How to Import/Upload PST to Exchange Online Mailbox in 8 Steps – Swiftly

Email data recovery is essential for businesses, particularly after an unexpected hardware failure or a crash. What if a user’s laptop crashes and now they have to access their old emails stored in a PST file backup? What’s the solution to recover their emails? Microsoft provides a method to upload PST to Exchange Online to restore this lost data. By doing so, users can access their data from any device and eliminate the risks of local storage failures. One can also use Import PST to Office 365 Tool, which ensures seamless migration without any data loss. Read on to discover the most efficient method.

A PST (Personal Storage Table) is a local storage file, used by Outlook for storing email mailbox data. It is an offline storage and poses security risks. On the other hand, an Exchange Online Mailbox is a cloud-based email storage system. It allows users with the ability to monitor their emails securely from anywhere.

Reasons to Import PST to Exchange Online Mailbox

Importing PST files to Exchange Online can majorly improve email management. It is beneficial for both, personal and business users. Here are some key advantages of making the migration:

1. Migrating PST files to Exchange Online eases email handling. It stores messages, contacts, and calendar events in one place.
2. By using Exchange Online, users can retrieve their emails from anywhere and on any device.
3. PST files are sensitive to data loss. Exchange Online has integrated security features like encryption, multi-factor authentication, etc. Therefore, importing PST files to Exchange Online helps prevent PST files from getting corrupted or lost.
4. PST files need manual backups. If users import PST file to Exchange Online, then it will automatically back up emails.
5. Users should move PST to Exchange Online as Microsoft takes care of all the updates, backups, and maintenance thereby reducing IT workload.

How to Upload PST to Exchange Online?

Users looking to import PST Files into an Exchange Online Mailbox have four approaches. Three of them are manual methods, involving Network Upload, Drive Shipping, and Outlook Import/Export. The other one is by using PST to Office 365 Migration Tool which is a simpler, automated, and error-free migration tool. 

Network Upload Method to Import PST to Exchange Online Mailbox

Network Upload is an efficient option when organizations need to migrate multiple PST files among different users’ mail accounts. It is one of the secured methods as the data is encrypted and stored in Azure during the upload. Follow these steps to successfully migrate PST Files to Exchange Online Mailbox:

Step 1: Copy the SAS URL 

1. Visit the Microsoft Purview Portal.
2. Now, log in with your MS Office 365 account.
3. Navigate to Data Lifecycle Management > Microsoft 365 > Import.
4. Then, choose + New import job. Now, name the import job and click Next.
5. After that, go to Upload your data and click Next.
6. The import data page opens up. Copy the SAS URL and download Azure AzCopy.

Step 2: Upload the PST file to Office 365

1. Open the Command Prompt.
2. Run the below-mentioned command:

azcopy.exe copy “<Source location of PST files>” “<SAS URL>”

3. Now, go back to Microsoft 365 import process. 
4. Choose “I’m done uploading my files” > “I have access to the mapping file” > Next.
5. Following the next screen, upload and validate your PST mapping file.

Limitations: It is not suitable in situations where the internet speed is either slow or insufficient. The upload process might take a considerable amount of time.

Drive Shipping Method to Migrate PST to Exchange Online

Users can use this method if their PST Files are large. It also offers integrated hardware encryption to secure your PST Files while transporting. The following steps outline the process of migrating PST files to Exchange Online:

1. Navigate to the Microsoft Purview Compliance Portal.
2. Then, select Data Lifecycle Management > Microsoft 365 > Import 
3. Then tap + New import job and name it. Click Next.
4. Choose Ship hard drives to one of our physical locations > Next.
5. Now, download the Azure Import/Export Tool. Copy the PST files to a Hard Drive.
6. After that, create a PST Import mapping file (CSV format).
7. Create an Import job in MS 365. 
8. Lastly, ship your hard drive to Microsoft Centre.

Limitations: For urgent or time-sensitive migrations, Drive shipping is not the best method. Since it involves physical transportation, it may lead to potential delays.

Outlook Import/Export Method to Import PST to Exchange Online Mailbox

This method is a quick way when users have to import only a few PST files to Exchange Online. Below is a detailed process for quick migration:

Step 1: Open Outlook & Log In to your Exchange Online Account 

1. Open Outlook. 
2. Then, go to File > Account Settings > Account Settings > New.
3. Now, Log in with your credentials.

Step 2: Import the PST File

1. Go to File > Open & Export > Import/Export.
2. Choose Import from another program or file > Next.
3. Now, select the Outlook data file(.pst) > Next.
4. Browse the PST file that you want to import and then, click Next.
5. Choose your destination folder and click Finish.

Limitations: For bulk migration, this method is inefficient as it does not include automation and centralized control.

A Dedicated Tool to Upload PST to Exchange Online

Do you need an easy way to move PST Files to Exchange Online? A PST to Office 365 Migration Tool enables users to import multiple files in a single go cutting down manual workload. It protects folder structure, attachments, and all email data. With a user-friendly interface and versatile compatibility, it is a reliable tool for transferring PST files to Exchange Online. 

Use this step-by-step approach to import PST File to Exchange Online:

1. Download and install PST to Office 365 Migration Tool.
2. Go to Restore > Continue.
3. Now, Select PST/OST and then, choose the PST option.
4. Choose from either Select Single File or Select Folder as per your need.
5. Then, choose Select File and browse through your PST file. Click Open.
6. Tap Next. Select Use Modern Authentication > Log in with your Microsoft 365 account.
7. Choose the additional features if needed. Then, select the mailbox in which you want to import.
8. Lastly, click Convert. 

Related Post: Import PST to Office 365 Archive Mailbox.

Conclusion

This blog has highlighted the best ways to upload PST to Exchange Online. While manual migration is an option, it has a few limitations in terms of complexity and efficiency. Instead of struggling with manual processes, using a dedicated PST to Office 365 Migration Tool ensures a smooth migration, saves time, and needs no technical expertise. 

Frequently Asked Questions:

Q- How do I import a PST file into Outlook for free?

Ans- Here are the steps to follow:

1. Launch Outlook.
2. Navigate to File > Open & Export > Import/Export.
3. Select Import from another program or file and click Next.

6. Now, choose Outlook data file(.pst) > Next.
7. Locate your PST file that you want to import and, click Next.
8. Lastly, choose your destination path for your resultant file and click Finish.

Q- How do I import a PST file into a shared mailbox?

Ans- Follow these steps to begin importing:

1. Open Outlook for Desktop.
2. Now, add your shared mailbox first.
3. Go to File > Open & Export > Import/Export.
4. Choose Import from another program or file > .pst file > Next.
5. Select your shared mailbox as the destination folder and start the process.