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Move Outlook emails to a new computer

It depends on the account type. For accounts that live on the server, just set up the account on the new computer. You only need to copy the file when the messages exist only on the old computer.

Microsoft 365, Exchange, Outlook.com and IMAP accounts

The messages are on the server. On the new computer, add the account in Outlook and it downloads everything again. The .ost from the old computer doesn't need to be copied, and copying it doesn't help: Outlook won't reuse an .ost from another profile.

The exception is when the account no longer works (disabled, password lost, server shut down) or there are folders that only existed on that computer. Then the way out is to convert the .ost to PST, as explained below.

POP accounts and data files

With POP accounts, messages are downloaded and live only on the computer, in a .pst file. The same goes for archive folders and data files created separately.

1. Close Outlook on the old computer.
2. Copy the .pst files, usually in Documents\Outlook Files.
3. On the new computer, open each one under File, Open & Export, Open Outlook Data File.

When to convert the .ost

1. On the old computer, with Outlook closed, copy the .ost from %LOCALAPPDATA%\Microsoft\Outlook.
2. Open the copy in the converter and build the PST. If you also have old PSTs, add them to merge everything into one file.
3. Take the PST to the new computer and open it in Outlook.

The PST is independent: it opens in any Outlook, without the original account, and can be kept as a backup.