How to Export Emails From Outlook 365 to Different Formats: A Complete Tutorial

Introduction: Overview of Email Exporting in Outlook 365

Our daily interactions and professional work depend heavily on email technology. Our emails store crucial details, so it’s natural to seek ways to protect our messages. Microsoft Outlook 365 makes email management easy. It has all the tools to organize, send, and receive emails. 

But what if you need to secure your emails for offline access, share them, or switch to a different platform? That’s where exporting emails becomes essential.

You can easily Export Emails From Outlook 365 and obtain great value from the process. You can back up your data, ensure portability, and keep access to important conversations, even outside of Outlook.

Organizations need this method to maintain compliance with data retention policies. For individuals, it can mean peace of mind. No email, personal or work, will be lost.

Outlook 365 wins for versatility. You can choose from many formats to save your emails, with options for almost every need. PST files are perfect for restoring data directly into Outlook. CSV files are ideal for analyzing data in spreadsheets. PDF and HTML formats are best for static, portable versions. Your saved emails can work as needed via the many file formats.

Knowing how to export emails will speed up your work and boost your organization through this guide from our Blog. If you set up a systematic approach to message management, your digital information will remain easy to find.

What is Outlook 365: Understanding Microsoft’s Email Platform

Through its cloud technology, Microsoft delivers Outlook 365 as an email and personal data management service. Outlook 365 is part of the Microsoft 365 suite, which includes popular tools like Word, Excel, PowerPoint, and Teams.

Outlook 365 is a powerful tool for managing email, calendars, contacts, and tasks in one place. It is for both individuals and organizations. At its core, Outlook 365 is an email client that lets users send, receive, and organize emails. While email remains its main feature, Outlook offers many more advanced functions. 

The program has a powerful scheduler. It helps users manage appointments, set up meetings, and coordinate with others using shared calendars. These platform features help businesses send better emails and improve collaboration across teams.

Outlook 365 is cloud-based. This means users can read emails and access their data from anywhere with an Internet connection. You can access your email on any device: desktops, laptops, tablets, or smartphones. You can create drafts on Outlook 365 and see your previously saved messages when you are offline.

Another key feature of Outlook 365 is its robust security. Microsoft uses strong data security to protect users from email scams and malware. It encrypts users’ data and blocks spam. It also has two-factor authentication. This ensures that only authorized users can access sensitive accounts.

Outlook 365 connects directly with other Microsoft 365 apps. It helps teams work better together. The platform creates a unified digital workspace. It allows File sharing in OneDrive and virtual meetings in Teams. Outlook 365 works well for personal and business email tasks. It helps users stay connected and organized.

Why Export Emails From Outlook 365

Extracting Outlook 365 emails delivers practical benefits on different occasions. Keeping copies of your Outlook 365 emails helps you prepare for scenarios where access to your data is critical. Email exports will help you protect vital communications. They also assist with platform upgrades and legal requirements.

Backup Purposes: Ensuring Data Safety

Emails contain vital information about work, personal projects, and finances. Backups protect your messages from account damage or accidental deletion. Having backups gives you relief. With backups, your important info is stored in safe, offline places. They’re separate and protected.

Data Migration: Transferring Information

When switching to a new email platform or account, it is essential to move your emails along with you. Exporting your messages, which you can then transfer into the new system, makes the move easier. You save time and avoid losing access to old messages with important attachments.

Compliance and Archiving: Meeting Legal Requirements

Official rules enforced by companies require businesses to document their email interactions/communications. Exporting emails enables businesses to maintain their records compliantly. The technique keeps your old emails safe for later use without them in your inbox.

Sharing Emails: Distributing Information

You might have to share your email data with others. This could be for work with colleagues, clients, or team members. Exporting email threads makes sharing them easy. Others can then view the contents. This can help with team projects or when passing on tasks.

Available Export Formats and Their Uses

When exporting emails from Outlook 365, choose a data format. It depends on how you need to work with the data. Each email format helps you with unique tasks. So, you can adjust your emails, like for backups or migrating between systems. The following explains the key email formats alongside their best use cases.

