How to Download Emails from Outlook 365

Summary: With the assistance of this blog, we will explain how you can download emails from Outlook 365 by using several different methods. We will also describe a professional solution using the Office 365 Email Backup Tool that can directly export Outlook 365 emails with 100% precision and data integrity. Download Now   Purchase Now

MS Office 365 is one of the most popular email clients, with nearly 345 million active users worldwide. It is a cloud-based email service provider that allows you to send and receive email messages, store all your contacts and calendars data, and manage tasks. However, being a web-based application, it has its own disadvantages, like server-down problems, data breaching, and other technical malfunctions. Therefore, users download their Office 365 data to different file formats to protect it from any misfortune. Well, there are also other factors that affect users to back up their O365 emails. So let’s move ahead to learn the methods that help you to download your Microsoft 365 emails.

Best Methods to Download Emails from Outlook 365

Ahead In this section, we will explain some of the top-notch solutions to export Outlook 365 emails to different file formats to create a perfect backup for future reference and protect it from any unexpected harm. So let’s continue without any delay.

Method 1: Configure Office 365 to MS Outlook

Using this method, you can configure your Office 365 account in Outlook and then transfer its data into Outlook with the help of the Import/Export feature.

Step 1: Configure Your Office 365 Account to Outlook

  1. Open Outlook and go to the File tab.
  2. Click on the Add Account button.
  3. Enter your Office 365 account address and select the advanced option.
  4. Tick the set up my account manually option and click Connect.
  5. After that, select the POP3 account type.
  6. Provide Office 365 POP setting required information.
  7. Enter your password and click Connect.

Step 2: Import Office 365 to Outlook

  1. Open Outlook and go to File >> Open & Export.
  2. Select Import/Export >> Export to a File and click Next.
  3. Choose Outlook Data File (.pst) and click Next.
  4. Pick the folders of the Office 365 account and click Next.
  5. Assign the destination to save the resultant file and click the Finish button.

Method 2: Download Emails from Outlook 365 into HTML, EML, and PDF

Here, we will continue with a different way to back up Office 365 account data by exporting it into different file formats like HTML, EML, and PDF. However, you can only save one email one by one, which makes these procedures time taking and tiring.

#1 Save Microsoft 365 in HTML Format

  1. Open Outlook Mail View and go to the inbox folder.
  2. Now, select the File button and click the Save As option, then set a destination on your local drive to save it.
  3. Lastly, Select the HTML file format from the drop-down menu of Save As, and then click Save.

#2 Convert Office 365 to PDF

To perform this method first you need to download emails from Outlook 365 to HTML and then follow the steps described below.

  1. First, follow the steps to transfer Outlook 365 to HTML file format.
  2. Launch Outlook and locate File >> Open >> browse the HTML file you saved earlier.
  3. Go to File >> Save As >> Select PDF from the drop-down menu >> Click Save.

#3 Export Emails of Office 365 in EML

  1. Login to your Microsoft 365 account.
  2. Select Outlook 365 and click on the email you need to save.
  3. Click on the three-dot icon, and then select the Download option from the drop-down menu.
  4. Now, your selected email will be saved in EML file format in the Download Folder.

By following the above approaches you can export your O365 account data into Outlook and other file formats. However, they are not an ideal solution for downloading emails from Office 365. As you know, you have to follow the whole process for every single email you want to save. There are also other disadvantages that can lead to data loss. So to avoid any misfortune, we are providing one more solution that automatically downloads your Outlook 365 emails with the utmost data integrity and hierarchy.

Method 3: Download Emails from Outlook 365 Using Professional Software

Office 365 Email Backup Tool is the best software to download all emails from Outlook 365 with 100% data safety and authenticity. It has the finest features to back up Office 365 mailbox items to 10+ file formats such as PST, PDF, CSV, MBOX, EML, EMLX, etc. Additionally, you can also migrate your Office 365 mailbox into Gmail, Yahoo, Hotmail, iCloud, AOL, Thunderbird, and IMAP accounts.

Step-by-Step Guide to Download Outlook 365 Emails

  1. Download and Run the Office 365 Email Backup Tool.
  2. Select the Backup or Restore option from the tool’s interface.
  3. Provide your login credentials and click the Sign In button while checking the Impersonation Rights box.
  4. Choose the Office 3655 account that you want to back up.
  5. Select the folders you want to backup from the tree structure and click Next.
  6. Utilize the other built-in features provided by the software.
  7. Choose the file format to save the resultant file.
  8. Click the Convert button to start the download process.


Through this blog, we have explained the various processes to download emails from Outlook 365 with reliability. We have described several manual methods that are capable of saving your O365 emails in different file formats. But these solutions are not entirely reliable and take a long time to complete. On the other hand, an automated solution is completely safe and provides the fastest way to download all emails from Outlook 365 into your desired format.

About The Author:

Suman Rawat is a technical content writer and expert in the fields of email migration, data recovery, and email backup. Her passion for helping people has led her to resolve many user queries related to data conversion and cloud backup.


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