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How to Open and View a PST File in Microsoft Outlook

How to Open and View a PST File in Microsoft Outlook

This article explains how to download, open, and search a PST file using the desktop version of Microsoft Outlook. PST files cannot be opened in Outlook Web, so please ensure you are using the full desktop application.

1. Download the PST File

  • Use the secure link provided to you by SUNY Fredonia Information Security Office is related to an E-Discovery Request or create your PST file.

  • Save the PST file to your computer.
    Recommended location: your Documents folder.

2. Open Microsoft Outlook (Desktop Version Only)

Important: PST files cannot be opened in Outlook Web. You must use the full desktop version of Outlook installed on your computer.

3. Add the PST File in Outlook

  1. Open Outlook.

  2. Select File in the top-left corner.

  3. Choose Open & Export.

  4. Select Open Outlook Data File.

  5. Browse to the PST file you downloaded.

  6. Click Open.

Outlook will load the PST and add it to your folder list.

4. View and Search the Mail

After opening the PST:

Where to Find the PST

  • A new folder set will appear in the left navigation pane.

  • Scroll until you see a folder labeled:

📁 Top of Information Store

This is the root of the imported PST.

What You Can Browse

Inside the PST, you may see folders such as:

  • Inbox

  • Sent Items

  • Search Folder

  • Any additional folders included in the export

Searching the PST

  • Use the search bar at the top of Outlook to filter or locate messages within the PST.

  • Searches apply only to the folder you have selected unless you expand the search scope.

5. Do Not Move or Edit Items

To preserve the integrity of the exported data:

  • Do not move, delete, or modify any messages or folders.

  • Treat the PST as read‑only for documentation and case review purposes.

Please contract the ITS Service Center at help@fredonia.edu