Outlook Office

The University’s migration of faculty and staff electronic mailboxes to Office 365 is bringing many new benefits to Pitt Email users. One feature that most users will appreciate is the increased amount of storage space for saved mail. These instructions cover how to move saved messages from local mail archives (PST files) to your online Office 365 mail storage space on the Microsoft cloud.

All Pitt Email (Outlook) users that have been migrated to Office 365 Mail are allocated at least 50 gigabytes of storage space on the Microsoft cloud. This represents a significant increase in available space when compared to the default storage allocation of the older, on-premises Microsoft Exchange service (Enterprise Exchange). Enterprise Exchange started users with 500 megabytes of storage (a half gigabyte) and then required Help Desk tickets to acquire additional space. These were usually doled out in single gigabyte increases.

Because of these storage limitations, many users chose to store their old mail messages locally, in PST archive files on their primary PC or laptop. This solution is functional but not very secure. Unless you store your archived mail folders on a server or manually back them up yourself, you run the risk of losing your old messages if your hard drive fails.

Outlook starts copying the information from the.pst file to your Microsoft 365 mailbox. If you have lots of data, this may take hours.If you shut down Outlook or disconnect from the Internet before the import completes, it will continue the next time it's reconnected.

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Network storage devices for mac. For this reason, users that have had their Pitt Email (Outlook) account migrated to Office 365 should consider moving their archived files back to their default inbox, where they will be easily available and regularly backed up by Microsoft.

Webmail Users

If you only access Pitt Email (Outlook) on the web and have never run into any email quota problems with your Pitt Email account, then you won’t need to read this page. These instructions are aimed at faculty and staff who primarily use an Outlook email client on a PC or laptop and have had to create a locally-stored mail archive for some reason.

The PST File

The PST file is a mail archive file created by Microsoft for its family of “Outlook”-branded mail applications. These applications include the Entourage mail client for the Macintosh and the web-based Office 365 Mail (the “Outlook” tile in the Office 365 environment). The format of PST files is proprietary, designed to only be opened by Microsoft mail applications. A PST file will be set off by the extension “.pst” if listed on a file inventory. If you look at a PST file’s properties on a Windows system, it will be listed as an Outlook Data File.

Locating Your Mail Archive Folder

If you are not sure whether or not you have mail stored in archive files, you will need to open your Outlook email client and look at the inventory of folders on the left side. For Outlook 2010, 2013 and 2016, you will need to make sure that the Home tab is selected.

If your version of Outlook is accessing a locally-stored archive file, it will be listed under the other folder entries (Inbox, Sent Items, Drafts) and set off with its own triangle icon. If you would like to make sure that a listing is a PST file on your local system, click once on the name so that it is highlighted. Then right click to bring up the secondary menu. If Data File Properties is listed as an option, then the file that you have selected is a PST file.

If you need to know the location of the file on your system, click on the Advanced button on the Properties box. The location of the PST file in your local file system will be listed under Filename.

Importing Mail From a PST File

If you have mail stored in a PST file, you can easily import those messages into your Pitt Email (Outlook) inbox archive with a few steps. How you go about doing this will depend on how you access your mail.

Importing Mail from a PST file using the Office 365 Webmail Interface

You will need to install and configure an Outlook email client application on a laptop or PC if you need to upload archived mail messages from a PST file to Office 365 Email. If you use Office 365 to manage your Pitt email, you will have to set up a mail client on a laptop or PC at least once to move mail from a PST archive to your online inbox. This is because the standard Office 365 mail interface (Outlook Online) does not feature a PST mail import function.

If you have a dedicated faculty or staff PC in a University office, then you probably have a version of the Microsoft Office suite installed. This suite should include a desktop application version of Outlook (Outlook 2010, Outlook 2011 for the Mac, Outlook 2013 or Outlook 2016). If you find a version of Outlook is already installed on your system, set it up for managing your Pitt Email (Outlook) following the instructions in the Read Your Email with a Client (like Outlook) webpage.

If you don’t have Outlook installed, you may have to install it yourself. Instructions for installing a current version of Outlook are available in the Installing Office 365 ProPlus webpage.

Instructions for importing mail from a PST file from various versions of Outlook are available in the sections below.

Importing Mail from a PST file using Outlook 2007

Click on the File tab and select Import and Export.

Select the Import from another program or file option from the 'Import and Export Wizard' box that should appear. Select Next.

Locate and select the Personal Folder File (.pst) option from the 'Import a File' box that should appear. You may need to use the scroll bars to locate the listing. Select Next.

Use the Browse function on the 'Import Personal Folders' box to navigate to the PST file's location on your PC or laptop. When you have selected the PST file using the Browse function, the path of the file should appear in the white field next to the Browse button. Click the Next button.
To copy all of the messages (including their organizing folders, if they are in folders) to your Pitt Email (Outlook) inbox in Office 365, leave the default settings intact on the 'Import Personal Folders' box. Then click the Finish button.
If you would only like to move some of the folders from the archive, then you will need to select those folders in the 'Select the folder to import mail from' section of the box prior to clicking Finish. To be on the safe side, you should transfer all mail to the Office 365 space and then do any organizing (moving into folders, deleting) after the messages have been successfully copied over.

The messages will copy over and should appear under your Office 365 inbox.

Importing Mail from a PST file using Outlook 2010

Click on the File tab and select Open.
Click on Import.

Select the Import from another program or file option from the 'Import and Export Wizard' box that should appear. Select Next.

Locate and select the Outlook Data File option from the 'Import a File' box that should appear. You may need to use the scroll bars to locate the listing. Select Next.

