How to Download Emails from Microsoft Outlook

Need to save your Outlook emails for safe keeping? Or maybe you want to move them to another computer or archive them for later? No problem. Downloading emails from Microsoft Outlook is easier than you think!

TL;DR: You can download emails from Outlook in just a few clicks. Use the export feature to create a backup (often a .PST file). You can also save individual emails as files. Works with Outlook desktop and some browser versions too. Let’s break it down step by step. 🎉

Why Download Emails from Outlook?

There are a bunch of reasons you may want to:

• You’re switching computers or accounts
• You want offline access to important messages
• You like having a backup in case of tech trouble
• You just love being prepared (high five!)

No matter your reason, Outlook has got tools to help out.

Option 1: Export Emails with the Outlook Desktop App

This is the most common and flexible method. The Windows and Mac versions of Outlook let you export your mailbox to a file you can store safely or move somewhere else.

1. Open Microsoft Outlook on your computer.
2. Click File in the top-left corner.
3. Select Open & Export (or just Export on some versions).
4. Click Import/Export.
5. Choose Export to a file and hit Next.
6. Pick Outlook Data File (.pst) — this is the format used to save emails.
7. Select the email folder(s) you want to download — inbox, sent, all of it — it’s your call.
8. Choose where to save the file on your computer. Make sure it’s somewhere you remember.
9. Click Finish. Done!

You now have a .pst file loaded with your email messages.

Note: A .pst file can only be opened using the Outlook desktop app — not through the web or mobile apps. Keep that in mind later if you want to access them again.

Option 2: Export from Outlook Web (Outlook.com)

Using the browser version? Things are a bit different, but still doable!

Outlook web doesn’t let you download a big batch of emails like the desktop does. But you can save individual messages easily:

1. Open Outlook.com and sign in.
2. Select the email you want to save.
3. Click the three dots (More actions) in the top-right corner of the message.
4. Select Print.
5. On the new screen, right-click and select Save as PDF (or use the printer’s save feature).

And there you go — that email is now saved as a PDF file right to your computer. 👍

Tip: If you have lots of emails you want to save, it’s faster to use Outlook desktop.

Option 3: Use Drag and Drop

This one’s a hidden gem if you need to save only a few emails quickly.

1. Open Microsoft Outlook (desktop version).
2. Grab the email you want and drag it onto your desktop or into a folder.

That’s it! Outlook will create a .msg file with your email inside. These can be reopened in Outlook anytime you want. Great for organizing specific messages!

Option 4: Automatically Archive Your Emails

If you want an ongoing backup, auto-archiving is the way to go.

1. Go to the File tab in Outlook.
2. Click Options at the bottom.
3. Select Advanced.
4. Click AutoArchive Settings.

Here, you can tell Outlook to move old messages into a backup folder after a set number of days. Set where they get saved too — so you’re always one step ahead!

Reopening Downloaded Emails

So now you’ve got a bunch of .pst or .msg files sitting pretty on your hard drive. What do you do with them?

If it’s a .pst file:

1. Open Outlook.
2. Click File > Open & Export > Open Outlook Data File.
3. Find your .pst file and open it. Boom! Your emails are back.

If it’s a .msg file:

1. Double-click the file.
2. It opens right in Outlook like a regular email.

Things to Keep in Mind

• .pst files are best for lots of emails. Make sure you don’t lose the password if you set one.
• .msg files are great for saving just one message at a time.
• Outlook only supports certain file formats, so don’t try to open them with random apps.
• If you switch to another email platform, most support importing .pst files too!

Bonus Tip: Use a Third-Party Tool

There are apps out there that can help download emails from Outlook automatically. Especially helpful for big mailboxes or businesses.

Popular options include:

• MailStore Home (great for personal use)
• KDETools PST Converter
• Aid4Mail

Just be sure to download from trusted sources. And double-check any tool before giving it access to your precious inbox!

Wrap-up

There you have it — downloading your emails from Outlook isn’t scary at all! Whether you’re backing up everything or saving a single love note from your gran, you’ve got options.

Quick Recap:

• Use Export to get a .pst file of all messages.
• Use Print to PDF or Drag and Drop to save single messages.
• Try AutoArchive for automated, ongoing backups.
• Need more power? Try a third-party tool.

With emails safe on your terms, you can breathe easy—your digital memories are protected. 😌