PST (Personal Storage Table)

PST files work perfectly for backing up your Outlook email data. They let you restore email, contacts, and calendar information. The file type is perfect for two things: it works if you’re moving to another Outlook account and if you need a backup for long-term storage.

CSV (Comma-Separated Values)

When you use CSV, you can easily view your emails in a simple table format. The format supports export tasks, like copying email lists, subject lines, and contact data into a spreadsheet. People use CSV files for both email data analysis and to import email information into CRM tools.

PDF (Portable Document Format)

Use PDF format when you want a readable and shareable duplicate of your email. This format preserves essential email messages or distributions in a polished PDF format. After saving your email as a PDF, you can share it anywhere. The document will be unchanged, with no formatting issues.

EML (Email Message File)

If you plan to switch email clients, like Thunderbird or Apple Mail, export your emails as EML files. It’s a wise choice. These files keep the email structure. So they are easy to import into other platforms. These files let you keep some emails separate. They won’t bundle everything into a larger file.

HTML (Hypertext Markup Language)

HTML files are the best web storage option for your emails. This format preserves the original email design and graphics or links so you can view them in a browser. If you want to keep emails in their original format and design, HTML is the best choice.

Preparing to Export Emails From Outlook 365

First, you should prepare to export your Outlook 365 emails by taking some basic steps. Taking basic safety measures beforehand will ensure that the export works without problems. Setting up basic actions will help you prevent problems and achieve good results.

Checking Your Outlook Version: Ensuring Compatibility

Determine what version of Outlook you need to use. All Outlook 365 versions can export emails. However, the steps differ according to each edition’s updates and custom features. Using the right tools ensures your export process works and prevents issues.

System Requirements: Necessary Specifications

Make sure you have enough storage on your computer for the mailbox export. This is important, especially if you manage many emails. A PST backup for multiple years of email messages, including attachments, will use a lot of disk space. 

Also, ensure you have permission to use all features. This is important if you work with an admin account.

Backup Precautions: Safeguarding Your Data

Always do a trial export before you start your entire workflow. This phase confirms system performance and verifies that the export output works as intended. Before finalizing your Export, test it. It will confirm that it includes all targeted data. This process helps you avoid problems due to missing data when you need it.

1. How to Export Emails From Outlook 365 to PST Format

Exporting emails to PST format is one of the most common ways to back up or transfer data in Outlook 365. The PST file is for Outlook. It makes it easy to restore or import emails later. 

Step-by-Step Instructions: Detailed Guide

Here’s a simple guide to walk you through the process 

• Open Outlook 365: Launch the Outlook application on your computer. Make sure you’re signed in with the account containing the emails you want to export.
• Go to the File Menu: In the top-left corner, click on the File tab. From the menu that appears, select Open & Export and then click Import/Export.
• Start the Export Process: When the Import and Export Wizard pops up, choose Export to a file. Then, click Next.
• Select the PST Format: In the next window, select Outlook Data File (.pst) as the export format and click Next.
• Choose the Folders to Export: Select the folder(s) you want to export. To include everything, select your primary email account at the top. Then, check the box to include subfolders.
• Apply Filters (Optional): To export specific emails, use the Filter option. It lets you narrow the selection by date, subject, or keywords.
• Save the File: Click Next and choose a location on your computer to save the PST file. Give the File a recognizable name, and if needed, set a password to protect it. Finally, click Finish to start the export process.

Tips for Managing Large Mailbox Exports

Following are some tips for managing large email exports

• If your mailbox is very large, consider exporting individual folders separately. This helps prevent File corruption and speeds up the process.
• Before exporting, delete any spam or irrelevant messages to reduce the file size.
• Make sure your device has enough free space for the PST file. This is important if your mailbox has many attachments.
• Large mailboxes can take a while to export. Let the process complete without interruption to avoid errors.

2. Exporting Emails to CSV Format

Exporting emails to CSV format in Outlook 365 is a simple way to organize and analyze your email data. The process is made easy with the Export Wizard, a built-in tool in Outlook. This feature formats your data and allows for some customization. For example, you can select specific folders or map fields. 

The Export Wizard simplifies and reduces errors in saving emails for archiving, sharing, or analysis.

