How to update your old Outlook database to the new format

One of the main reasons you may want to do this is there are a number of differences between the old style Outlook database (pre 2003) and the latest version, but one of the biggest differences is the increase in the ability to store more data, 20 gigabytes vs. 2 gigabytes.  There are some other new internal features, but to most users they aren't anything significant or noticeable.  So, here is how you upgrade to the newest database format.

First, you need to create a new database.  In Outlook, go to File, New, and select Outlook Data File... You will see this window:


Select Office Outlook Personal Folders File.  This selection creates a new 20 gigabyte database.  Now you need to save it, so pick a file name and click OK:


Now name the Database and click OK:


Now, go to Tools, Email Accounts...
Choose View or change existing e-mail accounts and click Next.

You will now see the below window.  Choose the name you chose for the new database (it's the same name in this example, hopefully you used a new name, LOL). Now click the Finish button.


Now, close and restart Outlook.

When you restart Outlook, you will have two databases open, your new one, and your old one.  Close the old database by right-clicking the Personal Folders file, and choose Close "Personal Folders" ... it may say something different on your computer.  If you aren't sure which folder it is, look at the icons.  If it displays a tray with multiple folders in it, then it is the correct file.  Your main folder icon has a house, small clock, and note pad. (see image below for examples).

Now, you need to import your entire database.  This is very simple.
Go to File and select Import and Export...

In the Import and Export Wizard, choose Import from another program or file.
Click the Next button.

Now choose Personal Folder File (.pst), then click the Next button.


Now, use the Browse button to find your original pst file.  After you select it, click the Next button.

Now for the last step, choose the top folder, Personal Folders in this case.
Make sure the other settings are the same as you see below.
You want to make sure that you import all folders into the top level folder.
Click Finish and watch the magic begin.

 After you finish, you should have a duplicate database in the new format.

A few extra notes here.  While the new format has a claimed 20 gigabyte maximum size, you should know that it will probably only hold about 16 gigabytes because of the overhead used to keep track of the data.  Also, once you start going over 2 or 3 gigabytes of data in this type of database, the program (Outlook) will start slowing down.  I have never really understood by Microsoft never used a real database program, like Access or SQL Server.  I guess they never expected anyone to really use Outlook when they started the project.  A little short sighted since Outlook is used by millions of people in their daily email lives.

Larry Perry
RealeSeller™ Transforms Outlook Into a "Genuine Real Estate CRM Application"
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