Update Workspace email to Microsoft 365 email in Windows on the Outlook app

Create a new Outlook profile and switch your Workspace email account from IMAP or POP to Microsoft 365 Exchange settings.

  • IMAP users: To ensure that your data stays connected with your email and is recoverable, follow Step 1: Export calendar or contacts below. Your email and folders are already synced to the server and don't require exporting.
  • POP users: Complete Step 2: Create a new Outlook profile below only. You don't need to export any of your data or complete any other steps.

Note: After updating your account to Exchange settings, you'll need to re-add any other email accounts you had in Outlook. Select File > Add Account and follow the on-screen instructions.

Step 1: Export calendar or contacts

  1. Open Outlook.
  2. To export your calendar, go to Calendar Button Calendar. Or, to export your contacts, go to Contacts Button Contacts.
  3. In the upper-left corner, select File.
    File menu from Contacts
  4. Select Open & Export, then Import/Export.
    Open & Export in left panel and Import/Export button
  5. Select Export to a file, then Next.
    Under Choose an action to perform, Export to a file option
  6. Select Outlook Data File (.pst), then Next.
  7. Under your email account, your Calendar or your Contacts will be selected. Verify the checkbox next to Include subfolders is also selected, and then select Next.
    Check box next to Include subfolders above next button
  8. Select Browse. Then choose where you want to save the backup file, change the file name, and then select OK.
  9. Select Finish.
    You have the option to password protect the backup file. If you want to skip this, select OK.

Repeat these steps to back up both your contacts and your calendar. Afterward, move on to step 2 and create a new Outlook profile.

Step 2: Create a new Outlook profile

Download the Outlook Setup Assistant to create a new profile. It'll add your address as a new Exchange account and move all your data into the new account. Learn more about the Outlook Setup Assistant.

If your email uses POP settings, the Outlook Setup Assistant will attach a local copy of your previous PST to your new Outlook profile. This means you'll have a second inbox named Old_POP. For example, if your email is jane@coolexample.com, the inbox would be called Old_POP_jane@coolexample.com. The Old_POP inbox will contain your previous emails, but all incoming emails will go to your new primary inbox.

Step 3: Import calendar or contacts

  1. Open Outlook.
  2. To import your calendar, go to Calendar Button Calendar. Or, to import your contacts, go to Contacts Button Contacts.
  3. In the upper-left corner, go to File.
    File menu to the left of Home menu
  4. Select Open & Export, then Import/Export.
    Open & Export in left panel and Import/Export button
  5. Select Import from another program or file, then Next.
    Under Choose an action to perform, Import from another program or file option
  6. Select Outlook Data File (.pst), then Next.
  7. Select Browse, find and select your backup file, and select Open. Select Next.
  8. Select Outlook Data File, and then select your Calendar or Contacts. Select Import items into the current folder, and then select Finish.
    Under Choose an action to perform, Import from another program or file option

 

Repeat these steps until you've imported both your contacts and your calendar.

Your data is now on the Exchange server!

Step 4: Add your Microsoft 365 email to Outlook

  1. Open Outlook
  2. Select File, and then select + Add Account.
    Under Account Information, + Add Account
    If you haven't opened Outlook before, you'll see a welcome screen.
  3. Enter your Microsoft 365 Email address and select Connect.
    Enter email and select Connect
  4. Enter your Microsoft 365 Password and select Sign In. If asked, choose if you want to use this account everywhere on your device.
    Enter email password and sign in

 Note: You might need to choose your account type as Work or School to continue.