What Is an OLM File? Uses, Features, and Common Questions Answered
Summary: An OLM file is a data file format associated with Microsoft Outlook for Mac. It is used to store mailbox content such as emails, contacts, calendars, attachments, notes, and journal entries. This article explains the OLM file format in detail, covering its key features, where it is stored, recommended file size limits, and the process of importing or exporting OLM files between Outlook profiles on both Mac and Windows systems.
Microsoft Outlook relies on several data file formats, such as OST, PST, and OLM, to save mailbox information locally. Unlike PST or OST files, OLM files are not generated automatically. Outlook for Mac instead maintains mailbox data in an .OLK file, which acts as a synchronized local copy of items stored on an Exchange server or other email services. When needed, users can manually export their Outlook for Mac mailbox data into an OLM file for backup, migration, or transfer purposes.
OLM File Extension: An Overview
The OLM file is an Outlook data format commonly used in Outlook for Mac for purposes such as backup, migration, and importing mailbox data into another Mac system or Outlook profile. Introduced with Microsoft Outlook 2011, the OLM format continues to be supported in later versions, including Outlook for Mac 2016 and 2019, as a way to package and store mailbox information.
An OLM file can contain a wide range of Outlook data, including emails, contacts, calendar entries, attachments, notes, tasks, journal items, and archived content, making it a comprehensive container for mailbox data.
Where Are OLM Files Stored?
Many Mac users look for a default storage path for OLM files, but Outlook for Mac does not automatically generate them. As a result, there is no predefined location where OLM files are stored. You will only see an OLM file on your system if you have manually exported mailbox data from Outlook for Mac.
When exporting, users can choose where to save the OLM files. This could be on the Mac’s internal drive, an external hard disk, a USB drive, or even a network-based storage location.
OLM File Size Considerations
There is no officially enforced size limit for OLM files. However, to maintain smooth performance and reduce the risk of issues such as file corruption or data loss, it’s best to keep Outlook for Mac mailbox folders below 2 GB.
One challenge is that Outlook for Mac does not display folder size information directly. To check the size, users often need to drag the mailbox folder out of Outlook and drop it onto the Desktop or another folder, where the size can then be viewed through the file system.
Advantages of OLM Files
The OLM format provides macOS users with an easy way to move emails and other mailbox data from one Outlook for Mac profile to another. This is particularly useful when upgrading to a new Mac or updating Outlook, as it allows users to preserve all their existing emails and data.
Additionally, Outlook for Mac users can create backups of their emails by exporting them to OLM files. These backups can later be imported into any Outlook profile on a Mac, providing a convenient method for data protection and migration.
Disadvantages of OLM Files
While OLM files are useful, they come with several limitations that users should be aware of:
- Mac-Only Compatibility: OLM files are designed exclusively for macOS and Outlook for Mac. Unlike PST files, they cannot be directly imported into Outlook on Windows. To transfer OLM data to a Windows system, users must rely on third-party conversion tools, such as MacArmy Outlook for Mac Converter, to migrate emails from OLM to PST format.
- Limited Export Options: When exporting to an OLM file, Outlook for Mac does not allow selective export of individual folders or specific mailbox items. All data from the configured profiles, including emails, contacts, and calendar items, is exported into a single OLM file. Empty folders are also not included, limiting flexibility during migration.
- No Server Synchronization: Emails or items imported from an OLM file are stored only locally on the Mac. These imported items do not sync with the server, meaning any changes made or emails read will remain on the local machine and will not reflect on the original mailbox or other connected devices.
While OLM files are convenient for backup and migration within Mac environments, their Mac-only compatibility and lack of selective export or server sync can be limiting for some users.
How to Create or Export an OLM File in Outlook for Mac
Exporting an OLM file in Outlook for Mac varies slightly depending on whether you are using Outlook 2011 or later versions like Outlook 2016 or 2019. Below are the steps to create an OLM file in Outlook for Mac 2011:
Steps to Export an OLM File in Outlook for Mac 2011
- Open Outlook 2011 on your Mac and go to File > Export.
- In the Export Wizard, choose the types of items you want to include in the OLM file, such as emails, contacts, calendars, or notes. Once you’ve made your selections, click the right arrow to continue.
- You’ll be asked whether to remove the exported items from your current Outlook profile:
- Select “No, do not delete items” to keep them in Outlook.
- Choose “Yes, delete items after they are exported” if you want the exported items removed from your mailbox. Then click the next arrow.
- Enter a name for your OLM file and select the location where you want to save it. Click Save to start the export.
- Outlook 2011 will begin exporting the selected mailbox items to the OLM file. Once complete, this file can be imported into another Outlook profile on a different Mac.
How to Export an OLM File in Outlook for Mac 2016 or 2019
- Launch Outlook for Mac 2016 or 2019, go to the Tools menu, and select Export.
- In the Export to Archive File (.olm) window, choose the mailbox items you want to include in the OLM file, such as emails, contacts, calendars, or notes. Once selected, click Continue.
- Provide a name for your OLM file and pick the location where you want to save it. Click Save to start the export process.
- Outlook will begin compiling the chosen items into an OLM file. Once the export is complete, click Finish to close the export window.
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How to Import OLM Files to Outlook for Mac or Windows
Importing an OLM file into another Outlook for Mac profile is straightforward. In Outlook for Mac 2011, navigate to File > Import, while in Outlook for Mac 2016 or 2019, go to Tools > Import. Follow the on-screen instructions to add the OLM file and access its mailbox items in your Mac Outlook profile.
However, Outlook on Windows does not support OLM files directly; it only works with PST files. To use an OLM file in Outlook for Windows, you must first convert it to PST format. Tools like MacArmy OLM File Converter can handle this conversion easily. Once the OLM file is converted, you can import the PST file into Outlook for Windows using the standard Import/Export wizard.
Benefits of Using a Professional Solution
MacArmy Mac OLM Converter provides a detailed review mailbox contents before conversion. Users can select specific items to convert, allowing them to filter out unnecessary emails or data.
In addition to migrating OLM files to Windows Outlook, the software also supports exporting OLM data directly to Office 365, giving users more flexibility and control over their mailbox migration. Furthermore, emails can be saved in multiple formats, including PST, EML, MSG, HTML, RTF, and PDF, so they can be accessed across different applications and platforms, including web browsers.
The software offers a free demo version, allowing you to preview mailbox items and evaluate its features. Once satisfied, you can activate the full version to save emails from OLM files to PST or other formats, or export directly to Office 365.
By following these steps and using the right tools, managing OLM files and transferring mailbox data between Mac and Windows becomes simple and efficient. If you have any questions about OLM files, exporting, or conversion to PST, feel free to leave a comment below.
