How To Import Your Email Account From Outlook Into Zimbra

If you use Microsoft Outlook 2010 or newer on Microsoft Windows, and have existing:

You can use our Zimbra Migration Wizard to easily import the above mentioned items from Outlook into your Zimbra account. Upon completion, if you subscribe to our Advanced Email Service, all of your Outlook data will then be available for synchronization with your phone, tablet, or other computers. Customers also have the ability to share any part of their data in Outlook with others, such as co-workers for easy collaboration.

Step 1.) To get started, close Outlook and visit our available downloads page and locate the Zimbra Migration Wizard which is available in both 32 and 64-bit versions. Most Outlook users have the 32-bit version of Outlook installed, so the 32-bit version of the Zimbra Migration Wizard should be downloaded. Or, if you know that you are using the 64-bit version of Outlook, then you'll need to download the 64-bit version of the Zimbra Migration Wizard. If in doubt, simply download the 32-bit version of the Zimbra Migration Wizard. If you happen to download the wrong version by mistake, upon first being run, the Zimbra Migration Wizard will also display a warning that the incorrect version is in use.

Step 2.) Unzip the Zimbra Migration Wizard which you downloaded. Within the folder of unzipped files, locate the file called ZimbraMigration.exe and double click on it to run it.

Step 3.) With the Zimbra Migration Wizard running, select the option for "User Migration migrates a single user from an Outlook Profile or a PST file", then click the Next button. A warning message may appear that "No Exchange Profiles Exist". If it does, simply click Ok to acknowledge it.

Step 4.) The Zimbra Migration Wizard will now prompt you to select where your Outlook data is located, which you would like to import. Outlook is designed to store all of its data (email, contacts, calendar appointments, etc.) within an Outlook Profile and a Profile may contain one or more email accounts. Outlook Profiles are physically stored on your computer in PST (Personal Storage Table) files, for example: outlook.pst. While it is possible for an Outlook Profile to be stored across two or more PST files, the majority of the time, most Outlook users will have only a single Outlook Profile (called Outlook) stored in a single PST file (called outlook.pst). The Zimbra Migration Wizard provides the flexibility to select your Outlook data either by Profile name or by PST file name. When possible, we recommend selecting the Outlook Profile option and selecting the desired Profile to import, which will often simply be called "Outlook". If the Outlook Profile field has no options listed from which to select, you should instead select the PST file option, then click the "..." button shown to the right of that field to select the PST file to import from your computer's local drive. If you need assistance determining where your PST file(s) are located, continue to step 5. Otherwise, if you selected an Outlook Profile, or already know where your PST file(s) are located that you would like to import, click the Next button and proceed to step 8.

Step 5.) If you selected "PST File" in step 5, but are unsure of where on your computer your PST file(s) containing your Outlook data is located, Windows includes a utility that can help. To access it, you'll need to open the Windows Control Panel. The instructions to do so vary depending on the version of Windows you're using.

If you are using Windows 10 or newer: Click on the Windows Start logo in the lower left corner of your screen, then click on the gear icon. The Windows Settings window will appear. Click in the "Find A Setting" box shown and type in "control panel". You will see an item for "Control Panel" appear in a drop down list, which you will need to click on. Next, locate and double click on the icon labeled "Mail (32-bit)". If you do not see a "Mail (32-bit)" icon, in the upper right corner of the Control Panel window, change the "View By" option to "Large Icons". If you still do not see an icon labeled "Mail (32-bit)", locate and double click on the icon labeled "Mail (64-bit)".

If you are using Windows 8 or 8.1: On your keyboard, press the Windows key + C simultaneously. This should cause the Charms menu to appear. Click on the Search icon shown and in the search text field shown, enter "control panel". Then, click on "Control Panel" when it appears in the search results. Next, locate and double click on the icon labeled "Mail (32-bit)". If you do not see a "Mail (32-bit)" icon, in the upper right corner of the Control Panel window, change the "View By" option to "Large Icons". If you still do not see an icon labeled "Mail (32-bit)", locate and double click on the icon labeled "Mail (64-bit)".

If you are using Windows 7/Vista/XP: Click on the Start menu, select Settings, then click on Windows Control Panel. Next, locate and double click on the icon labeled "Mail (32-bit)". If you do not see a "Mail (32-bit)" icon, in the upper right corner of the Control Panel window, change the "View By" option to "Large Icons". If you still do not see an icon labeled "Mail (32-bit)", locate and double click on the icon labeled "Mail (64-bit)".

Step 6.) With the Mail app window that you opened in step 5 above, click the button labeled "Show Profiles". This will display all of the Outlook Profiles setup on your computer. You'll likely have a single Profile called "Outlook". Click on the Profile that you think you are using, then click on the Properties button. In the new window that appears, click on the button labeled "Data Files...". It will then display all of the PST files in use by the Outlook Profile. Typically, there will only be a single PST file (typically called outlook.pst). Make note of the location shown for the PST file(s). If the location field is abbreviated so that you cannot read it, double clicking on the PST file shown will open a new window where you'll be able to also view the PST file location (shown in the field labeled "Filename"). When you are finsihed making note of the location of your PST file(s) click the Cancel or Close buttons shown until all of the windows opened in steps 5 and 6 are closed.

Step 7.) Returning to the Zimbra Migraiton Wizard, with the "PST File" option selected, click the "..." button ot the right of that field and navigate to the location you noted in step 6 to select your Outlook PST file. If you have more than one PST file to import, simply select the first PST file. Additional PST files can be imported in a latter step. Then, click the Next button.

Step 8.) The Zimbra Migration Wizard will prompt you to enter the server and login information for your Zimba account. This information will normally be provided to you when your Zimbra account is provisioned. Once the requested information is entered, click the Next button.

Step 9.) The Zimbra Migration Wizard will ask you what data from Outlook you would like to import. For most customers, we recommend checking the boxes for Mail, Calendar, Contacts, Tasks, Rules, Out Of Office, Sent, and Deleted Items. Some check boxes may be unavailable (grayed out) and can be ignored. Also, we recommend checking the box labeled ""Maximum message size (MB)" and entering the number 25 into the text field shown. This prevents the Zimbra Migration Wizard from spending time attempting to import messages larger than 25 Megabytes in size, since the maximum message size limit on the server is 25 Megabytes. If left unchecked, the Zimbra Migration Wizard will indicate that messages failed to import due to being too large. Then, click the Migrate button to start the automated import process.

Step 10.) As the Zimbra Migration Wizard imports data from your Outlook Profile or PST file, it will display a progress indicator. If you have a large amount of data to import, the migration may require many hours to complete, depending on the upload speed of your Internet connection. When the Wizard completes the migration, we recommend logging in to your Zimbra Web Client to review the data that was imported. This enables you to easily review all of the data for accuracy. If you need to import additional Outlook Profiles or PST files, you may click the Back button to return to step 4, where you may select another Outlook Profile or PST file to import.