Move M365 emails from one account to another in Outlook
This guide contains instructions for how to transfer emails from one Microsoft 365 email inbox to another Microsoft 365 email inbox.
This guide will only apply for the Outlook desktop app on Windows. Unfortunately, the web version of Outlook does not have the same functionality.
Option 1: Manual transfer using Outlook (best for individual users)
This method works well if you have access to both accounts in Outlook.
This method only works for existing emails and does not transfer rules, contacts, or calendar items.
Add both M365 accounts to Outlook:
Go to File > Account Settings > Account Settings > New.
Add both email accounts.
Drag and drop emails:
In the Outlook folder pane, open the source account’s inbox or folders.
Select the emails you want to move.
Drag them into the destination account’s inbox or appropriate folder.
You may want to transfer emails in batches if you have a large inbox.
To select multiple emails:
Hold the Control key and click on each email you would like, selected emails will be highlighted in light blue.
Hold the Shift key will select the last email you would like to transfer: the emails listed in between the selected emails, will be transferred in a batch.
You need to drag and drop to the Inbox folder itself, dragging and dropping to the email address listed will not work
It may take some time for the transfer to complete - you can view your inbox in the Windows Outlook app (outlook.office.com) to confirm if the emails were transferred. Failure to follow check Windows Outlook app may result in a loss of emails.
Option 2: Export and import via PST file (more control)
Use this option if you want to move many emails or preserve folder structure.
This method preserves folder structure and metadata.
Export emails from source account:
In Outlook of the source account, go to File > Open & Export > Import/Export.
Choose Export to a file > Outlook Data File (.pst).
Select the folders to export and save the file.
Import emails to destination account:
In Outlook of the destination account, go to File > Open & Export > Import/Export.
Choose Import from another program or file > Outlook Data File (.pst).
Select the destination account and folder.
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