Product Documentation

Outlook PST Converter User Guide

Follow clear, step-by-step instructions to add, preview and convert Outlook PST files using CubexSoft Outlook PST Converter for Windows and macOS.

Last updated July 2026 Approximately 10 minutes
Guide Summary
10 Steps
15+ Formats
10 min Guide Time
Quick Setup

Before You Begin

Download and install CubexSoft Outlook PST Converter on your Windows computer, then launch the application before following the step-by-step export guide.

Download for Windows Windows 11, 10, 8, 7 & Windows Server
  • Download the latest version.
  • Complete the installation wizard.
  • Launch CubexSoft Outlook PST Converter.
CubexSoft Outlook PST Converter Home Screen
CubexSoft Outlook PST Converter Home Screen
STEP 01 10% Complete

Add Outlook PST Files

Click Add Files on the Home screen. The software will display four options for adding Outlook PST files.

Add Files button in CubexSoft Outlook PST Converter
Click Add Files on the application toolbar to open the file-selection options.

Export Configured Outlook Mailbox

If Outlook is configured on the same machine, select "Export Configured Outlook Mailbox Data".

Export Single File(s)

Add one Outlook PST file from a known location.

Export Multiple Files

Add several Outlook PST files and process them together.

Search Files

Search for PST files when their storage location is unknown.

01
Configured Outlook Mailbox

Export Configured Outlook Mailbox Data

If the Outlook profile is configured on the same machine, users can select the "Export Configured Outlook Mailbox Data" option to export the mailbox data.

Export Configured Outlook Mailbox Data
02
Add one PST file

Export Single File(s)

Use this option when you know the location of the PST file and want to add it directly.

Export Single Files option in CubexSoft Outlook PST Converter
Select Export Single File(s) from the Add Files window.

  1. Select Export Single File(s)

    Click Export Single File(s) in the Add Files window.

  2. Browse to the PST file

    Open the folder where the required Outlook PST file is stored.

  3. Open the selected file

    Select the PST file and click Open to load it into the software.

03
Add several PST files

Export Multiple Files

Use this option to add multiple Outlook PST files together and process them in the same session.

Export Multiple Files option in CubexSoft Outlook PST Converter
Select Export Multiple Files when you need to add several PST files.

  1. Select Export Multiple Files

    Click Export Multiple Files in the Add Files window.

  2. Add the required PST files

    Browse to the file location and select the PST files that you want to process.

  3. Confirm the file selection

    Confirm your selection to add all chosen PST files to the software.

04
Find PST files automatically

Search Files

Use this option when you do not know where the Outlook PST files are stored on the computer.

Search Files option in CubexSoft Outlook PST Converter
Select Search Files to open the PST search window.

  1. Select Search Files

    Click Search Files in the Add Files window.

  2. Open the search window

    A new window will open and display the available PST search options.

Search PST files window with drive and location options
Select the required search location and allow the software to locate available PST files.

  1. Select the search location

    Choose the drive or location that you want the software to scan.

  2. Start the search

    Click the search button and wait while the software locates available PST files.

  3. Review the search results

    Check the PST files found in the selected location.

  4. Add the required PST files

    Select the required files and confirm your selection to load them into the software.

Before continuing

Confirm that the required PST files have been loaded.

  • The required PST file or files are visible in the software.
  • Multiple PST files are listed separately.
  • You are ready to preview the mailbox data.
STEP 02 20% Complete

Preview Outlook PST Data

After adding the Outlook PST files, the software displays the complete mailbox structure. You can browse folders, review emails and verify the mailbox contents before proceeding with the export.

Preview Outlook PST mailbox
Browse mailbox folders, select emails and preview their contents before exporting.

Review the mailbox folders and email contents before choosing the items to export.

  1. Select a mailbox folder

    Click any folder from the left panel, such as Inbox, Sent Items or Drafts.

  2. Review the email list

    The emails stored in the selected folder will appear in the message list.

