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Among Microsoft Office applications, MS Outlook is one of the most widely used email clients, especially in professional and corporate environments. Outlook is available for both Windows and Mac operating systems; however, the key difference lies in the file formats used to store data. Outlook for Windows uses the PST file format, while Outlook for Mac stores mailbox data in the OLM format.

In recent years, users have increasingly shifted from desktop-based applications to cloud-based platforms. Today, the cloud is not just used for backup but also for everyday work and data storage. To meet this demand, Microsoft introduced Office 365, a subscription-based, web-driven solution that provides access to multiple Microsoft applications. Office 365 supports full functionality of MS Office tools for both Windows and Mac users through an online interface.

If you are a Mac user planning to switch to Windows and want to access your mailbox in Office 365 without using macOS, you must first convert OLM file into PST format. This step is required because Outlook for Windows does not support OLM files. Once the conversion is complete, the PST file can be imported into Office 365.

Introduction to MS Outlook and Office 365

Microsoft Outlook: Microsoft Outlook is a powerful and commonly used email client designed for both personal and professional users. Its user-friendly interface makes it easy to manage emails, contacts, calendars, and other mailbox items. Outlook is available for both Windows and macOS platforms.

Office 365: Office 365 is a cloud-based email and productivity platform that allows users to access Outlook and other Office applications from anywhere. Outlook 2016 and later versions are integrated with Office 365, offering seamless access to cloud services. Outlook Web App (OWA) enables users to access their emails on multiple devices, including Windows and Mac computers, smartphones, tablets, and other supported platforms.

Reasons to Migrate OLM Files to Office 365

There are several reasons why users choose to move from Mac Outlook OLM files to Office 365:

• Many Mac Outlook users prefer migrating to Office 365 to take advantage of its advanced cloud-based features.
• Office 365 allows users to access their emails from any location worldwide, which is not fully supported by traditional Mac Outlook versions.
• An Office 365 account can be accessed from any operating system, whereas Mac Outlook data is limited to macOS environments.
• Office 365 provides enhanced security features, reducing the risk of malware and data loss due to its cloud infrastructure.
• It offers a complete business solution by combining email, contacts, calendars, and Office applications such as Word, Excel, and PowerPoint with cloud storage.

Manual Method to Convert Mac OLM Files to Office 365

There is no direct option to import OLM files into Office 365. To complete this migration manually, you must first move the data from OLM to a PST file or sync it through an IMAP account. One commonly used method involves using a Gmail IMAP account as an intermediary.

Manual Conversion Steps

• Create or sign in to a Gmail account and enable IMAP settings.
• Configure the Gmail account in Outlook for Mac containing the OLM file.
• Create a new label in Gmail and start synchronizing the OLM mailbox with the IMAP account.
• Move all required emails and mailbox items from the OLM file to the IMAP mailbox.
• Configure the same Gmail IMAP account in Outlook for Windows.
• Download and transfer the synchronized emails from the IMAP mailbox into Outlook, where they are saved as PST data.

Once these steps are completed, the OLM data will be available in Outlook for Windows and can be further imported into Office 365.

Steps to Import an Outlook PST File into Office 365

You can migrate PST files to Office 365 by using the Microsoft PST Capture Tool. This utility allows you to locate PST files stored across your network and import them into specific Office 365 mailboxes. With this method, multiple PST files can be imported into selected user accounts within your organization.

Step-by-Step Process

1. Download and install the PST Capture Tool on your system.
• Note 1: The service account used for installation must be added to the Local Administrators group on the server.
• Note 2: You must also manually install the PST Capture Agent on every computer that contains PST files. Make sure the agent is installed on the machine where the PST file is stored.
2. Once installation is complete, launch the PST Capture Tool.
3. On the main screen, you will see two options:
   “New PST Search” and “New Import List.”
4. Select “New PST Search” and choose a client computer from your domain.
5. On the next screen, proceed with the default settings or modify them as required.
6. Choose whether you want to run the scan manually or schedule it, then click Next and Finish.
7. Return to the PST Capture Tool console, select your machine name, and click “Search All Now.”
8. After the scan completes, select the detected server and PST file. Click New Import List, choose Cloud Import, and move to the newly created Cloud Import List tab.
9. Enter your Office 365 login credentials to establish the cloud connection.
10. Review and verify all the configuration settings carefully.
11. Configure the Message Import options based on your requirements.
12. From the Archive Mailbox settings, choose the option to import the PST directly into the Online Archive mailbox linked to the primary mailbox.
13. Select the items you want to import under Non-Mail Item settings.
14. In the Staging Area settings, review the PST file location and its size.
15. Use Import Tolerance settings to define when the import process should stop if too many items fail.
16. Finalize the General Settings and click OK.
17. On the main screen, select Set Mailbox. A new window will appear showing available mailboxes. Choose the mailbox where the PST content should be imported.
18. The main interface will now display the selected PST file mapped to the chosen mailbox.
19. Click “Import All Now” to start the import process.
20. If needed, you can stop the operation at any time by selecting “Stop Import.”
21. Once the process is complete, log in to Office 365 and open Outlook Web App (OWA). You will be able to see the imported PST data, including emails and calendar entries.

Note 3: Ensure that your account is a member of the Organization Administrator group.

Limitations of the Manual Method

Although the manual approach is effective, it is time-consuming and can be difficult to manage. Due to the lengthy and complex steps involved, users often encounter errors during the PST import process. As a result, failures and interruptions are quite common.

Alternative Error-Free Solution

If you want a faster and more reliable way to migrate data without technical complications, using a third-party OLM to Office 365 Converter tool is a better option. Such tools allow direct conversion and import into Office 365 with minimal effort and reduced risk of errors.

Conclusion

In this article, we explained why converting OLM files to Office 365 has become essential and explored the available methods to accomplish this task. While the manual approach can be used, it often involves a complex, time-consuming process and carries the risk of data loss. Because of these limitations, relying on a professional and advanced solution such as an OLM Converter tool is a more practical choice, as it ensures a faster, safer, and more efficient migration experience.