How To Save An Email In The New Outlook : New Outlook Save Interface

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Storing an email in the new Outlook for safekeeping can be accomplished by dragging it to a local folder. If you’ve recently switched to the new Outlook for Windows or Mac, you might be wondering how to save an email in the new Outlook without losing it to a server purge or accidental deletion. This guide walks you through every method, from simple drag-and-drop to exporting entire folders.

The new Outlook looks different from classic Outlook, but saving emails is still straightforward. You have several options depending on whether you want a single message, multiple messages, or an entire folder. Let’s break it down step by step.

How To Save An Email In The New Outlook

Before diving into specifics, understand that the new Outlook saves emails primarily to your computer’s local storage or to cloud services like OneDrive. The exact steps vary slightly between Windows and Mac versions, but the core process remains the same.

Method 1: Drag And Drop To A Local Folder

This is the fastest way to save a single email. You don’t need any special tools—just your mouse or trackpad.

  1. Open the new Outlook and locate the email you want to save.
  2. Click and hold the email from your inbox or any folder.
  3. Drag it to a folder on your desktop or any location in File Explorer (Windows) or Finder (Mac).
  4. Release the mouse button. The email will be saved as a .msg file (Windows) or .eml file (Mac).

That’s it. The file retains the subject line, sender, date, and full message content. You can open it later by double-clicking.

One thing to note: dragging an email to a folder creates a copy. The original email remains in Outlook. If you want to move it instead, hold the Shift key while dragging.

Method 2: Save As A File Using The Menu

If you prefer using menus, this method gives you more control over the file format and location.

  1. Select the email in your inbox or folder.
  2. Click the three dots (More actions) in the toolbar at the top.
  3. Choose “Save as” from the dropdown menu.
  4. In the dialog box, pick a location on your computer.
  5. Name the file if you want, then click Save.

The default format is .msg on Windows and .eml on Mac. Both preserve the email’s original structure, including attachments and formatting.

If you need a different format, like PDF, you’ll need to print the email first (see Method 4).

Method 3: Save Multiple Emails At Once

Need to save several emails? You don’t have to do them one by one. The new Outlook supports batch saving.

  1. Hold the Ctrl key (Windows) or Command key (Mac) and click each email you want to save.
  2. Once selected, right-click any highlighted email.
  3. Choose “Save as” from the context menu.
  4. Select a folder and click Save. Each email will be saved as an individual file.

Alternatively, you can drag the selected group to a folder on your desktop. All emails will be saved as separate files in that location.

Be aware that batch saving doesn’t create a single combined file. You’ll get multiple .msg or .eml files, one per email.

Method 4: Save As PDF (Print To PDF)

Saving as PDF is useful when you need to share an email with someone who doesn’t use Outlook. The new Outlook doesn’t have a direct “Save as PDF” button, but you can use the print function.

  1. Open the email you want to save.
  2. Click the three dots in the top-right corner of the email window.
  3. Select “Print” from the menu.
  4. In the print dialog, choose “Microsoft Print to PDF” (Windows) or “Save as PDF” (Mac) as the printer.
  5. Click Print or Save. Choose a location and name the file.

The resulting PDF will include the email’s header (sender, date, subject) and body text. Attachments are not included in the PDF—you’ll need to save them separately.

This method works for single emails only. For multiple emails, you’d have to repeat the process for each one.

How To Save An Email Attachment In The New Outlook

Sometimes you only need the attachment, not the entire email. The new Outlook makes this simple.

  1. Open the email containing the attachment.
  2. Click the attachment to download it temporarily.
  3. Right-click the attachment in the email body or preview pane.
  4. Select “Save as” from the context menu.
  5. Choose a location on your computer and click Save.

You can also drag the attachment directly from the email to a folder on your desktop. This works for most file types like PDFs, images, and documents.

If the email has multiple attachments, you can save them all at once by clicking the “Save all attachments” option in the attachment toolbar.

How To Export Emails From The New Outlook

Exporting is different from saving individual emails. Exporting creates a backup of your entire mailbox or selected folders in a portable format.

Export To A PST File (Windows Only)

The new Outlook for Windows supports exporting to PST (Personal Storage Table) files. This is ideal for archiving or transferring your emails to another email client.

  1. Open the new Outlook and go to File > Open & Export.
  2. Click “Import/Export” to launch the wizard.
  3. Select “Export to a file” and click Next.
  4. Choose “Outlook Data File (.pst)” and click Next.
  5. Select the folder you want to export (e.g., Inbox, Sent Items).
  6. Choose a location and name for the PST file. You can also set a password.
  7. Click Finish. The export process may take a few minutes depending on mailbox size.

