How to move a new PST file from Documents\Outlook files into Outlook to copy an existing Outlook folder into it.

Question

I created anew PST file. Outlook Data Files (.pst) are stored in the Documents\Outlook Files folder on the computer. But when I tried to open the new PST file, it returned this: Outlook data files must be opened from within Outlook. So how do I get the new pst file into Outlook?

Answer 1

Hi Bram White, SIOR,

I understand how this can be confusing, especially when you’ve already created the PST file and it looks like it should open normally. Based on my research, this behavior is actually expected in Outlook and does not indicate an issue with your PST file.

Outlook data files (.pst) cannot be opened by double‑clicking them from File Explorer. They must be added (attached) from within Outlook itself. The message “Outlook data files must be opened from within Outlook” is simply informing you of the correct method.

Please follow these steps directly from Outlook:

1. Open Outlook (Classic for Windows).

2. Click File > Open & Export > Open Outlook Data File.

3. Browse to Documents\Outlook Files.

4. Select your newly created .pst file and click OK.

5. Once added, the PST file will appear in the left folder pane (usually at the bottom of the mailbox list).

After the PST is attached:

• Locate the folder you want to copy (for example, a custom folder under Inbox).
• Right‑click the folder and select Copy Folder….
• In the Copy Folder window:
• Select the new PST file (or a folder inside it) as the destination > Click OK.

Outlook will create a complete copy of the selected folder, including all emails and subfolders, inside the PST file.

Note:

• Copy Folder keeps the original folder intact.
• Avoid using Move Folder unless you intend to remove the folder from its original location.

You may find the following official Microsoft articles useful for additional context: Open and close Outlook Data Files (.pst)

I hope this explanation helps clarify why you’re seeing that message and guides you in the right direction. If anything above is unclear, or if you have additional questions, please feel free to let me know.

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Answer 2

Use Outlook’s built‑in command to open the new .pst file; do not double‑click it in File Explorer.

Follow these steps in Classic Outlook for Windows:

1. Open Outlook.
2. Select File on the ribbon.
3. Choose Open & Export > Open Outlook Data File (or Import/Export if you want to import it).
4. Browse to Documents\Outlook Files and select the new .pst file.
5. Click Open.

The .pst will now appear in the folder list (navigation pane). To copy an existing Outlook folder into it, drag the folder from the current mailbox/data file and drop it into the new .pst’s folder tree.

If instead the goal is to import items from that .pst into the current mailbox, use:

1. File > Open & Export > Import/Export.
2. Import from another program or file > Next.
3. Outlook Data File (.pst) > Next.
4. Browse to the .pst, choose how to handle duplicates, then Next.
5. Choose the destination (for example, the current mailbox) and select Finish.

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References:

• Import email, contacts, and calendar from an Outlook .pst file