How to Export All Emails From Outlook

Lee Stanton November 21, 2022

If you need to free up some space in your Outlook mailbox without having to delete messages, you may want to know how to export them. Luckily, Outlook is designed to accommodate various scenarios, so you can export your emails from your Outlook account anytime, anywhere.

In this article, you’ll learn how easy it is to export and import multiple or singular emails from your PC using Microsoft Outlook 2013 and earlier.

Exporting All Emails From Outlook

To export your email from Outlook and save it as a .pst file, do the following:

Access your Outlook account.
Select File> Options >Advanced.
From Export, select Export.
Select Export to a file and click on Next.
Select Outlook Data File (.pst) and click Next.
Select the top-level folder that you wish to export.
- This will include all your calendar entries, contacts, tasks, etc.
Select Next.
Select Browse to name the file and select the saving location, then click Finish.

How to Export All Emails From Outlook to Gmail

To export all your emails from Outlook and import them into your Gmail account, do the following:

Access your Outlook account.
Select File, then Open & Export.
Click on Import/Export.
Select Export to a file and Next.
Select Outlook Data File (.pst), then Next.
Select your account and check the Include subfolders box.
Choose the location to save the file and click Finish, then close Outlook.
Access your Gmail account in Outlook.
Select File, then Open & Export.
Click on Import/Export.
Click on Import from another program or file, then Next.
Select Outlook Data File (.pst), and then click Next.
- Select the exported .pst file saved in Step 6.
Customize your import options and click Finish.

How to Export All Emails From Outlook Web App

To export your email from the web version of Outlook, do the following:

Access Outlook OWA and sign in to your account.
Select File and Import & Export.
Select Export to a file, then click 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:

Access your Outlook account.
Select File, then Open & Export.
Click on Import/Export.
From the Import and Export Wizard, highlight Export to a file and click Next.
In the Export to a file dialog box, highlight Comma Separated Values and hit Next.
From the new Export to a file dialog box, highlight the mail folder to export the emails, and click Next.
From the third Export to a file dialog box, select Browse.
From the browse dialog box, specify the folder to save the exported file, then enter the file name and click Ok.
- Your emails will be exported as a .CSV file and saved to your chosen folder.

How to Export All Emails From Outlook on Mac

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

Note: Exporting your Outlook emails on Mac will create a .OLM file, which can only be used on Mac computers.

Access your Outlook account.
Select File and Export.
Select all the content you wish to export, contacts, notes, tasks, etc., then hit Continue.
Enter the file name and select where you wish to save the file, and then hit Save.
- Outlook will now create the .OLM file and save it to your computer.

How to Export Multiple Emails From Outlook to PDF

To export multiple emails from Outlook to a PDF file, do the following:

Access your Outlook account.
Select the emails you wish to export.
Select File and Save As.
In the Save As dialog box, enter a file name and select the location to save the PDF file.
Select HTML from the Save As Type list, then Save.
Navigate to the HTML file’s location.
Right-click on the file, then select Open With and Word.
Once the file is opened in Word, select File and Save As.
From the dialog box, select the location to save the PDF.
At Save As Type, select .pdf.
Then to convert the Outlook PST file to PDF, select Save.
- Your emails will now be saved in PDF format.

Additional FAQs

How Can I Save All My Emails for a Personal Backup?

All your emails can be saved to your computer for later retrieval by doing the following:

1) Access your Outlook account.

2) Select File, then Open & Export.

3) Click on Import/Export.

4) Select Export to a file, followed by Next.

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

6) Select the folder you wish to export, then click on Next.

7) Choose a name and location to save your .pst file, then select Finish.

How Do I Download All Emails From Server in Outlook?

The easiest way to get all of your emails from the Exchange server is by doing the following:

1) Access your Outlook account.

2) Open a folder and scroll down to the bottom.

3) If there are more items for that folder on the Exchange server, you’ll see a Click here to view more on Microsoft Exchange link.

4) Select the link, and Outlook will download all mails from the server to your computer.

How Do I Export a Single Email Individually in Outlook?

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

1) Access your Outlook account.

2) Select File and Save As.

3) Select the folder you wish to save the email to.

4) From the Save as Type list, select the file type.

5) The email will be saved as the subject. If you wish to change it, add the new file name here.

6) Select Save.

If the version of Outlook you’re using supports the “Print to PDF” feature, then do the following to export it as a PDF:

1) Access your Outlook account.

2) Select the email to export, then click on File and Print.

3) Select the Memo Style option from Settings.

4) From the printer section, specify the printer as Microsoft Print to PDF, then select Print.

5) From the Save Print Output As dialog box, select the save location and file name.

6) Select Save.

How Do I Import Email Messages Into Outlook?

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

1. Access your Outlook account.

2. Select File, then Open & Export.

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

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

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

6. Select the previously saved .pst to import.

7. From Options, select how you wish to import your data, then click on Next.

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

8. Select Ok, then the mailbox or folder you wish to import your Outlook data to.

9. Select Finish.

Keep a Personal Copy of Your Emails Forever

The geniuses behind Outlook know how quickly our mailboxes fill up and gave us the Import/Export Wizard feature to circumvent this. We can save copies of emails we’ve received since the beginning of time—if we wish – without contacting an IT support team.

Now that you know how straightforward it is to export your emails, we’d like to know whether you’ve decided on exporting them all or only a selected few. Let us know in the comments section below.