How to Import PST to Exchange Server: A Comprehensive Walkthrough

But do you know the reliable solutions to import PST to mailbox Exchange 2016? If not, then don’t worry you are not alone! Most of the users don’t know how to do so. That’s why, we created this guide to do the task effortlessly with minimal disruptions. In this informative journey, we will explore the best solutions, checklists, potential issues, and troubleshooting tips. I hope at the end of this article you have all the answers related to the query. 

What is a PST File?

A PST file (Personal Storage Table) is used by MS Outlook to store copies of emails, calendar events, contacts, tasks, and other data. It cannot be accessible without Microsoft Outlook. These files are crucial for Outlook for storing user data, without this Outlook won’t work and show errors. One of the benefits of PST files is that they are stored on the local hard drive, which means users have an offline copy of their data available on their PC. This adds another layer of security to our crucial information. 

However, this file format can create issues like data corruption, when importing to server-based platforms like Exchange Server. In particular, large-size PST will take more time and effort to upload into the On-Premise environment. That’s why it is essential to opt for the automated solution to make this task a breeze. Additionally, it is suggested to split the large PST files to import them efficiently without facing any data corruption issues. 

Why Import PST to Exchange Server?

Have you ever wondered about the reasons for importing PST to Exchange Server? If yes, then go through these below points to understand the same clearly:

• Importing PST data to the Exchange Server ensures a centralized location for managing large data efficiently. 
• One can access their information (emails, contacts, and calendars) via any device.
• Bypass issues with large PST files in Outlook.
• Add another layer of security to email data in a server-based environment. 
• Efficient backup of data in the accidental deletion scenario.
• Synchronized data with mobile devices for better accessibility.
• There is no risk of data corruption in the On-Premsie Exchange environment.
• Gives the advantage of importing multiple PST files into one single server.

Prerequisites to Import PST to Exchange Server

Importing PST to Exchange Server is not a straightforward task. That’s why it is essential to first ensure these prerequisites:

• Ensure that your Exchange Server accepts PST files to import e.g., Exchange Server 2003 doesn’t support any native solution to do so, for that we have to get help from automated solutions. However, for newer versions, manual solutions are available i.e. EAC & PowerShell. 
• Confirm that you have all the administrative rights to proceed with the task.
• Install Outlook in your system (if not installed).
• The target platform i.e. Live Exchange Server should be prepared for this procedure. 
• It is recommended that both the platforms i.e. local machine and Exchange Server can communicate efficiently. This means ensuring your network connection is reliable and fast.
• To import PST to Exchange Server sufficient storage is required in the destination platform. Otherwise, it shows an error, and you have to restart the entire migration.
• Backing up the PST data is a crucial action to ensure data continuity if anything goes wrong.
• Before uploading the PST file, first ensure that they are healthy or not, because corrupted data isn’t accepted by the Exchange Server. 
• Split large PST files to ensure the task is done in minimum time and effort.

Methods for Importing PST to Exchange Server

There are multiple ways to import a PST file into Exchange Server. The following sections describe them according to the Exchange versions. So, without wasting any time, just go through all the solutions first, and select any of them that suits you best. 

#Solution 1. Use the Exchange Admin Center (EAC) to Import PST to Exchange Server 2019, 2016, 2013 & 2010

The Exchange Admin Center is mainly used by the Administrator for managing the Exchange Server. It is a web-used interface that will also help to import PST files to Exchange. To do so, follow the steps mentioned below:

• Open your browser and log in to the Exchange Admin Center.
• Under permissions, make sure your account has the Mailbox Import Export role assigned.
• Go to recipients > migration and choose Import PST.

• The Import Wizard will appear. Enter the UNC path and filename of the source PST files, then click Next.

• Choose the destination Exchange mailbox for the import. You can select either:
  • Import to this mailbox
  • Import to this mailbox’s archive
  • Click Next after making your selection.

• In the final step, configure the following:
  • If you don’t need a notification, uncheck the default selection.
  • To change the notification recipients, click Browse to add or remove users. Click Finish to complete the process.

#Solution 2. Use PowerShell Commands to Import PST to Exchange Server 2019, 2016, 2013, 2010, 2007

This solution is technical but, efficient to import multiple PST to Exchange Server in bulk, which saves time. This is easier and quicker than the EAC method for technical users. Here are the instructions to proceed with the task: 

• Step 1. Use the Import Command i.e. New-MailboxImportRequest

Example:

New-MailboxImportRequest -Mailbox user@example.com -FilePath "\\server\path\file.pst"

• Step 2. Monitor import status by running this cmdlet:

Get-MailboxImportRequest

• Step 3. After completing the import, use this cmdlet to clean up.

Remove-MailboxImportRequest

#Solution 3. Using Microsoft Outlook (Exchange Server 2003)

This solution is specifically used for importing PST to Exchange Server 2003. Those who are using this version will follow these steps for the same: 

1. Open Microsoft Outlook on a machine and connect with the Exchange 2003 server (if not connected) to import PST to Exchange Server 2003.
2. Go to File > Open > Outlook Data File.
3. Select the PST file to import.
4. Once opened, drag and drop the contents of the PST file (emails, calendar events, contacts, etc.) into the corresponding folders in the Outlook mailbox.

How to Import PST to Exchange Server – Steps!

Importing PST to Exchange Server is quite easy with the specified solution, you just need to follow these steps:

Step 1: Select Outlook as the source and Exchange as the target.

Step 2: Choose Email under Workload Selection and apply any date filters.

Step 3: Organize PST files in folders named after Exchange user IDs (e.g., “pst” folder on your drive).

 

Step 4: Ensure each user has a separate folder for their PST files.

Step 5: In the Source tab, set the folder path (e.g., “E:/PST/”) as the Import Folder Path.

Step 6: Enter Exchange Admin credentials in the Destination tab.

Step 7: Add users in the Users tab using one of three methods.

Step 8: Validate permissions and click Start Import to import PST to Exchange Server.

Comparison Between Manual Methods & Automated Method!

Common Issues During PST Import and How to Troubleshoot!

Importing PST to Exchange server procedure poses several issues, we will learn what are they and how to resolve them:

• Corrupt PST Files: It is impossible to import corrupted PST files to Exchange. So, for this issue get help from the SCANPST tool to repair the files.
• Permissions Issues: After initiating the task, users realize that they don’t have enough permission to complete the task. It is recommended first to get all the required credentials or permission like Mailbox Import Export from the Admin, then start with the transition.
• File Size Limitations: Large file import is impossible with Exchange Server. To resolve this issue, you have to split PST files. 
• Duplicate Data: Filter duplicate or unwanted data, and delete that before proceeding with importing, to minimize the time of the migration.

Final Words!

Now, it’s time to say goodbye! But before that, let’s have a quick overview of what we have learned today. Importing PST to Exchange Server is a crucial action for IT Admins for better management of data. However, most of the users don’t know the solutions  to import PST to Exchange Server. That’s why we discussed the best solutions for every Exchange version. By following the step-by-step instructions, expert tips, and checklist, any user can efficiently complete this task.