MC931404 – (Updated) New Microsoft Outlook for Windows: Read-only support for .pst files (archived)

Product:

Microsoft 365 Apps, Outlook, Windows

Platform:

Online, Windows Desktop, World tenant

Status:

Launched

Change type:

Admin impact, New feature, Updated message, User impact

Links:

399467

Details:

Summary:
The new Microsoft Outlook for Windows will offer read-only support for .pst files, allowing users to open, read, and search emails in .pst files. Calendar, Contacts, and Tasks data in .pst files will not be accessible in this phase. Rollout begins late November 2024 for Targeted Release and mid-January 2025 for General Availability. Outlook Data File support is enabled by default but can be managed with the OutlookDataFile mailbox policy.

Details:
Updated November 20, 2024: We have updated the content with additional resources
Outlook Data Files (.pst) or Personal Storage Tables files contain Microsoft Outlook user messages and other Outlook items (contacts, appointments, tasks, notes, and journal entries) saved in local files on each user's computer.
With this rollout, the first phase of support for .pst files in the new Microsoft Outlook for Windows will provide read-only access to Mail items in .pst files. Users will be able to open .pst files, read their e-mails in .pst files, and search .pst files for e-mails. All Calendar, Contacts, and Tasks data are saved in .pst files, but cannot be accessed in this preview. In future releases, we will expand the support for PST support capabilities.
This message is associated with Microsoft 365 Roadmap ID 399467.
[When this will happen:]
Targeted Release: We will begin rolling out late November 2024 and expect to complete by early December 2024.
General Availability (Worldwide): We will begin rolling out mid-January 2025 and expect to complete by late January 2025.

Change Category:
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Scope:
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Release Phase:
General Availability, Targeted Release

Created:
2024-11-12

updated:
2025-01-15

Task Type

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Docu to Check

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MS How does it affect me

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MS Preperations

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MS Urgency

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linked item details

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summary for non-techies**

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Direct effects for Operations**

Limited Access to Calendar, Contacts, and Tasks
Users will not be able to access Calendar, Contacts, and Tasks data stored in .pst files, leading to potential disruptions in workflow and communication.
   - roles: End Users, Administrative Staff
   - references: https://support.microsoft.com/en-us/office/open-and-find-items-in-an-outlook-data-file-pst-2e2b55a4-f681-4b93-90cb-31d39349fb95, https://learn.microsoft.com/powershell/module/exchange/set-owamailboxpolicy?view=exchange-ps#-outlookdatafile " target="_blank" rel="nofollow noopener noreferrer">https://learn.microsoft.com/powershell/module/exchange/set-owamailboxpolicy?view=exchange-ps#-outlookdatafile

User Confusion and Frustration
Users may experience confusion and frustration due to the inability to access important data in .pst files, impacting their productivity and user experience.
   - roles: End Users, IT Support Staff
   - references: https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=399467" target="_blank" rel="nofollow noopener noreferrer">https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=399467, https://support.microsoft.com/en-us/office/open-and-find-items-in-an-outlook-data-file-pst-2e2b55a4-f681-4b93-90cb-31d39349fb95 " target="_blank" rel="nofollow noopener noreferrer">https://support.microsoft.com/en-us/office/open-and-find-items-in-an-outlook-data-file-pst-2e2b55a4-f681-4b93-90cb-31d39349fb95

Increased Support Requests
The change may lead to an increase in support requests as users seek assistance with the new limitations, straining IT resources.
   - roles: IT Support Staff, Help Desk Personnel
   - references: https://learn.microsoft.com/powershell/module/exchange/set-owamailboxpolicy?view=exchange-ps#-outlookdatafile, https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=399467" target="_blank" rel="nofollow noopener noreferrer">https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=399467

Configutation Options**

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Opportunities**

Enhanced User Experience with .pst Files
The introduction of read-only support for .pst files allows users to access and search their emails without needing to migrate or import the data into their primary mailbox. This improves user experience by providing quick access to historical emails, especially for those who rely on archived data.
   - next-steps: Communicate the changes to users and provide training on how to access .pst files. Develop documentation to guide users through the process of using the new features effectively.
   - roles: End Users, IT Support, Training Coordinators
   - references: https://support.microsoft.com/en-us/office/open-and-find-items-in-an-outlook-data-file-pst-2e2b55a4-f681-4b93-90cb-31d39349fb95, https://learn.microsoft.com/powershell/module/exchange/set-owamailboxpolicy?view=exchange-ps#-outlookdatafile

Data Retention and Compliance
By allowing read-only access to .pst files, organizations can better manage data retention policies and compliance requirements. Users can still access important emails without the risk of modifying or deleting them, which is crucial for regulatory compliance.
   - next-steps: Review current data retention policies to ensure they align with the new capabilities. Train compliance officers on how to utilize the read-only feature for audits and compliance checks.
   - roles: Compliance Officers, Data Governance Teams, Legal Teams
   - references: https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=399467

Streamlined IT Administration
With the new Outlook Data File policy, IT administrators can manage the access to .pst files more effectively. This reduces the administrative burden of handling user requests for accessing archived emails, as users can do this independently now.
   - next-steps: Implement the OutlookDataFile mailbox policy to control access as necessary. Provide training for IT staff on managing this policy and troubleshooting any related issues.
   - roles: IT Administrators, Help Desk Support, IT Managers
   - references: https://learn.microsoft.com/powershell/module/exchange/set-owamailboxpolicy?view=exchange-ps#-outlookdatafile

Potentional Risks**

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IT Security**

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explanation for non-techies**

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