Export emails from Outlook

Content
  1. Save messages to your hard drive, Gmail or even Excel
  2. Guide to Exporting Emails from Outlook
  3. Export emails to a PST file
  4. Export email messages to an OLM file in Outlook for Mac
  5. For Outlook 2016 for Mac
  6. For Outlook 2011 for Mac
  7. Export and backup email from Outlook to Gmail
  8. Export Outlook email to Microsoft Excel

Save messages to your hard drive, Gmail or even Excel

Download emails when you switch to another email app or service, upgrade to a new computer, want a searchable and printable collection of emails, or make sure you don’t lose important emails if something goes wrong with your software or your system happens.

The instructions in this article apply to Outlook 2019, Outlook 2016, Outlook 2013, Outlook 2010, Outlook for Office 365, and Outlook for Mac

Guide to Exporting Emails from Outlook

After you export your Outlook email, save the file to an external hard drive or back it up in another email application. The steps you take depend on the version of Outlook you want to export emails from and what you want to do with the file when you’re done.

Export emails to a PST file

An Outlook PST file is a personal storage file that contains items such as your emails, address book, signatures, and more. You can back up the PST file and transfer it to Outlook on another computer, on a different version of Outlook, or on a different operating system.

  1. Open Outlook, then go to the tab File and choose Information

  2. Select account settings account settings

  3. In the dialog box account settings go to tab Facts or on a tab Data files select a file name or account name, then select Open folder or Open folder

  4. In Windows Explorer, copy the PST file to any location on your computer or to a removable media such as a flash drive.

Export email messages to an OLM file in Outlook for Mac

In Outlook for Mac, export email account messages as an .olm file, which is also a save file that contains items such as emails, contacts, and calendar entries.

For Outlook 2016 for Mac

  1. Go to the tab Tools and choose Export

  2. In the dialog box Export to an archive file (.olm) Check the box mail and then select Get on

  3. In the dialog box Save archive file (.olm) as select Downloads and then select Save

  4. Outlook starts exporting the file.

  5. When the message appears Export Complete select Finished Leave.

For Outlook 2011 for Mac

  1. Go to menu File and choose Export

  2. Select Outlook data file for Mac

  3. Select Products of the following types: and then check the box mail

  4. Select right arrow Get on.

  5. Choose the location where you want to save the file. Outlook starts exporting.

  6. When the message appears Export Complete select Finished or Finished Leave.

Export and backup email from Outlook to Gmail

You can export email messages from Outlook to your Gmail account, so you have a backup source and access your old messages anywhere. The trick is to add your Gmail account to Outlook and then copy and paste the folders.

  1. Set up your Gmail account in Outlook.

  2. Open Outlook and select the folder containing the email messages you want to export to Gmail, such as your inbox or saved email messages.

  3. Click Ctrl+A to select all emails in the folder. Or keep . pressed ctrl by selecting each individual email you want to send to Gmail.

  4. Right-click anywhere in the selected email messages, point to Movement and then select Other folder

  5. In the dialog box Move items select your Gmail account and then select the folder where you want to export your emails. Or choose New to create a new folder in your Gmail account.

  6. Select Okay to move the selected emails.

Export Outlook email to Microsoft Excel

Another way to export Outlook emails is to send them to an Excel sheet. This will create a spreadsheet with columns such as Subject, Body, From Email, etc. Although you can export Outlook contacts to a CSV file in Outlook for Mac, this option is not available for email messages.

  1. Go to File and choose Open and Export † Select in Outlook 2010 File Open

  2. Select Import Export

  3. Select Export to file and then select Further

  4. Select Microsoft Excel or comma separated values and then select Further

  5. Select the email folder from which you want to export messages, then click Further

  6. Navigate to the folder where you want to save the exported emails.

  7. Enter a name for the exported file and select Okay

  8. Select Further and then select Finished

  9. When the process is complete, you can open a new Excel file.

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