Buzz
The desktop version of the Outlook application offers a feature that allows you to store your email data. This enables you to back up your emails for secure storage or transfer them to another computer. You can choose to save each email individually or back up entire folders at once. Currently, the web version of Outlook does not support email downloads. This guide will show you how to download emails from Outlook.
Steps
Exporting Emails in Outlook 2013 - 2019 and Office 365
Open Outlook. This app has a navy-blue icon with the letter "O" on an envelope. The following steps apply to Outlook. You can use Outlook 2019, 2016, 2013, or Office 365.
- If you are not logged in automatically, sign in using the email address and password linked to your Microsoft account.
Open the email you want to save. Select the email folder from the left sidebar, then double-click on the email you want to save.
Click on File. This is the first option in the top menu of Outlook.
Click on Save As. This is the third option in the File menu.
Select a folder to save your email. You can click on a folder in the Quick Access panel on the left or double-click a folder in the file browsing window.
Enter a name for the file. Type the file name next to "File Name" in the file browsing window.
Select the file type. Click the dropdown next to "Save as Type" to choose the format in which to save the email. You can save it as an Outlook file, HTML, or a text file.
Click on Save. This is the step to save your email to the selected folder.
- Alternatively, you can drag and drop the email from Outlook into the folder you wish to save it in.
Exporting Email Folders in Outlook 2013 - 2019 and Office 365
Open Outlook. This application features a navy-blue icon with the letter "O" on an envelope. The steps below are to be followed in Outlook. You can use Outlook 2019, 2016, 2013, or Office 365.
- If you haven’t logged in automatically, sign in with the email address and password linked to your Microsoft account.
Click on File. This is the first option in the top menu of Outlook.
Click on Open & Export. This is the second option in the File menu.
Click on Import/Export. This is the third option under the "Open & Export" menu.
Select "Export to a file" and click Next. This option allows you to export your emails to a file on your computer.
Select "Outlook Data File (.pst)" and click Next. This option helps you export your email folder as a .pst file to be imported into Outlook.
Choose the folder to export and click Next. Click on the email folder you want to export. This folder will be saved as a .pst file.
- To select all emails, click on your primary email address at the top of the email folder list.
Click on Browse. This button is located to the left of the "Save exported file as" field. It lets you choose where to save the file.
Select the location and click Ok. Use the file browsing window to select where you want to save the file. You can choose a folder from Quick Access on the left or click a folder in the menu. Click Ok to confirm your choice.
Click on Finish. This button is located at the bottom of the "Export Outlook Data File" window.
Create a password and click Ok. If you want to protect the file with a password, enter it in the "Password" and "Verify Password" fields. Leave these fields blank if you don't want to set a password. Click Ok when you're done. This is the step where your emails are saved as a .pst file. The saving process may take varying times depending on the number of emails you wish to save.
Save emails in Outlook 2003 or 2007
Open Outlook 2003 or 2007. You can either click on the Outlook shortcut on your desktop or toolbar, or find it in the Start menu.
- If you're not automatically signed in, enter the email address and password associated with your Outlook account.
Select the email you wish to download. In both versions, double-click the email you want to download to open it.
- If you wish to download more than one email, hold the "Ctrl" key on your keyboard and click each email you wish to download.
Click on File. This menu can be found in the top bar of Outlook.
Click on Save As. This option is located in the File menu.
Select the format to save the email. Use the dropdown menu next to "Save as Type" to choose the file format in which you'll save the email. You can save one or more emails as an Outlook file, HTML, or text file. Choose the format you prefer from the dropdown.
- The .html or .htm format will save the email as a web page version. The .txt format can be opened as a plain text file in WordPad or Notepad.
- If saving multiple emails in .txt format, each email in the file will begin with the word “From”.
Choose a location to save the email. In the Save As window, navigate to the folder where you want to store the email and click Ok to confirm your choice.
Name the file. In Outlook 2003, the subject of the email will automatically become the file name when downloading an individual email. In Outlook 2007, you will need to manually enter the file name in the Filename field.
Click Save. The email will be saved to the selected location under the file name you specified (in Outlook 2007).
Export an email folder in Outlook 2003 or 2007
Open Outlook 2003 or 2007. You can either click the Outlook shortcut on your desktop or toolbar, or locate it in the Start menu.
- If you're not signed in automatically, enter the email address and password associated with your Outlook account.
Select the folder you wish to export. Use the left sidebar to navigate and choose the email folder you want to export.
Click on File. This menu is located in the upper toolbar of Outlook.
Click on Import and Export. This option is found under the File menu.
Click on Export. This option is available within the "Import and Export" menu.
Click Next in the pop-up menu. You will be prompted to choose from various options.
Choose 'Comma Separated Values' as the file type. You can select the file type by using the dropdown menu next to 'Save as Type'.
Select the folder where you want to save your backup file. Use the file explorer window to navigate to the desired location for saving the file.
Name your backup file and click Next. Use the 'Filename' field to assign a name to your backup file.
Click on Finish. This step will save your email folder as a backup file.
Using Outlook Express
Open Outlook Express. If Outlook Express is installed on your computer, you can use it to retrieve your emails. Double-click the Outlook Express icon on your desktop or search for it in the Programs menu.
Add an account. After launching Outlook Express, follow these steps to add an account:
- Click the Tools menu.
- Select Accounts. A window labeled 'Internet Accounts' will appear.
- Click Add under 'All'.
- Choose Mail.
Enter the required information. Follow these steps to input the required details:
- Type a name for the account next to 'Display Name'.
- Enter the email address from which you want to download messages and click Next.
Fill in your login details and click Finish. A new window will appear asking you to enter your login details. Input your ID and password linked to your account under the 'Internet Mail server'.
Set up advanced settings. After adding your email address, your account will appear under the 'All' list. Follow these steps to configure advanced settings:
- Select your email account and click the Properties button in the side menu.
- Choose the 'Advanced' tab located between 'Security' and 'IMAP'.
- Enter your mail server details, which you can find on your email service provider's support page.
Download emails to Outlook Express. Once you've completed the setup process, click the 'Send/Receive' button next to 'Create Mail' at the top of the screen. This action will retrieve your emails from your account and download them to your Outlook Express inbox.