Instructions to Use the Export Wizard for CSV Format

The step-by-step guide is as follows:

• Open Outlook 365: Launch Outlook on your computer. Make sure you’re signed in with the account containing the emails you want to export.
• Access the Export Wizard
  • Go to the File tab in the top-left corner of the window.
  • Select Open & Export and then click on Import/Export.
  • This opens the Export Wizard. It is a built-in tool that guides you through exporting data in various formats.
• Select Export Options: In the wizard, choose Export to a file and click Next. This option allows you to create a file from your emails, which you can save and use elsewhere.
• Choose CSV Format: Select Comma Separated Values (CSV) as the file format. This format is perfect for organizing data in Excel or Google Sheets.
• Pick the Folder to Export: Select the specific email folder you want to export, like your Inbox or Sent Items. If needed, check “Include Subfolders” to export all emails in the folder hierarchy.
• Save the File
  • Browse to the location on your computer where you want to save the CSV file.
  • Name the File something descriptive, such as “Exported Emails.csv,” and click Next.
• Map Custom Fields (Optional): This option allows you to include specific data fields (e.g., emails, subjects, or dates) in the Export. Otherwise, the default settings suffice for most users.
• Finish and Export: Click Finish to start the export process. Depending on the size of the folder, the Export may take a few minutes. Once done, you’ll have a CSV file ready for use.

Common Use Cases: Practical Applications

It’s perfect for anyone who wants to access and organize their email data outside of Outlook. Some everyday use cases include:

• Analyzing Email Data: CSV files are great for storing email details. They can organize the sender, subject, and date in rows and columns. This is useful if you need to analyze trends or sort information in programs like Excel.
• Importing Into CRM Tools: Many businesses use CRM platforms to manage contacts. CSV files can easily be imported into these systems to update email or client lists.
• Archiving Email Metadata: If you don’t need a full backup but want to store metadata (like dates, sender names, and subjects), export it to CSV. It’s a quick, effective way to do it.
• Sharing with Teams: CSV files make it easy to share email lists or details with coworkers who need quick access to organized data.

3. Exporting Emails as PDFs

Sometimes, you need to save emails in a format that’s easy to share, archive, or print later, such as PDF. Outlook 365 provides a simple way to save individual emails as PDFs using the “Print” function; for those with many emails, tools or add-ins can help. Here’s how to do it.

How to Export Individual Emails as PDFs Using the “Print” Function

Here’s the Step by Step guide on saving your email in PDF format:

• Open the Email in Outlook: Start by opening the email you want to save as a PDF. Ensure the message is fully loaded. It must show all content, including attachments and images.
• Access the Print Option
  • Click on the File menu in the top-left corner.
  • From the options, select Print.
• Choose a PDF Printer: In the print settings, you’ll see a dropdown menu to select a printer. Choose a virtual printer instead of a physical one. Options like Microsoft Print to PDF are pre-installed on most Windows devices. You can also use other PDF printers already on your system.
• Save the PDF: Once you select the PDF printer, click Print. Instead of printing, you will be prompted to choose a location to save the File. Name the File and pick a folder where you want to save it, then click Save.
• Verify the PDF: Open the saved File to make sure it looks the way you want it to. Check that all text, formatting, and images have been captured properly.

Tools or Add-Ins for Batch Conversion of Emails to PDF

If you need to save multiple emails as PDFs, doing it one by one can be time-consuming. Fortunately, some tools and add-ins make batch conversion much easier:

• Adobe Acrobat: Adobe Acrobat Pro integrates with Outlook and allows you to convert batch Outlook emails to PDFs. It also lets you select multiple emails and export them as PDFs. This is a reliable choice if you already use Adobe’s tools.
• Outlook Add-Ins: Add-ins like Sperry Software’s Save As PDF or Kutools for Outlook let you convert multiple emails to PDF at once. These tools often allow you to customize file names, folder setups, and attachment choices.
• Third-Party Tools: Tools like MailConverterTools and SysTools Outlook Converter can bulk convert emails to PDF. They are for users who need to save many emails. They must preserve the metadata and attachments.
• Using Mac’s Built-In PDF Option (For Mac Users): If you’re on macOS, you can select multiple emails in Apple Mail. Then, use File> Export as PDF. This makes the process quick and easy.

