How To Save Emails In New Outlook : New Outlook Email Storage

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Migrating to the new Outlook means learning where the save and export functions have moved. If you are wondering how to save emails in new outlook, you are not alone. Many users find the updated interface confusing at first. This guide will show you every method to keep your messages safe.

You might need to save an email for offline access or to attach it to a different system. The new Outlook offers several ways to do this. Some methods are simple clicks, while others involve a few more steps. We will cover all of them in plain language.

Why Saving Emails Matters

Emails contain important information. You might need to save contracts, receipts, or personal messages. Losing access to your inbox can be stressful. Saving emails gives you a backup that you can open anywhere.

In the new Outlook, the old “Save As” button is not where you remember it. Microsoft redesigned the toolbar. But the function is still there. You just need to know where to look.

How To Save Emails In New Outlook

This section covers the primary method. It works for most users and is the fastest way to save a single email.

Step 1: Open The Email

First, double-click the email you want to save. This opens it in a separate window. You cannot save an email directly from the reading pane. Always open it first.

Step 2: Access The File Menu

In the new window, look at the top left corner. Click on “File.” This opens a backstage view with several options. Do not worry if the menu looks different from the classic Outlook.

Step 3: Choose Save As

In the File menu, you will see “Save As” listed on the left side. Click it. A dialog box will appear. This is the standard Windows save window.

Step 4: Select A Location And Format

Choose where you want to save the file. You can pick your desktop, documents folder, or any other location. Then, choose the file format. The most common options are:

  • Text Only (.txt): Removes all formatting. Good for plain text.
  • Outlook Message Format (.msg): Keeps the email intact. You can open it later in Outlook.
  • Outlook Template (.oft): For saving as a reusable template.
  • HTML (.htm): Saves the email as a web page.
  • MHT (.mht): A web archive format that includes images.

For most people, .msg is the best choice. It preserves the original look and attachments.

Step 5: Click Save

After choosing the format and location, click “Save.” Your email is now saved. You can find it on your computer and open it with a double-click.

This method works for one email at a time. If you need to save multiple emails, keep reading.

Saving Multiple Emails At Once

Sometimes you need to save several emails. Doing them one by one is slow. The new Outlook has a trick for this.

Using The Drag And Drop Method

You can drag emails from your inbox to a folder on your desktop. This saves them as .msg files. Here is how:

  1. Open File Explorer and create a new folder. Name it something like “Saved Emails.”
  2. Go back to Outlook. Select the emails you want to save. Hold Ctrl to pick multiple ones.
  3. Drag the selected emails to the folder you created.
  4. Release the mouse button. The emails will copy as .msg files.

This method is fast. But it does not work for all email types. If you have a shared mailbox, you might need a different approach.

Exporting Emails As A PST File

For a complete backup, you can export your entire mailbox. This creates a PST file. A PST file is a personal folder file that Outlook can read.

Steps To Export To PST

  1. In the new Outlook, click “File” in the top left.
  2. Click “Open & Export.”
  3. Select “Import/Export.”
  4. Choose “Export to a file” and click “Next.”
  5. Select “Outlook Data File (.pst)” and click “Next.”
  6. Choose the folder you want to export. You can pick your entire mailbox or just one folder.
  7. Click “Next” and choose a location to save the PST file.
  8. Click “Finish.”

This creates one file with all your emails. You can open it later in Outlook or another email client. Be careful: PST files can be large.

Saving Emails As PDF

Sometimes you need to share an email with someone who does not use Outlook. Saving as PDF is a good solution. The new Outlook does not have a direct “Save as PDF” button. But you can use the Print function.

Print To PDF

  1. Open the email you want to save.
  2. Click “File” and then “Print.”
  3. In the printer dropdown, select “Microsoft Print to PDF.”
  4. Click “Print.” A save dialog will appear.
  5. Name your file and choose a location. Click “Save.”

