how to export outlook 365 emails

How to Export Outlook 365 Emails: A Comprehensive Guide

Outlook 365 is a popular email client used by millions of individuals and businesses around the world. Whether you’re switching to a new email provider, backing up your emails, or simply organizing your inbox, knowing how to export Outlook 365 emails is a valuable skill. In this comprehensive guide, we will walk you through the step-by-step process of exporting your Outlook 365 emails, along with tips and best practices to ensure a smooth and successful export.

Why Export Outlook 365 Emails?

Before we dive into the details of how to export Outlook 365 emails, let’s first understand why you might want to do so. There are several reasons why exporting your Outlook 365 emails can be beneficial:

  • Backup: Exporting your emails ensures that you have a copy of all your important messages in case of data loss or system failure.
  • Migration: If you’re switching to a new email provider or platform, exporting your Outlook 365 emails allows you to transfer your messages to the new system.
  • Organization: Exporting your emails can help you organize your inbox by creating separate folders or archives for specific categories or time periods.
  • Compliance: Some industries or organizations have legal or regulatory requirements to retain email records for a certain period of time. Exporting your emails ensures compliance with these requirements.

Step-by-Step Guide to Export Outlook 365 Emails

Now that we understand the benefits of exporting Outlook 365 emails, let’s walk through the step-by-step process:

Step 1: Open Outlook 365

The first step is to open Outlook 365 on your computer. Launch the application by double-clicking the Outlook icon on your desktop or searching for “Outlook” in the Start menu.

Step 2: Select the Emails to Export

Once you have opened Outlook 365, navigate to the folder or folders containing the emails you want to export. You can select multiple folders by holding down the Ctrl key while clicking on each folder.

Step 3: Click on the “File” Tab

In the top-left corner of the Outlook window, you will see a tab labeled “File.” Click on this tab to access the File menu.

Step 4: Choose “Open & Export” and then “Import/Export”

Within the File menu, you will see a list of options. Choose “Open & Export” and then select “Import/Export” from the dropdown menu.

Step 5: Select “Export to a File”

In the Import and Export Wizard window that appears, choose the option “Export to a file” and click “Next.”

Step 6: Choose “Outlook Data File (.pst)”

In the next window, select “Outlook Data File (.pst)” as the file type to export and click “Next.”

Step 7: Select the Folders to Export

In the following window, you will see a list of folders in your Outlook 365 account. Choose the folders you want to export by checking the corresponding boxes. You can also choose to include subfolders if desired. Once you have made your selections, click “Next.”

Step 8: Choose a Destination for the Exported File

Now, you need to choose a destination for the exported file. Click on the “Browse” button and navigate to the location where you want to save the file. Give the file a name and click “Finish” to start the export process.

Step 9: Enter a Password (Optional)

If you want to protect the exported file with a password, you can enter one in the “Password” field. This step is optional but recommended if you want to ensure the security of your exported emails. Click “OK” to proceed.

Step 10: Wait for the Export to Complete

Once you have clicked “OK,” Outlook 365 will begin exporting the selected folders and emails to the specified location. The time it takes to complete the export process will depend on the size of the folders and the speed of your computer.

Step 11: Verify the Exported File

After the export process is complete, navigate to the destination folder you specified earlier and verify that the exported file is present. You can open the file using Outlook or other compatible email clients to access your exported emails.

Tips for a Successful Export

Exporting Outlook 365 emails can sometimes be a complex process, especially if you have a large number of emails or complex folder structures. Here are some tips to ensure a successful export:

  • Organize your folders: Before exporting, take some time to organize your folders and remove any unnecessary emails. This will make the export process faster and more efficient.
  • Check for errors: After the export process is complete, double-check the exported file to ensure that all emails and folders have been exported correctly. Look for any missing emails or folders that may have been skipped during the export.
  • Split large exports: If you have a large number of emails or folders to export, consider splitting the export into smaller batches to avoid overwhelming your computer or causing the export process to fail.
  • Use a reliable storage device: When choosing a destination for the exported file, make sure to use a reliable storage device such as an external hard drive or cloud storage service. This will help prevent data loss or corruption.

Comparison Table: Exporting Methods

There are multiple methods available for exporting Outlook 365 emails, each with its own advantages and limitations. Here is a comparison table outlining the different methods:

Method Advantages Limitations
Export to PST file – Preserves folder structure
– Can be password protected
– Compatible with Outlook and other email clients
– Requires manual export
– Limited to local storage
– Large exports can be time-consuming
Third-party tools – Automates the export process
– Can handle large exports
– Offers additional features and customization options
– May require additional cost
– Compatibility with specific versions of Outlook
Cloud-based solutions – Allows access to exported emails from anywhere
– Provides automatic backups
– Scalable storage options
– Requires internet connection
– May have subscription fees
– Data security concerns

Frequently Asked Questions (FAQ)

Q: Can I export specific emails instead of entire folders?

A: Yes, you can select individual emails within a folder by holding down the Ctrl key while clicking on each email. Then, follow the same export process described above.

Q: Can I export my Outlook 365 emails to another email provider?

A: Yes, you can export your Outlook 365 emails to another email provider by first exporting them to a PST file and then importing that file into the new email provider’s system. The import process may vary depending on the email provider you are switching to.

Q: Can I export my Outlook 365 emails to a different version of Outlook?

A: Yes, you can export your Outlook 365 emails to a different version of Outlook by following the same export process described above. However, it’s important to note that some features or formatting may not be fully compatible between different versions of Outlook.


Exporting Outlook 365 emails is a valuable skill that can help you backup your messages, migrate to a new email provider, or organize your inbox. By following the step-by-step guide outlined in this article, you can easily export your Outlook 365 emails and ensure a successful transfer of your valuable data. Remember to follow the tips and best practices provided to optimize your export process and avoid any potential issues. With the right approach and tools, exporting Outlook 365 emails can be a seamless and efficient process.


I am a technology writer specialize in mobile tech and gadgets. I have been covering the mobile industry for over 5 years and have watched the rapid evolution of smartphones and apps. My specialty is smartphone reviews and comparisons. I thoroughly tests each device's hardware, software, camera, battery life, and other key features. I provide in-depth, unbiased reviews to help readers determine which mobile gadgets best fit their needs and budgets.

Related Articles

Leave a Reply

Your email address will not be published. Required fields are marked *

Back to top button