Note that the new Outlook for Mac does not support PST export. Mac users should use the “Export” feature under File > Export, which creates an .olm file.

Export To An OLM File (Mac Only)

For Mac users, the new Outlook exports to .olm format, which can be imported back into Outlook or other email clients.

  1. Open the new Outlook on Mac.
  2. Go to File > Export.
  3. Check the items you want to export (Mail, Contacts, Calendar, etc.).
  4. Click Continue and choose a location for the .olm file.
  5. Click Save. The export will begin.

This method is comprehensive and preserves folder structure, attachments, and metadata.

How To Save An Email As A Template In The New Outlook

If you frequently send similar emails, saving a template can save time. The new Outlook allows you to save an email as an .oft file (Windows) or .eml file (Mac) that you can reuse.

  1. Compose a new email with the content you want to template.
  2. Do not send it. Instead, go to File > Save As.
  3. Choose “Outlook Template (*.oft)” as the file type (Windows) or “Email Message (*.eml)” on Mac.
  4. Name the template and save it to a folder like Templates.

To use the template later, double-click the file. It will open in Outlook as a new message, ready to edit and send.

This method is great for recurring reports, invoices, or standard replies.

Common Issues When Saving Emails In The New Outlook

Even with clear steps, you might run into problems. Here are frequent issues and fixes.

Issue 1: “Save As” Option Is Grayed Out

This usually happens when you’re viewing an email in the reading pane without selecting it properly. Click the email in the list first, then try again. If it’s still grayed out, restart Outlook.

Issue 2: Dragging Emails Doesn’t Work

Sometimes drag-and-drop fails because of permissions or a glitch. Try using the “Save as” menu method instead. Also, make sure you’re dragging to a folder on your local drive, not a network location.

Issue 3: Attachments Not Saving

If attachments won’t save, check if they are blocked by security settings. Right-click the attachment and select “Save as” directly. If that fails, download the email as .msg and open it in classic Outlook to extract attachments.

Issue 4: Exported PST File Won’t Open

This can happen if the file is corrupted or password-protected. Try opening it in classic Outlook or use a PST repair tool. Always keep a backup of your exported files.

Tips For Organizing Saved Emails

Saving emails is only half the battle. Keeping them organized helps you find them later.

  • Use descriptive file names like “Invoice_2024-10-01_ClientName.msg”
  • Create folder structures by year, project, or client
  • Tag or label emails in Outlook before saving
  • Regularly delete duplicates to save disk space
  • Consider using cloud storage like OneDrive for automatic backups

If you save many emails, consider using a dedicated email archiving tool for better search and retrieval.

How To Save An Email In The New Outlook On Mobile

The mobile version of Outlook (iOS and Android) has limited saving options. You can’t save .msg or .eml files directly from the app.

Instead, use these workarounds:

  • Forward the email to yourself and access it on desktop
  • Take a screenshot of the email (for quick reference)
  • Use the “Print” option and save as PDF via your device’s print dialog
  • Use third-party apps like “Save Email” that integrate with Outlook

For serious archiving, it’s best to use the desktop version.

Frequently Asked Questions

Can I Save An Email As A PDF In The New Outlook?

Yes, but not directly. Use the Print function and select “Microsoft Print to PDF” (Windows) or “Save as PDF” (Mac) as the printer. This creates a PDF of the email body, but attachments are not included.

How Do I Save An Email To My Desktop In The New Outlook?

Drag the email from your inbox to your desktop folder. It will be saved as a .msg file (Windows) or .eml file (Mac). Alternatively, use the “Save as” menu option and choose Desktop as the location.

Does Saving An Email Remove It From Outlook?

No, saving creates a copy. The original email remains in your mailbox. To move it, hold Shift while dragging, or delete it after saving.

Can I Save Multiple Emails As One File?

Not directly. Each email saves as an individual file. To combine them, you’d need to use a third-party tool or manually copy content into a single document.

What Is The Best Format To Save Emails For Long-term Storage?

For most users, .msg (Windows) or .eml (Mac) is best because it preserves all email properties. For sharing, PDF is better. For archiving large volumes, export to PST (Windows) or OLM (Mac).

Final Thoughts On Saving Emails In The New Outlook

Mastering how to save an email in the new Outlook is essential for managing your digital correspondence. Whether you’re saving a single message for reference or exporting your entire mailbox for backup, the methods above cover every scenario.

Remember that the new Outlook is still evolving. Some features like PST export are only available on Windows. Mac users have their own export options. Always test your saved files to ensure they open correctly.

If you encounter any issues, refer to the troubleshooting section or check Microsoft’s official support pages. With practice, saving emails will become second nature.

Now you have all the tools to keep your emails safe and organized. Start saving today and never lose an important message again.