How to Export Emails From Outlook 365?

How to Export Emails From Outlook 365?

What Does Exporting Emails From Outlook 365 Mean?

Want to save your Outlook mailbox data? The best solution is exporting emails from Outlook 365. You can easily export emails, contacts, attachments, and calendars into a downloadable file format like EML, PST, MBOX, or MSG whatever the suitable format you need.


One should need to export emails for creating backups, moving emails between accounts, migrating to another system, or to keeping local copies for security reasons. The best part is Outlook 365 works across cloud and desktop apps, you must follow the correct export method based on the device you are using. This guide “How to Export Emails From Outlook 365” explains everything step by step so you can export and backup emails from Outlook 365 quickly.





Why Should You Export Emails From Outlook 365?

There are millions of Outlook 365 users exporting their mailboxes regularly to prevent their data loss, ransomware, accidental deletion, or mailbox corruption. Similarly many companies also download Outlook 365 emails to comply with security, auditing, or corporate regulations. 


The Individuals' need involves exporting their emails before switching phones, moving from Outlook 365 to Gmail, or reinstalling Windows, Thunderbird, or another platform. For diverse purposes, exporting always ensures to have a safe local copy of your mailbox you can also use SysTools Outlook Email Address Extractor Tool for safely extract your emails.


Method 1: Export Emails From Outlook 365 Using Desktop Outlook App

The Outlook desktop application, if you have access to it, is the most straightforward and reliable method of exporting your mailbox. That's because the desktop version stores everything in a PST file, which is supported by all versions of Outlook. This method is widely used by professionals who often ask how to securely export emails from Outlook 365.


Step 1: Open Outlook and Go to File Menu

You just need to open your Outlook 365 for Windows app. Check at the top-left corner, click file option. This section contains all account and export settings. The tab will allow access to features like Import/Export, storage details, account settings, and mailbox cleanup tools. This is needed when you want to Export Emails From Outlook 365.


Step 2: Select Open & Export - Import/Export

To save your emails, go to Open & Export - Import/Export. This will open the Microsoft Export Wizard. This thing lets you save your emails as a PST file. PST files are good for backing stuff up, moving your emails to a different computer, or getting your emails back if Outlook messes up.


Step 3: Choose "Export to a File" Option

Then, pick Export to a File - Next - and choose Outlook Data File (.pst). There the PST file will have all your attachments, emails, and folders. Using Outlook 365, will keep you in charge of your stuff.


Method 2: Export From Outlook 365 Web - OWA

In case you have no Outlook program on your computer, in this case you can save your emails through the Outlook Web App. This is helpful if you use a Chromebook, a Mac, or just use Outlook 365 in your browser.


Step 1: Login to Outlook Web

Go to outlook.live.com or whatever website your company uses to log in to Outlook 365. Sign in with your Microsoft account. And then you need to go to your inbox, and find your emails from the cloud area.


Step 2: Select Emails to Export

With Outlook Web, you can't save stuff as a PST file directly. But you can grab certain emails as EML files. Just click the box next to the emails you want, right-click, and hit Download. EML files can be opened in pretty much any email program and are good for quick backups.


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Step 3: Use Microsoft Compliance Center for Full Export

If you want to save your whole mailbox, people using Outlook Web need to use the Microsoft Purview Compliance Center. If you want you will find here a complete copy of your Outlook 365 that completely includes emails, attachments, and calendars.


Method 3: Export From Outlook 365 via eDiscovery

This method is ideal for businesses and industries, and IT professionals if you have a heavy file with tons of emails or need to search for specific ones, you may need options for legal stuff.


Step 1: Access Microsoft Purview (Compliance Center)

Log in as an admin or someone with permission. Then select the Content Search option. This lets you search and export stuff from Outlook 365 mailboxes, or even everything from your whole account.


Step 2: Create a New Search for Content

You can create a new search for content and name it, pick Locations, you can also use filters, like:


Step 3: Export the Search Results

When the search is done, click Export Results. Now you will find a PST file that you can download. This is a pretty solid way to safely export stuff from Outlook 365 between different companies.


Troubleshooting Issues While Exporting Outlook 365 Emails


Export Option Missing

If you don't see the Import/Export option, it could be:

You might need to try other ways, like OWA or the eDiscovery export.


PST File Getting Too Large

If a PST file gets over 10–12 GB, it can get slow or messed up. You can try:


Outlook Freezing During Export

In the following scenarios Outlook freezing happens:

You just need to try performing the export in smaller parts or run Outlook in safe mode.


Exported PST Cannot Be Imported

The occurrence can happen when your PST file gets damaged. Repair it using:


Closing Note and Learnings

It is always a good idea to keep the backup of your mailbox, whether you're switching your email or just you want to keep your data safe. This guide “How to Export Emails From Outlook 365” shows how you can export emails from Outlook 365 using all the suggested methods including desktop Outlook, Microsoft eDiscovery, and Outlook Web.


You can easily export your emails with the given proven steps. Whether you need to do professional or really big exports, the Microsoft Compliance Center is the safest way to go.