  3. Open an email

    Click any email to display its complete content in the preview pane.

  4. Verify the information

    Confirm the email details, message body and attachments before proceeding.

Before continuing

Confirm that the mailbox data is displayed correctly.

  • Mailbox folders are visible.
  • Emails are displayed correctly.
  • Email contents can be previewed.
STEP 03 30% Complete

Select Items to Export

Choose the Outlook PST files, mailbox folders and individual items that you want to include in the conversion. Unselected folders and files will not be exported.

Select Outlook PST files and mailbox folders for export
Use the checkboxes beside the PST files and mailbox folders to select the required data.

  1. Locate the loaded PST file

    Find the required PST file in the left-side mailbox tree.

  2. Expand the mailbox

    Click the expand icon beside the PST file to display its mailbox folders.

  3. Select complete PST data

    Select the checkbox beside the PST file name to include all folders and mailbox items.

  4. Select specific folders

    Select only the required folders when you do not want to export the complete PST file.

  5. Review your selection

    Confirm that all required files and folders are selected before moving to the next step.

Before continuing

Confirm that the correct PST data has been selected.

  • The required PST file is selected.
  • All required mailbox folders are checked.
  • Unwanted folders are excluded from the selection.
STEP 04 40% Complete

Open the Export Window & Choose an Export Format

After reviewing and selecting the required Outlook PST data, click the Export button from the application toolbar. The Export window will open, allowing you to choose the desired destination format and continue with the export process.

01
Export Toolbar

Click the Export Button

Once you've selected the required mailbox data, click the Export button located on the top toolbar.

Click Export button from the toolbar
Click the Export button on the toolbar to open the Export window.

  1. Verify your mailbox selection

    Ensure the required PST files and mailbox folders are selected.

  2. Locate the Export button

    Find the Export button in the application's top toolbar.

  3. Open the Export window

    Click the button to launch the Export window, where all supported export formats are displayed.

02
Export Formats

Select the Required Destination Format

The Export window displays all available export, migration and backup destinations. Select the format that matches your requirements.

Export formats window
Choose the destination format from the available export options.

File Formats

Export Outlook PST data to PDF, EML, MSG, MBOX, HTML, TXT and other supported formats.

Email Services

Migrate Outlook PST data directly to Office 365, Gmail, Exchange Server, IMAP and other cloud platforms.

Export Settings

Additional configuration options become available after selecting the export destination.

  1. Browse the available formats

    Review all supported export and migration destinations.

  2. Select the required format

    Click the destination format that best matches your export requirements.

  3. Verify your selection

    Ensure the correct destination format is selected before proceeding.

Before continuing

Verify that the correct export destination has been selected.

  • Export window opened successfully.
  • Required destination format selected.
  • Ready to configure export settings.
STEP 05 50% Complete

Configure Export Settings

After selecting an export format, review the available settings. The options displayed depend on the selected destination.

Configure Export Settings
Configure the available settings before continuing to the next step.
01
Export Settings

Settings Available for Each Export Format

Different export formats provide different configuration options.

Advanced settings

PDF Export

Most options

Configure document layout, attachments and file organisation.

Save Emails Individual PDF or single PDF per folder
Attachment Handling Embed, extract, convert or append
PDF Page Settings Margins, size, orientation and page stamps
File Naming Choose a naming convention
File-based export

Email File Formats

MSG EML EMLX HTML MHT TXT DOC RTF XPS
File Naming available Choose how individual files are named.
Mailbox export

Mailbox Formats

MBOX Thunderbird
Ready to continue No format-specific settings are required.
Direct migration

Cloud & Mail Servers

Office 365 Exchange Gmail IMAP Yahoo AOL Outlook.com Zimbra
Ready to continue Destination account details are added later.

Before continuing

Confirm your export settings.

  • Correct export format selected.
  • Required settings reviewed.
  • Ready to continue.
STEP 06 60% Complete

Select Item Categories

Use category selection to export only the required Outlook item types, such as emails, contacts or calendars.

