How to export all emails from Outlook

If you need to free up space in your Outlook mailbox without deleting messages, you can learn how to export them. Luckily, Outlook is designed with different scenarios in mind, so you can export your emails from your Outlook account anytime, anywhere.

This article will show you how to easily export and import multiple or single emails from your PC using Microsoft Outlook 2013 and earlier.

How to export all emails from Outlook

To export email from Outlook and save it as a PST file, follow these steps:

  1. Access your Outlook account.
  2. Choose File > Options > Advanced.

  3. In the Export section, select Export.

  4. Select Export to File and click Next.

  5. Select Outlook Data File (.pst) > Next.

  6. Select the top level folder you want to export.
    • This will include all your calendar entries, contacts and tasks, etc.
  7. Select Next.

  8. Select Browse to name the file and select a save location, then OK to continue > Done.

How to Export All Emails from Outlook to Gmail

To export all your emails from Outlook and import them into your Gmail account, follow these steps:

  1. Access your Outlook account.
  2. Select File, then Open and Export.

  3. Click Import/Export.

  4. Choose Export to File > Next.

  5. Select Outlook Data File (.pst) > Next.

  6. Select your account, check “Enable Subfolders” > “Next”.

  7. Select a location to save the file > Done, then close Outlook.

  8. Access your Gmail account in Outlook.
  9. Select File, then Open and Export.

  10. Click Import/Export.

  11. Click “Import from another program or file”, then “Next”.

  12. Select “Outlook Data File (.pst)”, then “Next”.

    • Select the exported PST file saved in step 6.
  13. Select Next > Set Import Options > Finish.

How to export all emails from Outlook Web App

To export email from Outlook on the web, follow these steps:

  1. Access Outlook OWA and sign in to your account.
  2. Choose File > Import and Export.
  3. Select Export to File > Outlook Data File.
    • This will move your emails to a PST file.

How to export all emails from Outlook to Excel

To export all your Outlook emails to an Excel workbook, do the following:

  1. Access your Outlook account.
  2. Select File, then Open and Export.

  3. Click Import/Export.

  4. In the Import and Export Wizard, select Export to File > Next.

  5. In the Export to File dialog box, select Comma Separated Values ​​> Next.

  6. In the new Export to File dialog box, highlight the mail folder for exporting emails and click Next.

  7. In the third Export to File dialog box, select Browse.

  8. In the browse dialog box, specify a folder to save the exported file, then enter a filename > OK.

    • Your emails will be exported as a file. CSV and saved in the folder of your choice.

How to Export All Emails from Outlook on Mac

To export all your Outlook emails via Mac, do the following:

Note . Exporting Outlook email on Mac will create a file. OLM that can only be used on Mac computers.

  1. Access your Outlook account.
  2. Choose File > Export.

  3. Select all the content you want to export, contacts, notes, tasks, etc., then Continue.

  4. Enter a file name and choose where you want to save the file, then “Save”.

    • Outlook will now create the file. OLM and save it on your computer.

How to export multiple emails from Outlook to PDF

To export multiple emails from Outlook to a PDF file, follow these steps:

  1. Access your Outlook account.
  2. Select the emails you want to export.
  3. Choose File > Save As.

  4. In the Save As dialog box, enter a file name and select a location to save the PDF file.

  5. Select HTML from the File Type list, then Save.

  6. Browse to the location of the HTML file.

  7. Right-click the file and choose Open With > Word.

  8. After opening the file in Word, choose File > Save As.

  9. In the dialog box, select a location to save the PDF.
  10. In “Save as type” select. pdf.

  11. Then, to convert the Outlook PST file to PDF, select “Save”.

    • Your emails will now be saved as PDF.

Additional FAQs

How can I save all my emails for a personal backup?

All your emails can be stored on your computer for later retrieval by following these steps:

• Access your Outlook account.

• Select File, then Open and Export.

• Click Import/Export.

• Select Export to File > Next.

• Select Outlook Data File (.pst) > Next.

• Select the folder you want to export, then click Next.

• Choose a name and location to save the PST file, then select Finish.

How to transfer email from Outlook to another computer?

To transfer emails from your account to be stored on a USB drive or external hard drive, follow these steps:

1. Sign in to your Outlook account.

2. Select File > Options > Advanced.

3. In “Export”, select “Export”.

4. Select “Export to file” “Next”.

5. Select Outlook Data File (.pst) > Next.

6. Select the top level folder you want to export.

– This will include all your calendar entries, contacts and tasks, etc.

7. Select “Next”, then connect your USB drive or external hard drive.

8. Select Browse, then enter a filename and select an external device.

9. Select OK to continue, then Finish.

From a new device:

• Connect and access an external device.

• Navigate to a saved file. pst.

• Save the file to your desktop.

How to download all emails from server in Outlook?

How to download all emails from server in Outlook?

The easiest way to get all your emails from the Exchange server is to do the following:

• Access your Outlook account.

• Open a folder and scroll down.

• If there are other items on the Exchange server for this folder, you will see a “Click here to view more on Microsoft Exchange” link.

• Select the link and Outlook will download all emails from the server to your computer.

How to export a single email in Outlook?

We will cover three ways to export a single email from your Outlook account. The first way is to copy and paste:

1. Sign in to your Outlook account.

2. Select the email you want to export, then press “Ctrl + C” to copy it.

– It will be copied as a MSG file.

3. Access and open the location or folder where you want to copy the message, then press “Ctrl + V” to paste the message.

You can also save it as a TXT/HTML/HTM file:

1. Sign in to your Outlook account.

2. Choose File > Save As.

3. Select the folder where you want to save the email.

4. In the Save As Type list, select a file type.

• The email will be saved as a subject, if you want to change it, add a new file name here.

5. Select Save.

If your version of Outlook supports the Print to PDF feature, follow these steps to export it as a PDF:

• Access your Outlook account.

• Select an email to export, then click File > Print.

• Select the Note Style option in Settings.

• In the printer section, specify the printer as “Microsoft Print to PDF”, then select “Print”.

• In the Save Print Output As dialog box, select a save location and file name.

• Select Save.

How to import email messages to Outlook?

If you have exported and deleted your emails from Outlook and want to import them again, please do the following:

1. Sign in to your Outlook account.

2. Select File, then Open and Export.

3. Select Import/Export to launch the Import/Export Wizard.

4. Click “Import from another program or file”, then “Next”.

5. Select Outlook Data File (.pst) > Next.

6. Select a previously saved one. pst to import.

7. In Options, select how you want to import data, then click Next.

• If you have assigned a password to your PST file, enter it now.

8. Select “OK”, then the mailbox or folder where you want to import your Outlook data.

9. Select Done.

Keep a personal copy of your emails forever

The creators of Outlook know how quickly our mailboxes fill up and have provided us with an import/export wizard to get around this. We can keep copies of emails that we have received since time immemorial if we wish, without contacting IT support.

Now that you know how easy it is to export your emails, we’d like to know if you’ve decided to export all of them or just a select few? Let us know in the comments below.

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