Storing a single email message as a file on your computer allows you to keep it separate from your online mailbox. If you have ever wondered how to download an outlook email to your hard drive, the process is simpler than you might think. Whether you need to archive an important receipt, save a confirmation for offline access, or just declutter your inbox, downloading emails gives you full control over your data.
This guide will walk you through every method to save Outlook emails locally. You will learn how to download an outlook email on Windows, Mac, and even the web version. No technical skills are required—just follow the steps below.
Why Download An Outlook Email?
Keeping emails only in your online mailbox carries risks. If your account gets hacked or you lose internet access, those messages could be gone forever. Downloading them creates a backup that you can open anytime, anywhere.
Another reason is storage management. Outlook inboxes fill up fast, especially with large attachments. Saving emails as files frees up space without deleting important conversations.
Finally, you might need to share an email with someone who does not use Outlook. A downloaded file can be attached to other messages or imported into different email clients.
How To Download An Outlook Email
Now let us get into the actual steps. The method you choose depends on which version of Outlook you use. Below are detailed instructions for Outlook desktop (Windows and Mac) and Outlook on the web.
Method 1: Download An Outlook Email On Windows Desktop
Outlook for Windows offers several ways to save emails. The most common is using the “Save As” option. Here is how to do it:
- Open Outlook on your Windows computer.
- Double-click the email you want to download to open it in a separate window.
- Click “File” in the top-left corner.
- Select “Save As” from the menu.
- Choose a location on your computer (like your Desktop or Documents folder).
- In the “Save as type” dropdown, pick “Outlook Message Format – Unicode (*.msg)”.
- Click “Save”.
That is it. Your email is now saved as a .msg file. You can open it later by double-clicking the file, which will launch Outlook and show the message exactly as it was.
If you want to save multiple emails at once, select them by holding the Ctrl key while clicking each one. Then right-click and choose “Save As”. Outlook will save each message as a separate .msg file.
Alternative: Drag And Drop
A quicker way to download an Outlook email is by dragging it from the inbox to your desktop. Just click the email, hold the mouse button, and drag it to any folder on your computer. This creates a .msg file instantly.
This method works best for one or two emails. For bulk downloads, stick with the Save As option.
Method 2: Download An Outlook Email On Mac
Outlook for Mac works a bit differently. The file format is also .msg, but the steps vary slightly.
- Open Outlook on your Mac.
- Select the email you want to save.
- Go to the “File” menu at the top of the screen.
- Choose “Save As”.
- Pick a location and name the file.
- In the “Format” dropdown, select “Outlook Message File (.msg)”.
- Click “Save”.
You can also drag emails from the Outlook window to your Finder. This creates a .eml file on Mac, which is compatible with Apple Mail and other email clients. The .eml format preserves the email’s content and attachments.
Exporting Multiple Emails On Mac
To download many emails at once on Mac, use the export feature:
- Click “File” > “Export”.
- Choose “Export to an Outlook Data File (.olm)”.
- Select the folders you want to export.
- Click “Continue” and save the .olm file.
This method creates a single file containing all your selected emails. It is ideal for backups but less useful if you need individual messages.
Method 3: Download An Outlook Email On The Web (Outlook.com)
If you use Outlook on the web (the browser version), downloading emails is still possible. The steps are different because you cannot save directly as .msg.
- Log in to Outlook.com in your browser.
- Open the email you want to download.
- Click the three dots (More actions) in the top toolbar.
- Select “Download” or “Print”.
- If you choose “Download”, the email will save as a .eml file.
- If you choose “Print”, use your browser’s print dialog to save as a PDF.
The .eml file can be opened in Outlook, Thunderbird, or Windows Mail. It keeps the email’s formatting and attachments.
For PDF saving, set the destination to “Save as PDF” in the print dialog. This is handy if you need a fixed, non-editable copy.
Limitations Of Web Version
Outlook.com does not support bulk downloads natively. You have to save each email one by one. For multiple emails, consider forwarding them to yourself as attachments or using a third-party tool.
How To Download An Outlook Email With Attachments
When you download an email, any attachments included in the message are saved along with it. The .msg and .eml formats bundle everything together. To extract attachments separately, follow these steps:
- Open the email in Outlook.
- Right-click an attachment and select “Save As”.
- Choose a location and save the file.
Repeat for each attachment. Alternatively, you can save the entire email as .msg and then open it later to extract attachments.
If you need only the attachments without the email body, use the “Save All Attachments” option. In Outlook desktop, click the attachment icon in the message window and choose “Save All Attachments”.
How To Download An Outlook Email As PDF
PDF is a universal format that looks the same on any device. To save an Outlook email as PDF, you have two options.
