How to Switch Mac Outlook to Windows Outlook - Complete Tutorial

Introduction

Switching from Mac Outlook to Windows Outlook may sound like a tech nightmare, but it doesn’t have to be. I’ve also been there myself. When I bought the Windows laptop for my work, I faced the big challenge of moving my years of work emails, contacts, and attachments from Outlook on Mac.

At first, I thought I could just copy all my Mac Outlook data and then open it easily on a Windows Laptop. Then I realize it's not that simple. Mac Outlook store the backup data in OLM file format, while Windows Outlook use the PST files. That’s similar to you trying to play a Blu-ray disc in a DVD player, same type of content, but the formats don’t match.

In this tutorial, I’ll share with you my personal experience of what I learned about how to switch from Outlook for Mac to Outlook for Windows smoothly, without losing any data or wasting days figuring out the right solution. So, grab a cup of coffee and let's begin.

Why Do Users Switch from Mac Outlook to Windows Outlook?

I’m not the only one who’s made this move; many users around the world are facing the same issue. Here are some of the most common reasons:

• Change the Work Environment – Many companies rely on or trust Windows systems with Outlook as the standard and easy accessibility.
• Compatibility – Mas Outlook for Windows integrates better with Microsoft 365, Exchange, and enterprise tools.
• New Devices – Upgrading from a MacBook to a Windows PC often requires a migration.
• Performance – Some users find that Windows Outlook runs faster with large mailboxes.

Whatever the reason or need, the struggle is still the same: how do you transfer data safely from OLM to PST for Outlook?

Understanding OLM vs PST

Before starting the conversion methods, let’s clear up the file types for basic understanding:

OLM (Outlook for Mac) – Worked only on the Mac System. Stores all emails, calendars, contacts and other items.

PST (Personal Storage Table) – The standard file format for Windows Outlook.

Since Microsoft Outlook for Windows doesn’t read OLM files directly. To access Mac Outlook data in Windows Outlook, the conversion of OLM files to PST is the only solution to make the switch possible.

Methods to Switch Microsoft Outlook from Mac to Windows

There are a couple of approaches and techniques, but only some of them work; however, they’re time-consuming, slow, and associated with risks. Others are quick but require a third-party tool to complete this task. Here’s a breakdown.

Method 1: The Manual IMAP Synchronization Trick (Free but Tedious)

This is often the first method that users try because it is free of cost.

Steps:

• First, set up a Gmail (or any IMAP-enabled) account in your Outlook for Mac.
• Now, start moving emails from Mac Outlook folders into your Gmail account.
• After that, sync the same Gmail Account with your Outlook for Windows.
• And then drag everything into a PST file format in Windows Outlook.

Drawbacks:

• These methods are very slow, and when you have a large mailbox, it takes lots of time.
• Sometimes attachments may not be transferred correctly and may be missed during the process.
• Calendars, contacts, and tasks don’t always move.
• You need a stable internet connection to do this task.

I tried this method once with 5GB of files, and it took me hours to complete. Some of my folder names are broken in the process, and I lost the formatting of the data. Not ideal for a secure conversion.

Method 2: Using a Professional Converter for OLM to PST Conversion (Recommended)

As I mentioned above, the method was not ideal for converting Mac OLM files to PST format, and 95% of users avoid using this method. To complete the conversion quickly and securely, you can use a dedicated tool like OLM to PST Converter by GainTools. This software is specially built for making the Mac OLM to PST Conversion easy. The expert tools are suggested by the professionals rather than using the risky Manual IMAP trick.

Steps to Convert Mac OLM files to PST

• Install the Mac OLM to Outlook PST Converter.
• Now, upload the Mac OLM file (exported from Outlook Mac).
• Check the complete preview of the uploaded OLM file
• Choose PST type as the output format.
• Lastly, click the Start button.

After completely converting the OLM files to PST format. Now, you can easily import PST files in any edition of Windows Outlook 2024, 2021, 2019, 2016, 2013, 2010, and older versions.

Why this works better:

• Preserves folder hierarchy.
• Keeps attachments, inline images, and metadata intact.
• Works even with large mailboxes.
• Much faster than manual methods.

Things to Keep in Mind Before Switching

• Always keep a copy of your Outlook for Mac OLM data before converting.
• Internet isn’t required – If you use a converter tool, no need for online sync.
• Test with a small file – Try moving a sample OLM before converting your entire mailbox.

Conclusion

Transferring Outlook Files from Mac to Windows is always a bit of a tricky task, but with the right approach, it’s easy and simple to do. I’ve gone through the headaches, so you don’t have to.

If you’re planning to switch from Outlook for Mac to Windows, know that you have two main options: the slow IMAP method or the quick, reliable Mac Outlook OLM to PST Converter Tool.

Personally, I’d go with the latter — because time is too valuable to waste watching folders sync for hours.

FAQs

Q1: Can I Open OLM files Directly in Windows Outlook?

No, Outlook for Windows only supports PST files. You need to convert OLM first.

Q2: Can I Move Contacts and Calendars, too?

Yes, but IMAP won’t transfer them. A converter handles everything.

Q3: Do I need Outlook Installed on my Mac to Export OLM?

Now, you don't need Outlook installed when you already have OLM files to export.