Keeping local copies of your Outlook messages protects your information and makes it accessible without an internet connection. If you’ve ever wondered how to export emails from outlook, you’re in the right place. This guide walks you through every method step by step.
Exporting emails from Outlook is simpler than you might think. Whether you’re backing up important conversations or moving to a new email client, having a local copy gives you control. Let’s get started.
How To Export Emails From Outlook
Microsoft Outlook offers built-in tools to export your emails. The most common method uses the Import/Export wizard. This works for both Outlook 2016, 2019, 2021, and Microsoft 365 versions.
First, open Outlook on your computer. Click on the “File” tab in the top-left corner. Then select “Open & Export” from the menu. Finally, click “Import/Export” to launch the wizard.
Step-By-Step Guide Using The Import/Export Wizard
- Open Outlook and go to File > Open & Export > Import/Export.
- Choose “Export to a file” and click Next.
- Select “Outlook Data File (.pst)” and click Next.
- Pick the folder you want to export (like your Inbox or entire mailbox).
- Check “Include subfolders” to export everything inside.
- Click Next, then choose a save location on your computer.
- Set a password if needed, or leave it blank. Click Finish.
Your emails are now saved as a .pst file. This file contains all your messages, attachments, and folder structure. You can open it later in Outlook or import it to another computer.
Exporting Emails To CSV Or Excel Format
Sometimes you need emails in a spreadsheet format. Outlook can export contacts and calendar items to CSV, but emails themselves export as .pst. For email data in CSV, you’ll need a third-party tool or a manual workaround.
One option is to forward emails to yourself and copy the text. But that’s tedious for many messages. A better approach is using Outlook’s “Save As” feature for individual emails.
Saving Individual Emails As .msg Or .txt
- Open the email you want to save.
- Click File > Save As.
- Choose a location and select the file type (.msg for Outlook format, .txt for plain text).
- Click Save.
This works for one email at a time. For bulk exports, stick with the .pst method.
Exporting Emails From Outlook Web App (OWA)
If you use Outlook on the web, the export process is different. You can’t directly download a .pst file from the browser. But you can download emails as .eml files individually.
Open the email in OWA. Click the three dots (More actions) and select “Download”. This saves the email as an .eml file. Repeat for each message you need.
For bulk exports, consider using Outlook desktop app. Sign in with your account and follow the .pst export steps above. The desktop app syncs your emails for easy export.
Using Third-Party Tools For Bulk Export
Several tools can export emails from Outlook to PDF, CSV, or other formats. These are useful if you need to convert many emails at once. Examples include SysTools Outlook Export and Kernel Outlook Export.
These tools often have free trials. They can export emails with attachments, filter by date, and preserve folder structure. Always download from official sites to avoid malware.
Exporting Emails To A Different Email Client
Moving to Gmail, Yahoo, or another service? Export your Outlook emails as .pst first. Then import them into the new client. Most email clients support .pst import or offer migration tools.
For Gmail, you can use Outlook’s IMAP settings. Configure your Gmail account in Outlook, then drag emails from your old folder to the Gmail folder. This syncs them to your Gmail account.
Importing .Pst Files Into Outlook On Another Computer
- Copy the .pst file to the new computer via USB or cloud storage.
- Open Outlook on the new computer.
- Go to File > Open & Export > Open Outlook Data File.
- Browse to the .pst file and select it.
- The folder appears in the navigation pane.
You can also import the .pst file into an existing profile. Use File > Open & Export > Import/Export > Import from another program or file.
Common Mistakes When Exporting Emails
Many users forget to include subfolders. Always check the “Include subfolders” box to capture all emails. Another mistake is not saving the .pst file to a safe location. Use an external drive or cloud backup.
Some people set a password and forget it. If you lose the password, you can’t open the .pst file. Write it down or skip the password if security isn’t critical.
What To Do If Export Fails
- Close Outlook and restart your computer.
- Run Outlook as administrator (right-click Outlook icon > Run as administrator).
- Check your Outlook profile for corruption. Go to Control Panel > Mail > Show Profiles > Repair.
- Try exporting a smaller folder first to test.
