Microsoft Office 365 - Data - How to Transfer Data Between O365 Accounts

Option A (Recommended Method – Full Mailbox Export & Import)

1. Export Mail from Your Old Account

   1. Open Outlook (desktop app) and sign in to your old account.
   2. Click File → Open & Export → Import/Export.
   3. Select Export, then click Get Started.
   4. Choose Outlook Data File (.pst) and click Next.
   5. Select your entire mailbox (make sure all subfolders are included).
   6. Ensure that the options are set to how you prefer them to be, then click Next.
   7. Choose a location on your computer and save the .pst file.
   8. After saving the .pst file, click OK on the optional password prompt to skip setting a password.
   9. On the bottom right-hand side of your screen, click Export.

2. Import Mail into Your New Microsoft 365 Account

   1. Add your new Microsoft 365 account to Outlook.
   2. Go to File → Open & Export → Import/Export.
   3. Under Outlook Data File (.pst), select Get Started.
   4. Choose Select File and browse to the saved .pst on your computer.
   5. Ensure that the options are set to how you prefer them to be, then click Next.
   6. Select your new mailbox as the destination.
   7. Complete the import process.

 This Method Preserves:

1. All folders and subfolders
2. Attachments
3. Sent items
4. Drafts
5. Original folder structure
    

Option B (If You Don’t Have Outlook Desktop)

If you don’t currently use the Outlook desktop app, you have two alternatives:

1. Temporarily Use Outlook Desktop (Recommended)
   This is the safest way to preserve your full mailbox structure and data.

   1. Install Microsoft Outlook (desktop version) — even a trial version will work.
   2. Add both your old account and your new Microsoft 365 account.
   3. Follow the export/import steps outlined in Option A.

2. Manually Forward or Move Emails (Not Recommended for Large Mailboxes)

   1. Log into your old account via webmail.
   2. Select emails or folders and forward them to your new account.

Keep in mind:

1. Folder structure will not transfer automatically.
2. Sent items and drafts may not move correctly.
3. This method is time-consuming and impractical for large mailboxes.

This will transfer your saved contact list to your new mailbox.

1. Export Contacts from Your Old Account

   1. Sign in to Outlook Web.
   2. On the left side menu, click People.
   3. On the top ribbon of the page, Select Export contacts.
   4. Download the contacts file (CSV format) to your computer.

2. Import Contacts into Your New Account

   1. Sign in to your new account.
   2. Go to People.
   3. Select Import contacts.
   4. Select Browse for a file & upload saved CSV file to complete the import.

Option A (Simple – Download & Upload)

1. Download from Old Account
   1. Sign in to old Microsoft OneDrive account.
   2. Select all files/folders that you want moved.
   3. Click Download (creates a ZIP file).
      
   4. Open the Downloads folder.
   5. Right click on the ZIP file and select Extract All.
   6. Choose the location or leave default path and click Extract.
2. Upload to New Account
   1. Sign in to new Microsoft OneDrive account.
   2. Click Create or upload.
   3. Click Files upload.
   4. Select the extracted files/folders that you want to upload.
   5. Click Open to upload.

Option B (Recommended for Large Amounts of Data)

1. Share from Old Account.
   1. Log into old OneDrive account.
   2. Select all files/folders that you want to moved.
   3. At the top of your page, click Share.
   4. A pop-up should appear. At the top of the pop-up, enter your new account email, then click the eye icon.
   5. On the drop-down menu, click Can edit.
2. New Account .
   1. Log into new OneDrive account.
   2. On the left side of your screen, click Shared.
   3. Select all files that got moved.
   4. At the top of your screen, click Add shortcut.
   5. Move them into your OneDrive My Files  (This avoids re-downloading everything.)