How to Import Email Messages into Outlook for Mac? – Easy Tips & Tricks

Ritu Roy | fix how to mac os outlook for mac software technology | 4 minutes read | Modified on: 02-06-2025

To import email messages into Outlook for Mac, you first need to manually export your existing Outlook data into an archive file with a .olm extension. This export includes mailbox items such as emails, calendar events, contacts, notes, and tasks. Creating this archive is a necessary step before transferring mailbox data to a newer version of Outlook for Mac. This article offers a detailed, step-by-step guide on how to successfully import email messages into Outlook for Mac.

Microsoft Outlook is a leading email client used worldwide. It allows users to manage multiple email accounts along with features like calendars, task lists, notes, and more. As part of the Microsoft Office Suite, Outlook is available for both Windows and macOS, and functions similarly on both platforms. However, there is a key difference in how data is stored: Outlook for Mac uses OLM files, while Outlook for Windows stores data in PST files, which are proprietary to Microsoft.

While importing a PST file into Outlook for Mac is relatively simple, exporting data from Mac Outlook into PST format for use in Windows Outlook is not straightforward. On the other hand, OLM files can be easily imported between different versions of Outlook for Mac, making it convenient to upgrade or move data within macOS systems.

How to Import Data into Outlook for Mac

If you’re using Outlook 2016 or 2019 for Mac and need to import data such as emails, contacts, calendars, tasks, or notes, the process involves first exporting this information into archive files. For Outlook on Windows, data is typically stored in a .pst file, whereas Outlook for Mac uses the .olm format. These archive files can then be imported into Outlook for Mac.

Once the import is complete, the content from these files will appear under the ‘On My Computer’ section in Outlook’s navigation pane.

Note: If you don’t see the “On My Computer” folders in your Outlook navigation bar, follow these steps:

Click on Outlook in the menu bar.
Select Preferences.
Go to General settings.
Uncheck the option “Hide on My Computer folders.”

In addition to importing archive files, Outlook for Mac also supports importing identities a feature mainly used when upgrading from Outlook for Mac 2011 to versions like 2016 or 2019.

Whether you’re importing a PST (from Windows Outlook) or an OLM file (from another Mac Outlook), it’s important to follow the appropriate steps to ensure a smooth and complete import process.

Exporting Outlook for Mac Mailbox Items to an Archive File

Archiving your Outlook for Mac mailbox helps manage storage by reducing inbox size. The exported data is saved as a .olm file, which can be stored either locally or on another device. Below is a simplified guide for exporting your Outlook data.

Steps to Export Mailbox Items from Outlook for Mac:

Launch Outlook for Mac.
Go to the File menu and select Export.
In the export dialog, choose the items you wish to export (emails, contacts, calendars, tasks, notes), then click Continue.
In the Save As window, select a location (e.g., Downloads folder under Favorites), and click Save.
After the export finishes, a confirmation message will appear. Click Finish to complete the process.

After the export is done, make sure to note the location of your .olm file it contains all the mailbox data you’ve selected.

Importing Mailbox Data into Outlook for Mac

Once you have the OLM archive, importing it into Outlook for Mac is straightforward. This is particularly useful when moving data between Mac Outlook versions (e.g., from Outlook 2011 to 2016/2019).

Steps to Import an OLM File:

Open Outlook 2016 or 2019 for Mac.
Navigate to the Tools tab and select Import.
Choose Outlook for Mac archive file (.olm) and click Continue.
Browse and select the saved OLM file, then click Import.

The imported items will appear under the On My Computer section in the navigation pane across different categories Mail, Calendar, People, Tasks, and Notes.

Moving Outlook for Mac Data to Windows Outlook

While OLM files work seamlessly between Mac Outlook versions, they aren’t supported in Windows Outlook. To use your Outlook for Mac data in Windows Outlook, you need to convert the OLM file into PST format, which is supported by Windows Outlook.

Manual Method (Using Gmail IMAP):

You can manually transfer data using a Gmail IMAP account as a middleman. However, this method is time-consuming and prone to data loss, especially for large or complex mailboxes.

Conclusion

This guide outlined how to export and import mailbox items in Outlook for Mac using the OLM archive format. Whether you’re transferring data from Outlook 2011 to Outlook 2016/2019 or simply backing up your mailbox, the manual export-import method works effectively.

However, if you plan to migrate your data to Windows Outlook, you’ll need to convert the OLM file to PST format. Due to the limitations and risks associated with manual conversion methods, using a dedicated tool like MacArmy OLM to PST Converter is highly recommended for a safe, efficient, and complete data transfer.