Use the Browse function on the 'Import Outlook Data File' box to navigate to the PST file's location on your PC or laptop. When you have selected the PST file using the Browse function, the path of the file should appear in the white field next to the Browse button. Click the Next button.
To copy all of the messages (including their organizing folders, if they are in folders) to your Pitt Email (Outlook) inbox in Office 365, leave the default settings intact on the 'Import Outlook Data File' box. Then click the Finish button.
If you would only like to move some of the folders from the archive, then you will need to select those folders in the 'Select the folder to import mail from' section of the box prior to clicking Finish. To be on the safe side, you should transfer all mail to the Office 365 space and then do any organizing (moving into folders, deleting) after the messages have been successfully copied over.

The messages will copy over and should appear under your Office 365 inbox.

Importing Mail from a PST file using Outlook 2013

Click on the File tab and select Open & Export.
Click on Import/Export.

Select the Import from another program or file option from the 'Import and Export Wizard' box that should appear. Select Next.

Locate and select the Outlook Data File option from the 'Import a File' box that should appear. You may need to use the scroll bars to locate the listing. Select Next.

Use the Browse function on the 'Import Outlook Data File' box to navigate to the PST file's location on your PC or laptop. When you have selected the PST file using the Browse function, the path of the file should appear in the white field next to the Browse button. Click the Next button.
To copy all of the messages (including their organizing folders, if they are in folders) to your Pitt Email (Outlook) inbox in Office 365, leave the default settings intact on the 'Import Outlook Data File' box. Then click the Finish button.
If you would only like to move some of the folders from the archive, then you will need to select those folders in the 'Select the folder to import mail from' section of the box prior to clicking Finish. To be on the safe side, you should transfer all mail to the Office 365 space and then do any organizing (moving into folders, deleting) after the messages have been successfully copied over.

The messages will copy over and should appear under your Office 365 inbox.

Importing Mail from a PST file using Outlook 2016

Click on the File tab and select Open & Export.
Click on Import/Export.

Select the Import from another program or file option from the 'Import and Export Wizard' box that should appear. Select Next.

Locate and select the Outlook Data File option from the 'Import a File' box that should appear. You may need to use the scroll bars to locate the listing. Select Next.

Use the Browse function on the 'Import Outlook Data File' box to navigate to the PST file's location on your PC or laptop. When you have selected the PST file using the Browse function, the path of the file should appear in the white field next to the Browse button. Click the Next button.
To copy all of the messages (including their organizing folders, if they are in folders) to your Pitt Email (Outlook) inbox in Office 365, leave the default settings intact on the 'Import Outlook Data File' box. Then click the Finish button.
If you would only like to move some of the folders from the archive, then you will need to select those folders in the 'Select the folder to import mail from' section of the box prior to clicking Finish. To be on the safe side, you should transfer all mail to the Office 365 space and then do any organizing (moving into folders, deleting) after the messages have been successfully copied over.

The messages will copy over and should appear under your Office 365 inbox.

ITS highly recommends using the Outlook email client or Outlook Web App (OWA) to access your USC Office 365 email. This page provides links to documentation on how to configure your email client to access Office 365. You can set your email client to access your Office 365 account using either Exchange or Internet Message Access Protocol (IMAP) settings.

Exchange Versus IMAP

There are several advantages to setting up your email client to use Exchange rather than IMAP settings. Exchange only requires that you provide your email address and password for set up; IMAP, however, requires additional server information. Exchange also provides direct access to the USC calendar that is a part of your Office 365 account.

If you are using Microsoft Outlook as your email client, you should use the default Exchange connection type. At this time, ITS also supports connecting with other compatible mail clients using the Exchange and IMAP4 with OAuth2 connection methods, although Exchange is highly preferred.

Setting Up an Office 365 Account Using Exchange

For documentation on setting up your Office 365 account on an email client using Exchange, please see the links in the side navigation to the right of this page.

Microsoft Office Outlook

NOTE: The versions of Outlook that are listed below are the only versions that are supported by Microsoft for use with Office 365.

Microsoft 365 Apps for Enterprise
Outlook 2019
Outlook 2016

Setting Up an Office 365 Account Using IMAP and SMTP with OAuth2 Authentication

Below you will find information on configuring ITS-supported email clients to access your Office 365 account using IMAP and SMTP with OAuth2 authentication. You will need to know your Office 365 email address (based on your USC NetID username), password, and the Office 365 server settings in order to successfully set up your email client. ITS is no longer permitting new accounts to connect with IMAP and SMTP without OAuth2. Existing accounts configured to connect using IMAP and SMTP will need to update their client and client configuration to an OAuth2 compatible client soon as ITS will no longer support basic authentication beginning in early 2021.

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IMAP and SMTP with OAuth2 Server Settings

The following are the incoming and outgoing IMAP server settings for Office 365.

Setting	IMAP (incoming)	SMTP (outgoing)
Server Name	outlook.office365.com	smtp.office365.com
Port Number	993	465 or 587
Encryption Method	SSL/TLS	SSL/TLS
Authentication Method	OAuth2	OAuth2
Username	NetID@usc.edu (which maybe different from your preferred email address)	NetID@usc.edu (which maybe different from your preferred email address)

Outlook

The following screenshots provide summary information on how to connect your email client to Office 365 using the Exchange and IMAP/SMTP (non-Outlook email clients) protocol.

Configuring for Exchange

Find the Mail item in the Windows control panel to add or edit your Outlook account profile.
NOTE: Outlook for Mac configuration is similar

Configuring for IMAP/SMTP with OAuth2

Outlook Email

Use the following screenshot as guidance for configuring your IMAP/SMTP client with OAuth2. The example is for Thunderbird V78.4.

Getting Help

Microsoft Outlook Office

For assistance configuring your email client for Office 365, please contact the ITS Customer Support Center.