Option 1: Print To PDF (Windows And Mac)
- Open the email in Outlook.
- Press Ctrl+P (Windows) or Cmd+P (Mac).
- In the print dialog, select “Microsoft Print to PDF” (Windows) or “Save as PDF” (Mac).
- Click “Print” or “Save”.
This creates a PDF of the email exactly as it appears on screen. Attachments are not included in the PDF, only the message body.
Option 2: Use Outlook’s Built-In PDF Export
Some versions of Outlook have a “Save as PDF” option under File > Save As. If you see it, choose PDF from the format list. This method is faster than printing.
PDFs are great for sharing with people who do not use email clients. They also preserve formatting better than .msg files in some cases.
How To Download An Outlook Email To A Flash Drive
If you want to move your downloaded emails to a USB drive or external hard disk, the process is straightforward.
- Save the email as .msg or .eml using the methods above.
- Insert your flash drive into the computer.
- Open File Explorer (Windows) or Finder (Mac).
- Navigate to where you saved the email file.
- Drag the file to your flash drive folder.
You can also copy and paste the file. This is useful for transferring emails between computers or keeping a physical backup.
Common Problems When Downloading Outlook Emails
Sometimes the process does not go smoothly. Here are frequent issues and how to fix them.
Problem: Save As Option Is Grayed Out
This usually happens when the email is not fully loaded. Try double-clicking the email to open it in a new window. If that does not work, restart Outlook.
Problem: File Saves But Cannot Open
Make sure you saved the file in the correct format. .msg files require Outlook or a compatible viewer. .eml files open in most email clients. If you cannot open it, try changing the file extension.
Problem: Attachments Are Missing
When saving as .msg or .eml, attachments are included. If they are missing, the original email might have had them removed. Check your Outlook settings for attachment handling.
Problem: Cannot Download From Outlook Web
Some browsers block downloads. Try using a different browser or disable pop-up blockers. Also, ensure you are logged into the correct account.
Best Practices For Organizing Downloaded Emails
Once you know how to download an outlook email, you need a system to keep them organized. Here are some tips:
- Create folders by year, project, or sender.
- Name files descriptively, like “Invoice_2025-03-01”.
- Use consistent file formats (.msg for Outlook users, .eml for others).
- Back up your downloaded emails to cloud storage or an external drive.
- Delete old downloads you no longer need to avoid clutter.
Good organization saves time when you need to find a specific email later.
How To Download An Outlook Email Using Third-Party Tools
If you need to download hundreds or thousands of emails, manual methods become tedious. Third-party tools can automate the process. These programs connect to your Outlook account and save emails in bulk.
Popular options include:
- SysTools Outlook PST Viewer
- Kernel for Outlook
- MailStore Home (free for personal use)
These tools can export emails to PDF, PST, EML, or MSG formats. They also handle attachments and folder structures. However, be cautious with free tools—some may contain adware or limited features.
Always download software from official websites. Read reviews before installing.
Frequently Asked Questions
Can I download an Outlook email without opening it?
Yes. In Outlook desktop, right-click the email in the list and select “Save As”. You do not need to open it first. This works for single or multiple emails.
What is the difference between .msg and .eml files?
.msg files are native to Outlook and store email data in a proprietary format. .eml files are universal and can be opened by most email clients. Both preserve attachments and formatting.
How do I download an Outlook email to my phone?
On mobile, open the Outlook app, tap the email, then tap the three dots and choose “Save” or “Download”. The file saves to your phone’s storage. Alternatively, forward the email to yourself and save the attachment.
Can I download all my Outlook emails at once?
Outlook desktop has an export feature under File > Open & Export > Import/Export. Choose “Export to a file” and then “Outlook Data File (.pst)”. This exports all emails from a folder. For the web version, you may need third-party tools.
Is it safe to download Outlook emails?
Yes, downloading emails is safe. The files are stored locally on your computer. Just ensure you have antivirus software active, as email attachments can contain malware.
Final Thoughts On How To Download An Outlook Email
Now you have multiple ways to save your Outlook messages. Whether you use the desktop app, Mac, or web version, the process is quick and reliable. Start with the “Save As” method for individual emails, and use export for bulk backups.
Remember to organize your downloaded files well. A little effort now saves headaches later. If you run into problems, the FAQ section above covers most common issues.
Practicing how to download an outlook email regularly helps you maintain control over your digital correspondence. Do not wait until you lose access to your account—start saving important emails today.
For advanced users, consider automating downloads with scripts or third-party software. But for most people, the built-in tools in Outlook are more than enough.
Keep this guide bookmarked for future reference. You never know when you might need to save an email quickly.