If the wizard doesn’t work, use the “Open Outlook Data File” method to create a backup manually. Right-click the folder and select “Copy Folder”. Paste it into a new .pst file.
Exporting Emails From Outlook For Mac
Outlook for Mac uses a different export process. Open Outlook and go to File > Export. Choose what to export (email, contacts, calendar). Select a location and save as an .olm file.
This .olm file is the Mac equivalent of .pst. You can import it into Outlook on another Mac. For Windows, you’ll need to convert .olm to .pst using a third-party tool.
Exporting Emails To PDF Format
Sometimes you need emails as PDFs for sharing or printing. Outlook doesn’t have a built-in PDF export for multiple emails. But you can print individual emails to PDF.
Open the email, press Ctrl+P (Cmd+P on Mac), and choose “Microsoft Print to PDF” as the printer. Save the file. For bulk PDF export, use third-party tools like Total Outlook Converter.
Automating Email Exports With Rules
You can set up Outlook rules to automatically save incoming emails to a folder. This isn’t a direct export, but it organizes emails for easier export later.
Go to File > Manage Rules & Alerts. Create a new rule. Choose “Apply rule on messages I receive”. Select “move it to a specified folder”. Then export that folder periodically.
Using PowerShell To Export Emails
For advanced users, PowerShell scripts can export emails from Outlook. This requires some coding knowledge. A simple script can export all emails from a folder to .msg files.
Search online for “Export Outlook emails PowerShell script”. Test the script on a small folder first. This method is powerful but not beginner-friendly.
How To Export Emails From Outlook Without Losing Attachments
When you export to .pst, attachments are included automatically. They stay inside the file. To extract attachments separately, you need to save them manually or use a tool.
Open each email, right-click the attachment, and select “Save As”. For bulk attachment extraction, use a third-party add-in like Attachment Extractor.
Exporting Only Specific Emails
You don’t have to export your entire mailbox. Use the search feature to find specific emails. Then select them (hold Ctrl and click each email). Right-click and choose “Move” to a new folder. Then export that folder.
Another way is to create a search folder. Go to Folder > New Search Folder. Choose criteria like “Mail from specific people”. Then export that search folder.
Backing Up Outlook Emails To Cloud Storage
After exporting to .pst, upload the file to Google Drive, Dropbox, or OneDrive. This gives you an off-site backup. Make sure to encrypt the file if it contains sensitive data.
Some cloud services have file size limits. Large .pst files may need to be compressed using WinRAR or 7-Zip. Split the archive into smaller parts if needed.
Exporting Emails From Outlook 365 (Microsoft 365)
Outlook 365 works the same as desktop versions for export. The Import/Export wizard is available. If you don’t see it, you may need to enable the add-in. Go to File > Options > Add-ins and enable “Microsoft Outlook Import/Export”.
For cloud-only mailboxes, you might need to use the Exchange Admin Center. But for most users, the desktop method is sufficient.
Frequently Asked Questions
Can I export emails from Outlook to Gmail?
Yes, export to .pst first, then use Gmail’s import tool. Or configure Gmail in Outlook and drag emails over.
How do I export emails from Outlook to Excel?
Outlook doesn’t export emails directly to Excel. Use a third-party tool or copy-paste email data manually.
Is there a way to export emails from Outlook for free?
Yes, the built-in Import/Export wizard is free. No additional software needed.
Can I export emails from Outlook without Outlook installed?
No, you need Outlook to export. But you can use third-party tools that read .ost files.
How long does it take to export emails from Outlook?
It depends on mailbox size. A few hundred emails takes seconds. Large mailboxes (10GB+) may take minutes.
Final Tips For Successful Export
Always test your export by opening the .pst file on another computer. Verify that all emails and attachments are there. Keep multiple backups in different locations.
If you’re exporting for legal or compliance reasons, consider using a certified tool. Some organizations require a tamper-proof export format.
Remember that exporting emails from Outlook is a straightforward process. With the steps above, you can protect your data and move it anywhere. Start with a small test folder to build confidence.
Now you know how to export emails from outlook. Go ahead and backup your messages today. Your future self will thank you when you need that old email again.