4. Exporting Emails as EML Files

If you plan to move your emails from Outlook 365 to a new email client, exporting them as EML files can be very useful. EML is a widely supported email format that works seamlessly with different programs. Here’s how to export and use EML files effectively.

Instructions for Exporting to EML for Non-Outlook Clients

Unfortunately, Outlook 365 doesn’t offer a direct “Save as EML” option. However, there’s a workaround that’s both simple and effective:

• Open the Email in Outlook. Select the email you want to export. Make sure it’s fully loaded so that all content, including attachments and images, is visible.
• Drag and Drop the Email
  • Open a folder on your desktop or anywhere else on your computer where you want to save the email.
  • Simply drag the email from Outlook into the folder. Outlook will automatically save it in EML format.
• Verify the File: Navigate to the folder where you saved the email. You should see the File with a .eml extension. Double-click it to ensure it opens appropriately in your default email client.

Repeat this process to export multiple emails. Alternatively, use third-party tools that allow batch exporting to EML format.

Importing EML Files Into Other Applications

After you export your emails as EML files, importing them into other email clients is easy. Here’s how to do it for two popular options:

• Thunderbird
  • Open Thunderbird and navigate to the folder where you want to import the emails.
  • Drag and drop the EML files directly into the Thunderbird folder pane, and they’ll be added to your mailbox.
  • Alternatively, use the ImportExportTools NG add-on for batch imports if you have multiple files.
• Apple Mail
  • Open Apple Mail and create a new folder for the imported emails (optional).
  • Drag and drop the EML files into the folder or directly into the mailbox. Apple Mail will automatically recognize the format and add them to your account.
• For other email clients, like Windows Mail, the process is similar. Most programs allow drag-and-drop imports or have import tools.

Related article: Client-based e-mail enables you to access your e-mail account from any computer

5. Importing Emails as HTML Files

Importing emails as HTML files is a good way to preserve their interactive elements and original formatting. Unlike static formats like PDF, HTML retains links, images, and styles, making it great for rich-content emails. 

Saving emails as HTML is both simple and effective. It’s a good way to archive a promotional email, keep a record, or share it in a web browser.

The Process for Saving Emails in Web Format

Here’s how you can import emails as HTML files

• Open the Email in Outlook: Start by opening the email you want to save. Ensure the message, including images and attachments, is fully loaded. This will preserve everything in the HTML file.
• Access the Save Options
  • Click on the File tab in the top-left corner of the Outlook window.
  • Select Save As from the menu.
• Choose HTML Format
  • In the Save As dialog box, choose a location on your computer where you want to save the email.
  • In the Save as type dropdown, select HTML.
  • Name the File appropriately so you can quickly identify it later (e.g., “Important Email.html”).
• Save the File: Click Save to export the email as an HTML file. This File can now be opened in any web browser, like Chrome, Firefox, or Edge.
• Verify the File: Open the saved HTML file in your browser to ensure everything looks as expected. You should see the email with its original layout, links, and images intact.

Advantages of HTML Files for Interactive Content Preservation

HTML files are a great way to keep your important messages. They will be accessible and functional for years to come. The advantages are as follows:

• HTML files preserve the email’s layout and design. They keep the fonts, colors, and images. This is particularly helpful for visually appealing emails, like newsletters or marketing campaigns.
• HTML files keep hyperlinks and embedded media active, unlike PDFs. If the email has links, videos, or interactive elements, they must be clickable in the HTML file.
• HTML files are small and easy to share by email or cloud storage. Recipients can open them in any browser without needing special software.
• Easy Accessibility: HTML files can be opened on almost any device with a web browser. They are a universal format for archiving or sharing emails.
• If needed, you can edit the HTML file using essential tools like Notepad or a dedicated HTML editor. This flexibility is great for creating customized versions of the email.

Best Practices for Email Exporting

Exporting emails is more than saving data. It’s about keeping the information organized, secure, and easy to access when needed. Whether you’re exporting emails for backup, migration, or compliance, follow some best practices. They can save you time and trouble later. 

Tips for Organizing Exported Files

Here are some key tips to make the process smoother and more effective.