Select Outlook item categories for selective conversion
Select the item categories that you want to include in the conversion.
01
Selective Conversion

Choose What You Want to Export

Select one or more categories based on the Outlook data you need to convert.

Emails

Export email messages from the selected folders.

Contacts

Convert only the contacts stored in the PST file.

Calendars

Export calendar events, meetings and appointments.

Tasks

Convert Outlook tasks and related task information.

Notes

Export notes available inside the Outlook data file.

Other Items

Include other supported Outlook item categories where available.

02
Selection

Apply Category Selection

  1. Open category selection

    Locate the available item-category options in the export window.

  2. Select the required item types

    Enable only the categories that you want to include in the conversion.

  3. Review your selection

    Confirm that unnecessary categories are disabled before continuing.

Before continuing

Confirm the categories included in the export.

  • Required item categories are selected.
  • Unnecessary categories are disabled.
  • The selection matches the conversion requirement.
STEP 07 70% Complete

Configure Advanced Filters

To export only specific mailbox data, first enable the Advanced Filter Options checkbox, then click Apply Filters to configure one or more filter conditions before starting the export.

Advanced filters in CubexSoft Outlook Export
Enable only the filters required for your selective conversion.
01
Selective Filtering

Choose the Required Filter

One or more filters can be applied to refine the exported mailbox data.

Advanced filters in CubexSoft Outlook Export
Enable only the filters required for your selective conversion.

Date Range

Export emails received or sent within a selected start and end date.

Subject Filter

Export emails whose subject contains specified words or phrases.

To & From

Export emails sent to or received from specified email addresses.

Exclude Folders

Skip selected mailbox folders during the conversion.

02
Filter Configuration

Configure Selective Export

After enabling Advanced Filter Options, you can apply one or more filters to export only the required emails.

  1. Enable Advanced Filter Options

    Select the Advanced Filter Options checkbox to enable selective filtering.

  2. Click Apply Filters

    Click the Apply Filters button to open the filter configuration options.

  3. Configure the Required Filters

    Select one or more filters such as Date Range, Subject, From, To, Keywords, or Folder-based filters, then enter the required values.

  4. Verify the Filter Criteria

    Review all configured filter conditions to ensure that only the required emails will be included in the export.

Before continuing

Confirm the applied filter conditions.

  • Required filters are enabled.
  • Filter values are entered correctly.
  • Excluded folders are reviewed.
STEP 08 80% Complete

Choose the Export Destination

Select the destination where the exported data will be saved. Depending on the selected export format, you may be asked to browse for a local folder or provide the required destination account or server information.

Choose export destination
Browse and select the destination where the exported data will be saved or migrated.
Destination Selection

Select Where Your Data Will Be Exported

Choose the appropriate destination before starting the export process.

  1. Click Browse

    Open the destination selection window.

  2. Select a destination

    Choose the folder where the exported data should be stored.

  3. Create a new folder (Optional)

    Create a dedicated folder to keep exported files organised.

  4. Verify the selected path

    Confirm that the displayed destination is correct before continuing.

Before continuing

Confirm that the destination has been configured correctly.

  • Destination selected.
  • Storage location verified.
  • Destination is ready for export.
STEP 09 90% Complete

Start the Export Process

After reviewing all export settings and confirming the destination, click the Convert button to begin converting the selected Outlook PST data. The software displays a live progress window so you can monitor the export in real time.

Start Outlook PST export
Click the Convert button to begin the conversion process.
01
Begin Export

Start the Conversion

Once everything has been configured, begin the export process.

  1. Review your configuration

    Verify the selected mailbox, export format, destination and export settings.

  2. Click Convert

    Click the Convert button to start converting the selected Outlook PST data.

  3. Wait for processing

    The software processes each selected mailbox folder and exports the data to the chosen destination.

  4. Monitor progress

    Watch the progress indicator to see the current export status and overall completion.

