How do I import and move data from an Outlook for Mac Archive (.olm) file?

This article provides step-by-step instructions on how to import an Outlook for Mac archive file

Overview

This article provides step-by-step instructions on how to import an Outlook for Mac archive file (.olm) and migrate the imported data from the "On My Computer" section into your active Microsoft 365 cloud mailbox.

Before You Begin

This guide applies to users running Outlook for macOS who need to restore historical emails, calendars, or contacts from a backup file and ensure they are synced to the server.

Part 1: Import the .olm File into Outlook

Before migrating data, you must first import the archive file into your local Outlook application.

1. Open Outlook for Mac.
2. Click on the Tools tab in the top menu bar.
3. Select Import.
4. In the window that appears, select Outlook for Mac archive file (.olm) and click Continue.
5. Locate the .olm file on your computer, select it, and click Import.
6. Once the import process completes, click Finish.

Note: Imported data will appear in the left-hand navigation sidebar under a dedicated section titled "On My Computer". This data is stored locally on your hard drive and is not yet synced to the cloud.

If you don't have an .olm archive, follow the steps outlined at "How to export Gmail to an Outlook for Mac (.olm) file"

Part 2: Migrate Data to Your Active Mailbox

To ensure your archived data is backed up and accessible from any device, you must move it from the "On My Computer" local folders into your active Microsoft 365 email account folders.

Method A: Migrating Entire Folders (Recommended)

If you want to keep your historical folder structure intact, it is best practice to create a dedicated container folder in your cloud mailbox first, then move your archived folders into it.

1. Create a Destination Folder in the Cloud:
   • In the left sidebar of Outlook, locate your active Microsoft 365 / Exchange mailbox account.
   • Right-click (or hold Control and click) on the main account name or your Inbox.
   • Select New Folder from the context menu.
   • Name the folder something identifiable (e.g., Imported History or Archive Backup) and press Enter.
2. Locate your imported archive folders under the On My Computer section in the left sidebar.
3. Right-click (or hold Control and click) the specific folder you wish to move.
4. Select Move Folder... from the context menu.
5. In the search bar that appears, type the name of the new destination folder you created in Step 1 (e.g., Imported History).
6. Select that folder from the list and click Move.

Method B: Migrating Individual Items/Emails

If you only want to move specific items into existing cloud folders:

1. Click on the imported folder under On My Computer to view its contents.
2. Select the items you want to migrate:
   • To select all items: Press Command + A.
   • To select specific items: Hold Command while clicking individual emails.
3. Right-click the selected items, hover over Move, and select Choose Folder... (or drag and drop the selected items directly into the desired folder in your active mailbox).
4. Select your destination cloud folder and confirm.

Part 3: Migrating Calendars and Contacts

Since .olm archives contain all Outlook data, your calendars and contacts are also imported under the "On My Computer" section, but they are only visible when you switch to their respective views.

Migrating Calendar Events

1. In the bottom-left corner of Outlook (or the far-left sidebar, depending on your version), click the Calendar icon to switch to the Calendar view.
2. In the left sidebar, expand the On My Computer section to reveal your archived calendars.
3. Check the box next to the archived calendar to display it.
4. Change your calendar view to List view (Click View in the top menu > Change View > List). This displays all calendar appointments as a spreadsheet-like list rather than a grid.
5. Select the events you want to move:
   • Press Command + A to select all events in the list.
6. Right-click the selected events, choose Move, and select your active Microsoft 365 / Exchange calendar as the destination.

Migrating Contacts / People

1. Click the People or Contacts icon in the Outlook navigation menu to switch to the Contacts view.
2. In the left sidebar, locate the folder under On My Computer where your archived contacts reside.
3. Click into the folder and press Command + A to select all contacts.
4. Drag and drop the selected contacts directly into the Contacts folder of your active Microsoft 365 / Exchange account in the left sidebar.
5. Alternatively, right-click the selected contacts, choose Move, and select your cloud account's contact list.

Troubleshooting & Important Considerations

• Calendar & Contact Syncing: Once moved to the Microsoft 365 cloud folders, your calendars and contacts will automatically sync to the web version of Outlook and any mobile devices connected to that account.
• Sync Time: Depending on the size of the folders you are moving, it may take some time for Outlook to upload the data to the Microsoft 365 server. Keep Outlook open and connected to the Internet until the status bar shows "All folders are up to date."
• "On My Computer" Section Missing? If you do not see the "On My Computer" section, go to Outlook > Settings (or Preferences) > General and ensure that Hide On My Computer folders is unchecked.
• The "New Outlook" vs. "Legacy Outlook": If you are using the "New Outlook" interface, local "On My Computer" folders may not be fully supported or visible. If you run into issues, switch back to Legacy Outlook via the Help > Revert to Legacy Outlook menu, complete the migration, and then switch back.