How to Open (and Close) a PST File in Microsoft Outlook

Need to open a PST file in Outlook? A PST file (Outlook Data File) holds email, calendar items, contacts and tasks saved on your computer, often from an old archive, a backup, an old computer, or an email account you no longer use. This guide shows classic Outlook for Windows (Microsoft 365): File, Open & Export, Open Outlook Data File, finding your old emails under “Outlook Data File” in the folder list, and closing the file safely when you’re done. Opening a PST doesn’t replace your existing email: it shows up as a separate mailbox, next to yours.

What is a PST file?

• An Outlook Data File (.pst) — Email, calendar, contacts and tasks, saved in one file on your computer
• Where they come from — Old archives, backups, an old computer, or an email account you no longer use
• Opening one replaces nothing — It shows up as a separate mailbox, next to yours

How to open a PST file in Outlook, step by step

Step 8: always keep a backup of your PST

• Changes save straight into the file — Deleting, moving or editing items in an open PST changes that file, and can be permanent
• Keep a separate backup copy — Before you open it or make changes, copy the PST to another folder or drive
• Close Outlook before you copy it — Outlook keeps the file in use while it’s running

Good to know

• Your existing email isn’t touched — Opening a PST doesn’t overwrite or replace anything
• The PST stays separate — It isn’t merged into your main mailbox
• Don’t move or delete it while Outlook is using it — Close it in Outlook first
• Folders not showing? — Go to View → Folder Pane → Normal

When to call us

• The PST won’t open, or seems corrupted — Don’t keep retrying: make a copy and call us
• Emails missing after a move or migration — New computer, new email account, or a new provider
• Moving to Microsoft 365 — We’ll bring your old email along

Recap: how to open a PST file in Outlook and close it

• Use classic Outlook (New Outlook off)
• File → Open & Export
• Open Outlook Data File
• Pick your .pst file → Open
• Expand “Outlook Data File”
• Done? Right-click → Close

Printable infographic

Prefer one page? Print our step-by-step infographic and keep it next to your computer.

• Printable Infographic (PNG)

Printable quick guide

• Open & Close a PST File in Microsoft Outlook (1-page quick guide PDF)

Frequently asked questions

Does opening a PST file overwrite my current email?

No. When you open a PST file in Outlook it appears as a separate mailbox in the folder list, usually called “Outlook Data File”. Your main mailbox isn’t changed. But anything you change inside the PST itself (deleting, moving or editing items) is saved straight into that file, so keep a backup copy.

Where are PST files usually saved?

Outlook often keeps them in Documents\Outlook Files, but archives and backups can be anywhere: Documents, an external drive, or a folder copied from an old computer. In the Open Outlook Data File window, browse to wherever yours is saved.

I opened the PST but can’t see any folders. What now?

Click the arrow next to “Outlook Data File” in the folder list to expand it. If the whole folder list is hidden, go to View → Folder Pane → Normal.

How do I close a PST file in Outlook?

Right-click its name in the folder list and choose Close “Outlook Data File” (or the file’s own name). It disappears from Outlook, the file stays on your computer, and your main mailbox is unchanged.

What if my PST file won’t open or seems corrupted?

Don’t keep retrying, and don’t move or delete it. Make a copy of the file first, then call Naples Computers at 239-513-1960, or join a remote session from naplescomputers.com. We recover email from damaged PST files and after migrations.

Related guides

• How to spot a phishing email: 7 warning signs
• How to set up a new Windows 11 computer the right way
• Data recovery
• Remote computer support

Source: Open and close Outlook Data Files (.pst) (Microsoft Support)