This method works for any email. The PDF will look like the printed version. It includes headers and the email body.

Saving Attachments Separately

Often, you only need the attachment, not the whole email. The new Outlook makes this easy.

Save A Single Attachment

  1. Open the email with the attachment.
  2. Right-click the attachment in the message body.
  3. Select “Save As” from the menu.
  4. Choose a location and click “Save.”

Save All Attachments At Once

  1. Open the email.
  2. Click the dropdown arrow next to the attachment in the header.
  3. Select “Save All Attachments.”
  4. Choose a folder and click “OK.”

This saves every attachment from that email. It is a big time saver if you receive files regularly.

Using OneDrive To Save Emails

The new Outlook integrates with OneDrive. You can save emails directly to your cloud storage. This makes them accessible from any device.

Save To OneDrive

  1. Open the email.
  2. Click the three dots (More actions) in the top right of the email window.
  3. Select “Save to OneDrive.”
  4. Choose a folder in OneDrive and click “Save.”

The email is saved as a .msg file. You can open it from OneDrive on your phone or another computer.

Saving Emails For Legal Or Compliance Reasons

Some users need to save emails for record keeping. The new Outlook does not have a built-in legal hold feature. But you can archive emails manually.

Using The Archive Folder

Outlook has an Archive button. It moves emails to an archive folder. This does not save them as files. But it keeps them out of your main inbox.

  1. Select the email you want to archive.
  2. Click the “Archive” button in the toolbar.
  3. The email moves to the Archive folder in your mailbox.

For permanent saving, use the export method described earlier. Exporting to PST is the best way to keep a copy outside of Outlook.

Common Problems And Fixes

Sometimes saving emails does not work as expected. Here are common issues and how to fix them.

“Save As” Is Grayed Out

This happens if you are using a shared mailbox or an IMAP account. Try opening the email in a separate window first. If it still does not work, use the drag and drop method.

File Size Too Large

Emails with large attachments may not save. Try saving the attachments separately. Then delete them from the email before saving.

Cannot Find Saved File

Check your default save location. In the new Outlook, the default is usually your Documents folder. Use the search bar in File Explorer to find the file.

PST File Won’t Open

If you export a PST file and cannot open it, try repairing it. Use the Inbox Repair Tool (Scanpst.exe) that comes with Outlook.

Tips For Organizing Saved Emails

Saving emails is only half the work. You also need to find them later. Here are some tips.

  • Use descriptive file names: Include the date and sender name.
  • Create folders by project: Keep related emails together.
  • Use tags in Windows: Add tags to your saved .msg files for easy search.
  • Backup regularly: Copy your saved emails to an external drive or cloud.

Frequently Asked Questions

Can I Save Emails In New Outlook Without Opening Them?

No, you must open the email first to access the Save As option. However, you can drag unopened emails to a folder to save them as .msg files.

What Is The Best Format To Save Emails In New Outlook?

The .msg format is best because it keeps the email intact. You can open it in Outlook later. For sharing, PDF is better.

How Do I Save Emails In New Outlook To A Flash Drive?

Save the email as a .msg file to your computer. Then copy the file to your flash drive using File Explorer.

Does Saving Emails In New Outlook Keep The Attachments?

Yes, if you save as .msg or HTML format. The attachments are included in the file. Text-only format removes attachments.

Can I Automate Saving Emails In New Outlook?

You can use rules to forward emails to another account. But there is no built-in way to auto-save as files. Third-party tools can help.

Final Thoughts

Knowing how to save emails in new outlook is a skill that saves time and stress. The methods are simple once you know where to click. Start with the Save As method for single emails. Use drag and drop for multiple ones. Export to PST for a full backup.

Remember to test your saved files. Open them to make sure they work. Keep a regular backup schedule. Your emails are valuable, so treat them with care.

If you run into trouble, refer back to this guide. The new Outlook is different, but it is still powerful. With these steps, you can keep your messages safe and accessible.