Import my Email Data
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Importing other email account messages to Business Exchange Professional account

Our Business Exchange Professional service includes a feature called the Email Aggregator. This feature allows you to monitor another email account and download the email into your Business Exchange Professional mailbox. You can use this feature to import email messages from another email account. Please note that the Email Aggregator will not download any emails which are considered SPAM by our SPAM scoring system.

You can configure an Email Aggregation by logging into the OWA and clicking on My Email Settings in the Navigation menu, the click Edit to the left of Email Aggretations. Alternately, you can access this feature from the End-User Management area in your control panel.

The Email Aggregator runs approximately once per hour.

Importing email, contacts or other items to Business Exchange

To import your existing contacts into your Business Exchange Professional account, you need to first export your contacts to a Personal Folders file (.pst) by using the Import and Export Wizard in Outlook 2003/2007.

  1. On the File menu, click Import and Export.
  2. Click Export to a file, and then click Next.
  3. In the list, click Personal Folder File (.pst), and then click Next.
  4. Click the Contacts folder. If the folder contains a subfolder that you want to include, select the Include subfolders check box, and then click Next.
  5. Under Save exported file as, click Browse, and then specify a location, such as My Documents, and a name, such as Contacts Backup, for your backup file.
  6. If you back up a .pst file that you have backed up to before, click one of the following:
    • Replace duplicates with items exported - Existing data will be overwritten with the information in the file that is being exported.
    • Allow duplicate items to be created - Existing data will not be overwritten, and duplicate information will be added to the backup
    • Do not export duplicate items - Existing data will be kept, and the duplicate information in the folder will not be copied to the backup file.
  7. Click Finish.

Although you can keep your data files in any folder, the default location that Outlook uses when creating .pst data files is the drive:\Documents and Settings\user\Local Settings\Application Data\Microsoft\Outlook folder. This location is a hidden folder. To use Windows Explorer to navigate to this folder, you must first turn on the display of hidden folders. In Windows Explorer, on the Tools menu, click Folder Options. On the View tab, under Advanced Settings, under Files and Folders, under Hidden files and folders, select Show hidden files and folders. If you want to see all of the file name extensions, clear the Hide extensions for known file types check box. Hidden folders appear unavailable to indicate that they are not typical folders.

Finally, you need to import the contents of Contacts Backup.pst into your new Contacts folder by using the Import and Export Wizard.

  1. On the File menu, click Import and Export.
  2. Click Import from another program or file, and then click Next.
  3. Click Personal Folder File (.pst), and then click Next.
  4. In the File to import box, specify the path and file name of the .pst file you want to import.
  5. Click one of the following:
    • Replace duplicates with items imported - Existing data will be overwritten with the information in the file that is being imported.
    • Allow duplicates to be created - Existing data will not be overwritten, and duplicate information will be added to the current Outlook folder.
    • Do not import duplicate items - Existing data will be kept, and the duplicate information in the file will not be copied to the current Outlook folder.
  6. Follow the remaining instructions in the Import and Export Wizard.

If you are unable to configure your Business Exchange Professional account in Outlook 2003 or Outlook 2007 but still wish to import a PST file, you can follow the instructions in the next section.

Import .pst file without Outlook 2003 or Outlook 2007

Business Exchange Professional customers can export their .pst file locally and import it to their account from the Control Panel. This feature is located in the End-User Management area or in the OWA under"My Email Settings" in the Import .pst Files or Contacts section.

Please note that before you can use the Import .pst Files or Contacts feature you must first export your .pst file in Outlook 97-2002 format. This can be completed either by completing the export from that version of Outlook, or by following these instructions:

Outlook 2003 or Outlook 2007 - Export .pst file in Outlook 97-2002 Format

  1. From the "File" menu, select "New" and click on "Outlook Data File".
  2. Select "Outlook 97-2002 Personal Folders File (.pst)" and click "OK".
  3. Choose the location and name of the file. You'll want to save it somewhere that will be easy to find later. Click "OK".
  4. In the "Name" field, type a display name for the .pst file. Do not add a password or the import program will not be able to read your file. Click "OK".
  5. In your Mail Folders, you should now see a Data File with the "Name" you specified in step 4.
  6. From the "File" menu, select "Import and Export".
  7. Select "Export to a file" and click "Next".
  8. Select "Personal Folder File (.pst)" and click "Next"
  9. Select the Folders, Sub-Folders and Items you want to export, and then click "Next"
  10. In the "Save exported file as" field, select the path and name of the file you created in step 3 and then click "Finish".
  11. You may notice an alert box indicating that the .pst file does not support Unicode. Click "OK" to finish the export.

Outlook 2010 - Export .pst file in Outlook 97-2002 Format

  1. From the "Home" tab, in the "New" group click on "New Items, point to "More Items" and then click "Outlook Data File".
  2. In the "Create or Open Outlook Data File" dialog box, choose "Outlook 97-2002 Data File (*.pst)" from the "Save as type" drop down list. Choose the location and name of the file. You'll want to save it somewhere that will be easy to find later. Click "OK".
  3. Do not enter an optional password, as our Import Tool cannot parse .pst files which have passwords enabled. Click "OK".
  4. In your Mail Folders, you should now see a Data File with the file name you specified in step 2.
  5. From the "File" menu, select "Options" and then "Advanced".
  6. In the "Export" section, click on the "Export" button.
  7. Select "Export to a file" and click "Next".
  8. Select "Outlook Data File (.pst)" and click "Next"
  9. Select the Folders, Sub-Folders and Items you want to export, and then click "Next"
  10. In the "Save exported file as" field, select the path and name of the file you created in step 2 and then click "Finish".
  11. You may notice an alert box indicating that the .pst file does not support Unicode. Click "OK" to finish the export.
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