02
Progress Window

Monitor Export Progress

During the export, the software displays live information about the conversion process.

Export progress window
Track the export progress until the conversion completes successfully.

Progress Indicator

Displays the current completion percentage of the export process.

Processing Status

Shows which mailbox folders or items are currently being exported.

Real-Time Updates

Progress information is refreshed automatically throughout the export.

During export

Monitor the export until it reaches 100%.

  • Export process started successfully.
  • Progress window is displayed.
  • Wait until the export reaches completion.
STEP 10 100% Complete

Export Completed Successfully

Once the export process finishes, the software displays a completion message along with a summary of the operation. You can review the export results, open the destination folder and verify the exported mailbox data.

Export completed successfully
Review the export summary after the conversion completes.
01
Verify Results

Review the Export

Confirm that your Outlook mailbox has been exported successfully.

  1. Wait for completion

    Allow the export process to reach 100% before closing the application.

  2. Review the summary

    Read the completion message and review the export details displayed by the software.

  3. Open the destination

    Browse to the selected destination folder or mailbox and verify the exported data.

  4. Verify exported items

    Confirm that the required folders, emails, attachments and other mailbox items are available in the destination.

  5. Review the conversion summary

    After the export completes, the software automatically generates and opens a detailed conversion summary report. Review the report to verify the export status and processed mailbox data.

02
What's Next?

Learn More About Each Export Destination

Different export destinations provide unique features and additional configuration options. Continue with the destination guides to learn more about exporting to specific formats.

File Formats

Learn more about exporting to PDF, PST, MBOX, EML, MSG, HTML and other supported formats.

Email Clients

Explore export guides for Thunderbird, Apple Mail and other supported email clients.

Cloud Platforms

Learn how to export Outlook PST data directly to Office 365, Gmail, Exchange and IMAP.

Export Complete

Your mailbox export has finished successfully.

  • Export completed successfully.
  • Destination verified.
  • Exported data reviewed.
  • Ready to explore destination guides.
Help & Support

Troubleshooting

Find quick solutions to common issues that may occur while loading, converting or exporting Outlook PST files.

Common Issues

Find a Solution

Select the issue that best matches the problem you are experiencing.

Activation Failed

  • Confirm that the licence key was entered correctly.
  • Check the internet connection.
  • Run the software as Administrator.

PST File Cannot Be Loaded

  • Verify that the PST file still exists at the selected location.
  • Close Microsoft Outlook before adding the file.
  • Check the file access permissions.

Conversion Stops Unexpectedly

  • Restart the application and retry the conversion.
  • Check that sufficient disk space is available.
  • Try exporting a smaller selection of folders.

Cloud Login Failed

  • Verify the account credentials.
  • Complete the browser authentication process.
  • Review firewall or proxy restrictions.

Emails Are Missing

  • Review the selected folders and categories.
  • Check the applied advanced filters.
  • Confirm that folders were not excluded.

Exported Files Cannot Be Found

  • Review the destination selected before conversion.
  • Open the destination folder from the completion screen.
  • Search the destination by export date.
Before Retrying

Quick Checklist

Review these items before starting the export again.

  • The latest software version is installed.
  • The PST file is accessible and not in use.
  • The destination drive has enough free space.
  • Categories and advanced filters are reviewed.
  • Cloud credentials and permissions are valid.
  • The selected destination path is writable.
Help & Support

Contact Support

Our support team is here to help with installation, activation, export issues, licensing enquiries and technical assistance.

Email Support

Contact our technical support team for assistance with software installation, activation and export issues.

support@cubexsoft.com

Product Website

Visit the official CubexSoft website for product information, updates and downloads.

www.cubexsoft.com

Download Latest Version

Download the latest build of CubexSoft Outlook Export with recent improvements and fixes.

Download Software

Product Documentation

Browse the complete user guide whenever you need help with software features or export settings.

Back to User Guide
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