How to Import PST to Office 365 Without Duplicates?

No admins or users want to waste time deleting unwanted copies of emails from their freshly uploaded PST. That’s why it is not a surprise when many people come forward with the query on how to import PST files from MS Outlook to Office 365 without duplicates. There is no rocket science behind a clean import; it is just a collection of best practices and smart tactics.

Moreover, you don’t need to use trial and error; we will provide you with the steps right here. Let us first check out an overview of what methods are actually available for us so that there is a clear roadmap.

Why are There Different Ways to Import PST to Office 365 Without Duplicating?

The difference in importing strategy is mainly due to the state of the source PST file.

As many may already know, we can have two kinds of PST. The first one is an orphan PST File where the source account is unknown or and the other is where it is still part of an Outlook account. So, we will learn how to import both kinds of PST files into Office 365 in the following section. Be careful while selecting the method, as you may face issues like Office 365 PST import completed with errors.

Method 1. Manual Method to Import PST and Skip Duplicates Using Outlook

You must have the Outlook Classic variant on your system. This is because the new Outlook client does not have a PST import feature and can only view orphan files. The manual method through Outlook has 2 stages depending upon the user conditions.

Stage 1. Check PST File Status to Import / Export PST File Avoiding Duplicates

Before you can deposit the PST file to Office 365, add it to MS Outlook to avoid duplicates. You can skip the import step only if you have the PST within another Outlook account.

Stage 2. Import PST into Outlook Without Duplicates

• Step 1. Open MS Outlook >> Go to File.
• Step 2. Now choose the Open & Export option >> select Import/Export.
• Step 3. Now choose Import from another program or file option inside the Import/Export wizard.
• Step 4. Click Next.
• Step 5. Choose Outlook Data File (.pst) option >> tap Next.
• Step 6. Now browse the location of the PST file and select the option. Do not import duplicates >> Finish.

The duplicate-free PST file has been imported into Outlook and now you have to export it so that you can further migrate it to Office 365.

Stage 3. Export the Duplicate-Free PST File

Now you have a duplicate-free PST file and you have to import it to Office 365. Let us see which methods can be used for the same.

Method 2. Import PST to Office 365 Without Duplicating Using Drive Shipping

Another method to migrate PST files to Office 365 to skip duplicates is by physically shipping the files to Microsoft’s Data Center. However, it is important to note that this manual approach is time-consuming and expensive.

Here is a proper explanation of the process:

• Step 1. Copy the PST files that you want to migrate onto a hard drive.
• Step 2. Encrypt the hard drive using BitLocker or any other encryption method to ensure the security of the data during transportation.
• Step 3. Package the hard drive securely to protect it from any damage during shipping.
• Step 4. Contact Microsoft’s Data Center or the designated address provided by Microsoft for physical data migration.
• Step 5. Follow the instructions provided by Microsoft for shipping the hard drive to their Data Center. This may involve generating shipping labels, providing relevant information, and complying with any specific requirements.
• Step 6. Send the package containing the encrypted hard drive to the designated address using a reliable shipping service.
• Step 7. Once Microsoft receives the package, they will handle the process of extracting the PST files from the hard drive and importing them into your Office 365 account.
• Step 8. After the migration process is complete, Microsoft will notify you of the status and provide any necessary information or reports regarding the migration.

It’s important to consider the potential drawbacks of this method, such as the time it takes for physical shipping, the cost associated with shipping and handling, and the risk of damage or loss during transportation. Additionally, this approach may not be suitable for urgent or time-sensitive migrations.

While this method provides an alternative for PST migration, it is generally recommended for cases where other options are not feasible or practical. It’s advisable to assess the specific requirements and constraints of your migration project before deciding on this manual approach.

For info about Drive Sipping refer to Microsoft article 

Pitfalls of Manual Methods In Importing PST Files to Office 365 Without Duplicates

While manual methods to import PST files to Office 365 without duplicates may seem like an option, there are several pitfalls to consider:

• Manual methods involve multiple steps and processes, which become complex and time-consuming. Especially when dealing with large PST files or a significant number of mailboxes.
• As the manual method is being performed by users, hence, they are prone to human errors, such as selecting incorrect folders, missing files, or encountering issues during the migration process. These errors can lead to data loss, duplicates, or corruption of the migrated data.
• They also lack in providing automation capabilities. Which requires users to perform repetitive tasks individually. This increases the chances of mistakes and makes the overall process less efficient.
• These methods are not suitable for organizations with a large number of mailboxes or complex migration requirements. As, handling multiple PST files manually can become overwhelming, leading to inefficiencies and potential errors.
• Users can not enjoy features such as deduplication, email filtering, or handling complex folder structures, as the manual methods do not comprise any of them. These features are crucial for a smooth migration process and for maintaining data integrity.
• Physically shipping PST files to Microsoft’s Data Center, as mentioned in a previous method, introduces security risks during transportation. There is a possibility of data breaches, loss, or damage to the physical storage media.
• Users can not get comprehensive reporting and monitoring using manual methods. Which makes it difficult to track the progress of the migration or identify any issues that may arise during the process.

Considering this, you can use professional software that offers automation, advanced features, scalability, and data security.

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These tools are specifically designed to streamline the migration process, minimize errors, and ensure a successful and efficient transition to Office 365.

Conclusion

After analyzing all the ways to import PST to Office 365 without duplicates, the manual methods seem to be quite complicated and for a naive user, it can be pretty difficult to adopt these manual techniques. Moreover, the manual method has its limitations and shortcomings.

On the other hand, the above tool seems to be a sophisticated and safer solution to import PST to Office 365 without duplicates instantly. Now, it is up to the user, what they use, but they must be aware of losing crucial data if they follow the manual method.