How to Export All Emails From Outlook

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.

How to Export All Emails From Outlook

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.

How to Export All Emails From Outlook

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

  1. Access your Outlook account.
  2. Select File> Options >Advanced.
  3. From Export, select “Export.”
  4. Select “Export to a file” and click on “Next.”
  5. Select “Outlook Data File (.pst) > “Next.”
  6. Select the top-level folder that you wish 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 the saving location then “Ok” to continue > “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:

  1. Access your Outlook account.
  2. Select “File” then “Open & Export.”
  3. Click on “Import/Export.”
  4. Select “Export to a file” > “Next.”
  5. Select “Outlook Data File (.pst)” > “Next.”
  6. Select your account, check the “Include subfolders” box > “Next.”
  7. Choose the location to save the file > Finish then close Outlook.
  8. Access your Gmail account in Outlook.
  9. Select “File” then “Open & Export.”
  10. Click on “Import/Export.”
  11. Click on “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” > customize your import options > “Finish.”

How to Export All Emails From Outlook Web App

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

  1. Access Outlook OWA and sign in to your account.
  2. Select “File” > “Import & Export.”
  3. Select “Export to a 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 & Export.”
  3. Click on “Import/Export.”
  4. From the “Import and Export Wizard” highlight “Export to a file” > “Next.”
  5. In the “Export to a file” dialog box, highlight “Comma Separated Values” > “Next.”
  6. From the new “Export to a file” dialog box, highlight the mail folder to export the emails, and click “Next.”
  7. From the third “Export to a file” dialog box select “Browse.”
  8. From the browse dialog box, specify the folder to save the exported file then enter the file name > “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 an .OLM file, which can only be used on Mac computers.

  1. Access your Outlook account.
  2. Select “File” > “Export.”
  3. Select all the content you wish to export, contacts, notes, tasks, etc., then “Continue.”
  4. Enter the file name and select where you wish to save the file, then “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:

  1. Access your Outlook account.
  2. Select the emails you wish to export.
  3. Select “File” > “Save As.”
  4. In the “Save As” dialog box, enter a file name and select the location to save the PDF file.
  5. Select “HTML” from the “Save As Type” list then “Save.”
  6. Navigate to the HTML file’s location.
  7. Right-click on the file then select “Open With” > “Word.”
  8. Once the file is opened in Word select “File” > “Save As.”
  9. From the dialog box select the location to save the PDF.
  10. At “Save As Type” select .pdf.
  11. 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:

• Access your Outlook account.

• Select “File” then “Open & Export.”

• Click on “Import/Export”.

• Select “Export to a file” > “Next”.

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

• Select the folder you wish to export, then click on “Next”.

• Choose a name and location to save your .pst file then select ‘‘Finish”.

How Do I Transfer Emails From Outlook to Another Computer?

To transfer emails from your account to save on a USB stick or external hard drive, do the following:

1. Access your Outlook account.

2. Select “File” > “Options” > “Advanced”.

3. From “Export” select “Export”.

4. Select “Export to a file” “Next”.

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

6. Select the top-level folder that you wish to export.

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

7. Select “Next” then plug in your USB stick or external hard drive.

8. Select “Browse” then enter a file name and select your external device.

9. Select “Ok” to continue then “Finish.

From the new device:

• Plugin and access your external device.

• Navigate to your saved .pst file.

• Save the file to the desktop.

How Do I Download All Emails From Server in Outlook?

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:

• Access your Outlook account.

• Open a folder and scroll down to the bottom.

• 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.

• 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?

We’ll go through three ways to export a single email from your Outlook account. The first method is to copy and paste:

1. Access your Outlook account.

2. Select the email you wish to export, then press ‘’Ctrl + C’’ to copy it.

– It will be copied as an MSG file.

3. Access and open the location or folder you wish to copy the message to then press ‘’Ctrl + V’’ to paste the message.

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

1. Access your Outlook account.

2. Select “File” > “Save As.”

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

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

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

5. 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:

• Access your Outlook account.

• Select the email to export, then click on “File” > “Print”.

• Select the “Memo Style” option from “Settings.”

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

• From the “Save Print Output As” dialog box, select the save location and file name.

• 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.

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