If you're trying to create a new Outlook Data File and can't find the option, the first thing to check is which Outlook you're actually running. Data files only work in Outlook Classic — the traditional desktop Outlook. The redesigned "New Outlook" doesn't support .pst data files at all, so if you're on New Outlook, this feature simply won't be there no matter where you look.

What Is a Data File, and Why You'd Want One

A .pst (Outlook Data File) is a local file on your computer that stores emails, contacts, and calendar items outside of your main mailbox. People typically use one to:

• Archive old emails to keep their main mailbox lighter and faster.
• Keep a personal folder structure separate from a work account.
• Import mail from an old computer or a different email provider.

Exporting an Exact Copy of Your Mailbox

If you want a complete, ready-made copy of your existing mail — not just an empty file to drag things into — use the Import/Export wizard instead. This copies your messages, folders, and subfolders exactly as they are into a new .pst file, which is the right approach for a proper backup or a full migration.

1. Click File ▸ Open & Export.
2. Click Import/Export. This opens the Import and Export Wizard.
3. Select Export to a file, then click Next.
4. Select Outlook Data File (.pst), then click Next.
5. Choose the mailbox or folder you want to export — select the top-level account/mailbox and make sure Include subfolders is ticked to capture everything underneath it.
6. Click Next, then choose where to save the new .pst file and give it a name.
7. Choose how duplicates should be handled if the file already exists, then click Finish.
8. You'll be prompted to optionally set a password on the file — leave this black as you might forget this and there is no way to retrieve the emails again. You can leave it blank and click OK.

Your new data file will now appear in the folder list on the left-hand side of Outlook, ready to use — you can drag emails into it, or create subfolders inside it just like a normal mailbox.

Need Help?

If you don't see the Data Files option even after switching off New Outlook, or you're not sure whether archiving to a local file is the right move for your setup, get in touch and we'll walk you through it.