• Create a Folder Structure: Before exporting, set up a transparent folder system on your computer or external drive. Use categories like “Work Emails” and “Personal Emails” to help find specific messages later.
• Use Descriptive File Names: If your exported files allow it, name them to reflect the emails’ content or purpose. For example, instead of “Email1,” name it “2023_ProjectProposal_Jan.” This makes files more intuitive to locate without opening them.
• Keep Formats Consistent: Stick to one file format for similar types of emails. For example, use CSV for spreadsheets or PST for large backups. Mixing formats can make it confusing to manage your data later.
• Store Files in Secure Locations: Always save exported files in a safe, easy-to-access place. Consider a cloud storage service or an external hard drive for better protection.

Regular Export Schedules for Backups

Regular export schedules will back up your important emails. This protects them from unexpected loss.

• Set a Recurring Schedule: Export emails on a routine, like monthly or quarterly. Regular backups ensure you have an updated archive of your important messages.
• Prioritize Critical Emails: It’s tempting to export everything. But focus on emails vital for work, legal compliance, and personal records. This helps reduce the clutter in your backup files.
• Automate Exports When Possible: Some tools and email clients allow for automated exports. If your platform supports this feature, set it up to save time and ensure consistency.
• Include Subfolders: During exports, always check the option to include subfolders. This ensures that no critical emails are accidentally left behind.

Verifying Export Integrity Before Deletion or Migration

Verifying export integrity ensures your data is complete, accurate, and usable before making any irreversible changes like deletion or migration. Here are the key tips for it:

• Check the Exported Files: After exporting, open a few files. Verify that they are complete and readable. Double-check that attachments, dates, and metadata are intact.
• Test Restoring Data: If you’re backing up, restore a file or import it into another email client. This way, you can check if it works as expected.
• Compare Email Counts: Check if the exported emails match your original mailbox. This simple step can help you catch any missing messages.
• Avoid Immediate Deletion: Never delete your emails until you are sure the exported files are accurate and complete. Keep the originals for a while as a safeguard.

Conclusion: Final Thoughts on Exporting Emails

Exporting emails from Outlook 365 keeps your data safe and prepares you for any situation. By understanding the available formats—like PST for restoring Outlook data, CSV for analyzing email metadata, or HTML and PDF for sharing and archiving—you can tailor the process to suit your specific needs.

You can create a system that, beyond protecting email data, lets you find and share vital communications faster. Outlook 365’s tools make it easy to protect personal emails or ensure compliance with data retention policies.

By following the outlined steps and implementing best practices, you can confidently manage your email exports, keeping your digital communications safe and easily retrievable. Always back up your data and verify it. Your future self will be happy you did.

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FAQs (Frequently Asked Questions)

Why should I export emails from Outlook 365?

Exporting emails ensures you have a backup of essential messages. It’s also helpful when changing email platforms, sharing info, or following data rules. Plus, it gives you peace of mind knowing your messages are safe even if something happens to your account.

What’s the best format for backing up emails?

For backing up, the best choice is PST format. It’s designed specifically for Outlook and allows you to restore your emails, contacts, and calendar data seamlessly. PDFs are a good alternative if you’re looking for a simple, shareable format.

Can I export all my emails at once?

Yes, you can. In the export process, you can select your primary mailbox and include subfolders to export everything. However, if your mailbox is large, splitting the Export into smaller parts (like by folder) might be more manageable.

How do I save emails with attachments included?

When exporting emails in formats like PST, EML, or HTML, attachments are automatically included. Just make sure the email is fully loaded before exporting so nothing is missed.

Is exporting emails safe for sensitive information?

Yes, but take precautions. For sensitive data, save the File in a secure location and consider adding a password if the format supports it, like PST files. Also, ensure your computer has strong security measures in place.

Can I open exported emails on a different platform?

Absolutely. For example, EML files work well with email clients like Thunderbird or Apple Mail, while CSV files can be imported into tools like Excel or CRM. HTML and PDF files are universally accessible on most devices.

What should I do if my export file is too large?

If the File is too big, try exporting smaller folders separately instead of the entire mailbox. Deleting unnecessary emails and attachments beforehand can also help reduce the file size. Make sure you have enough storage space on your computer before starting the Export.

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