
2. Go to: "Outlook ⇾ about Outlook", then a window will open and you will be able to check the version of your software, in my case here, we are in version 16.77.

B. Checking the legacy version of Outlook

There are two types of version on macOS, a legacy version (the one we're looking for) and a new version that doesn't have the features we need for our import/export.

To do this, follow these steps:

1. Go to: "Outlook ⇾ New Outlook", here you need to check that this line is not ticked, if it is Click on it

2. In the new window, click on "Reset".

3. The new interface should look like this. If yours does, then everything has gone according to plan.

[tips_success]Our version of Outlook is now correctly configured and ready to use[/tips].

III. Export

We can now start exporting our data. To begin, I invite you to go to the Outlook application. We'll be able to export contacts as well as emails.

[tips_warning]Exporting data to the Mac encompasses all the data present on the machine, it is not possible to select the email addresses concerned, so if you have a large number of accounts the export may take some time. It's also a good idea to disable automatic updateson your Mac to avoid unintentional restarts[/tips].

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Once you've taken these factors into account, I suggest you follow these steps

1. Click on "File" then "Export".

2. In the new window, tick "Mail" and "Contacts".

3. Once the items have been selected, click on "Continue".

4. In the new window with several fields, type the name of the file in "Save as" then select "Where", select your directory then click "Save".

5. A new window will open showing the export in progress. You will need to wait for the export to complete. Once completed, a message with a tick and the text "Your data has been exported" will appear, simply confirm with "Finish".

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IV. Importing

We're now going to carry out the steps involved in importing to another Outlook or another address in the same Outlook.

To begin, go to the Outlook application and follow these steps:

1. Click on "File" ⇾ "Import" and select "Outlook archive file for Mac (.olm)" then confirm with "Continue".

2. In the new window, you will need to target the file previously exported and click on "Import".

3. A progress window will appear; you will need to be patient depending on the volume of data to be imported, so it is important not to interrupt this process.

4. Once the import is complete, click on "Finish" and you should have a new folder in the "On my computer" tab, in this case "RestoreLWS OLM".

5. Delete the address folders not affected by the import if you don't want to keep duplicate or useless data.

6. Now copy the necessary data present locally on your Mac to the email address so that the data can synchronise with the server.

7. In the search field, enter: "INBOX" then select the email address concerned in this format: nom@domaine.ext/INBOX. Then press "Copy" to confirm.

8. We'll check that the data has been copied correctly to the server by connecting to Roundcube webmail, and we'll see that the data has been transferred.

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9. Your contacts will also be available in the "On my computer" section under "Contact". Unfortunately, you won't be able to import them to your email address using this method for the time being.

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Conclusion

In conclusion, this comprehensive guide to importing and exporting data on Outlook for macOS offers a clear and detailed approach to the processes involved in efficiently migrating or backing up your vital information. Through step-by-step instructions and practical advice, this document covers everything from checking your Outlook version to handling exported and imported files.