Outlook 365 Web Version

Question

I have an office with two WIN 11 PC's that would like to share the same Outlook email account including editing the same OUTLOOK calendar.

When using the OUTLOOK classic APP both PC's can see the same OUTLOOK email (synchronized on both machines) but the calendar is stored locally only one one PC.

I was told by Microsoft we need to migrate this OUTLOOK email account to OUTLOOK.com 365 WEB account in order for both PC's to see not only the email but the shared calendar.

I created a new alias OUTLOOK.com email account while logged into our Microsoft 365 account but don't see any options to IMPORT the Outlook.PST data file that I exported from our local Classic Outlook APP account.

Questions

1. How can I import this PST file into our new OUTLOOK.com 365 WEB version account?
2. Once done will both PC's be able to access this new OUTLOOK.com 365 WEB version email account including adding / editing calendar events on both PC's?

Brian

Answer 1

Hello Hussey Septic Inc,

Thank you for posting to Microsoft Q&A. It sounds like you have reached a point where the process feels a bit stuck because the "Sync" option isn't appearing as you might expect. That is actually quite normal in this situation, as the "link" feature works a bit differently now than it used to.

Here is an explanation of why that option is missing and the steps to get everything finished manually.

1. Understanding the "Sync" Button

You won't find a specific "Sync with Outlook.com" button or setting in the menu. This is because "syncing" in this context is just another word for uploading.

If you have successfully imported your PST file into the @outlook.com folder set in your Desktop App, the sync is likely happening automatically in the background right now. Outlook is uploading those old emails and calendar entries to the cloud for you.

• To check this, you can look at the very bottom of your Outlook window (the grey Status Bar). If it says "Updating," "Uploading," or "Connected to: Microsoft Exchange," the process is working as intended.

2. Connecting Account 1 with Account 2

You asked how to setup Email account 2 (Outlook.com) to sync with email account 1 (IMAP).

Currently, it is not possible to link them directly. Microsoft removed the "Connected Accounts" feature that allowed Outlook.com to pull email from other accounts, so they cannot mirror each other.

Instead of syncing them, the goal here is to migrate from one to the other. We want to move your data into the Outlook.com bucket so that Outlook.com becomes your new primary calendar and email.

3. How to Move the Calendar

If the calendar data didn't land in the right place during the import, you can force your calendar events onto the Outlook.com cloud so both PCs can see them.

• Open the Outlook Classic Desktop App on PC #1.
• Click the Calendar icon in the bottom left.
• You should see two calendars on the left side: one for your Business Name (which likely has your data) and one for Outlook.com (which is likely empty).
• Click on the Business Name calendar (the one with the data).
• Click the View tab, then Change View, and select List. This turns your calendar into a list of text events.
• Press Ctrl + A on your keyboard to select all events.
• Right-click and select Copy.
• Now, click on the Outlook.com calendar on the left side.
• Right-click in the empty space and select Paste.

This manually moves your history. Outlook will now upload these events to the cloud. Once the upload finishes, PC #2 will see them automatically.

4. How to Handle New Email

Since the accounts cannot be linked directly, you can ensure new emails sent to your business address arrive in your new shared Outlook.com inbox by setting up forwarding.

• Log in to the Webmail for your business email (e.g., GoDaddy, Network Solutions, or whoever hosts your business email).
• Find the Settings or Forwarding menu.
• Set up a rule to Auto-Forward all incoming mail to your new @outlook.com address.
• I recommend checking the box to "Keep a copy on the server" if available, as it serves as a good backup.

I hope this explains what has transpired with the transfer process. Please let me know if these steps help.

---

If the answer is helpful, please click "Accept Answer" and kindly upvote it. If you have extra questions about this answer, please click "Comment".

Note: Please follow the steps in our documentation to enable e-mail notifications if you want to receive the related email notification for this thread.

Answer 2

To import a PST file into your new Outlook.com 365 Web account, you will need to follow these steps:

1. Use Outlook Desktop App: Unfortunately, you cannot directly import a PST file into the Outlook.com web interface. You will need to use the Outlook desktop application to do this.
   • Open the Outlook desktop app on one of your Windows 11 PCs.
   • Go to File > Open & Export > Import/Export.
   • Select Import from another program or file and click Next.
   • Choose Outlook Data File (.pst) and click Next.
   • Browse to the PST file you want to import and choose how you want to handle duplicates.
   • Select the folder to import from (usually the top-level folder) and ensure that you check the option to include subfolders.
   • Complete the import process.
2. Sync with Outlook.com: Once the PST file is imported into the Outlook desktop app, ensure that the account is set up to sync with your Outlook.com account. This should automatically sync your emails, calendar, and contacts to the web version.
3. Accessing the Calendar: After the import and syncing are complete, both PCs should be able to access the same Outlook.com email account, including the shared calendar. You will be able to add and edit calendar events from either PC, as they will both be connected to the same Outlook.com account.

Make sure both PCs are logged into the same Outlook.com account to ensure that all changes are synchronized across devices.