Member Avatar for george.frazier.73

I'm trying to use two Outlook 2010 accounts and profiles on two computers and two servers by storing all outlook files on an external hard drive. The problem is that one one server is an Exchange server, the other is an IMAP server. Since Exchange creates an ost file that automatically syncs with the server and IMAP does not, is there a way to transfer all contacts, tasks, and calendar items to my external hard drive, then arrange for the Exchange server to update everything when I connect to it. I am really trying to set it up so I can move seamlessly from the computer that contains the Exchange profile to another computer that only contains an IMAP profile by only moving the external hard drive.

Edited by george.frazier.73
  • 2 Contributors
  • 1 Reply
  • 315 Views
  • 7 Months Discussion Span
  • Latest Post Latest Post by spudireland

Dani AI

Generated

Short answer: an Exchange OST cannot be treated as a portable data store and will not "pick up" changes you make on another PC just by moving it to an external drive. OSTs are tied to the Exchange profile and mailbox and are effectively a cached, profile-specific mirror. IMAP only syncs mail folders, not Calendar/Contacts/Tasks, so those items must live in a PST (or on the Exchange server) to move between machines.

As suggested, a PST gives you a portable container — but note that a PST is a snapshot/archive, not a live two-way sync. Changes you make in a PST on one machine will not automatically merge back into the Exchange mailbox unless you explicitly move or copy those items into the Exchange mailbox while Outlook is online. That is the key limitation for the "seamless move by only moving the drive" workflow.

Practical, safer options:

  • If possible, add the Exchange account to both computers. Let the server be the single source of truth so Calendar/Contacts/Tasks always stay on the server and follow you automatically.
  • If you cannot add Exchange to the second PC, keep a PST as your portable archive, but do not run Outlook directly off the external drive. Copy the PST to the local disk, attach/import it temporarily, then move any items you want the server to hold into the Exchange mailbox while online. After syncing, copy the PST back as your portable backup.
  • For contacts/calendars only, export to standard formats (vCard/ICS) or use a cloud sync account both clients can access; that gives easier cross-machine syncing than IMAP alone.

Warnings and tips: running a PST from a removable drive risks corruption and is not recommended; always close Outlook before unplugging. Test any workflow with a small PST first and keep backups. Avoid relying on OST-to-PST converters unless you vet the vendor carefully — they are a last resort.

Member Avatar for spudireland

Creating a PST file file may be your only answer, go to file, options, advanced, export, select export to a file, next, select outlook data file (pst), select the named account, eg:xx@xx.com, and make sure include subfolders is ticked, next then select the location where you would like the file saved, and finish, on the PC the that you wish to use, open outlook and create the account if you have not already done so, then do the same only you are now importing the file, hope this helps.

Be a part of the DaniWeb community

We're a friendly, industry-focused community of developers, IT pros, digital marketers, and technology enthusiasts meeting, networking, learning, and sharing knowledge.