How to Export Emails from Outlook in 05 Easy Ways

Summary: In this write-up, we will describe several methods to export emails from Outlook. We will also discuss the process of exporting Outlook on mac OS and how you can export Outlook emails to different file formats and email clients using a wonderful Outlook Converter Tool Download Now   Purchase Now

MS Outlook stores all your email messages, manages your calendar, stores names and numbers of your contacts, and tracks your tasks. But, let’s suppose due to some reason you can’t access your Outlook data and it happens to many Outlook users. So having a backup of your email is a wise decision.

Even if you are accessing a web service like or Gmail, it is always a good idea to choose a desktop client like Outlook to download all your emails so that you have the backup of all your emails locally. Therefore, in the next section, we are describing the various ways to back up Outlook emails.

Best Ways to Export Emails From Outlook

There are several methods by which you can download all emails from Outlook, so let’s start without any delay.

Method 1: Export Outlook Emails to PST

  1. Open Outlook and go to File >> Info.
  2. Select Account Settings >> Account Settings.
  3. Now, click on the Data tab or the Data Files tab, select the file name, then choose Open Folder Location or Open File Location.
  4. In Windows File Explorer, copy the .pst at any location on your system or any removable storage media, such as a flash drive.

Method 2: Export Outlook Emails to Excel

  1. Launch Outlook, go to File >> Open & Export >> Import/Export.
  2. Select Export to a file and then select Next.
  3. Choose Comma Separated Values, then select Next.
  4. Select the desired email folder from which you want to export messages, and hit Next.
  5. Choose the folder in which you want to save the exported emails.
  6. Name the exported file and select OK.
  7. Select Next>> Finish.
  8. Wait for the process to complete, once done, the new Excel file is ready for your access.

Method 3: Download Outlook Email for mac OS

  1. Click on File then select Export from the drop-down tab. A dialog box will pop up from which you can select the items to be exported to the archive file.
  2. For Mac data files select Outlook.
  3. Choose items to be exported then select the mail checkbox.
  4. Click on the right arrow to continue.
  5. Click on Continue and select the destination where you want to save the file and that’s about it. Outlook will start the process.
  6. When the Export procedure completes, a message will appear, click on Finish to exit.

For Outlook 2016 For MAC

  1. Select Export from the Tools tab.
  2. In the option Export to Archive File (.olm) dialog box, click the Mail check box, then select Continue.
  3. Select download in the archive file (.olm) as a dialog box, then hit Save.
  4. Outlook will start exporting the file.
  5. Once the Export process is done message appears, click on Finish to exit.

Method 4: Export Emails from Outlook to Gmail

  1. Open Outlook, and go to File >> Open&Export >> Import/Export.
  2. Click on the Export to a file and hit the Next button.
  3. Select Outlook data file (.pst) and click Next.
  4. Choose the folder you need and click Next.
  5. Browse the file and set a destination to save the resultant file, and click Finish.
  6. Now, go to File >> Add Account button and provide your Gmail account credentials to configure Gmail in Outlook.
  7. After configuration, go to the Import/Export option.
  8. Select Import from another program or file, then Next.
  9. Choose the Outlook Data File (.pst) option, and then click Next.
  10. Select the folder you saved earlier and choose your Gmail account and click Next.
  11. Now, you can see Outlook emails in your Gmail account.

These are all the manual methods that can help you to backup Outlook emails. But these solutions are very lengthy and require technical expertise to perform. Moreover, if you don’t pay attention, then there are chances of manual mistakes that can lead to permanent data loss. Therefore, we are including one more solution, which is an automated approach that can backup Outlook mail in various formats.

Method 5: Export Emails from Outlook Using a Third-Party Solution

Outlook Converter is a top-notch utility that allows you to create Microsoft Outlook backup in numerous file formats and email clients, such as Office 365, EMLX, MSG, MBOX, PDF, EML, Gmail, Yahoo, IMAP, and many more. This software is an all-in-one solution for extracting emails from Outlook with an optimum user-friendly interface.

Steps-by-Step Instructions to Backup Outlook Emails

  1. Download and Run the Outlook Converter Tool in your system.
  2. Click on the Select File(S) button to browse single or multiple PST files you need to back up.
  3. Check the folders and preview the required details and then click Next.
  4. Now, select the saving format for your resultant file, here we are choosing PDF.
  5. Use the necessary software features and set the location to save the resultant file.
  6. Click the Convert button to start the PST file conversion process.
  7. Now, PST files are successfully converted into PDF formats.


The above article explains the various ways to export emails from Outlook as a backup for future reference. We have described several manual methods that are capable of exporting your Outlook emails. However, these manual solutions have some disadvantages that can create many troubles for you. Therefore, we have introduced a risk-free professional approach that allows you to convert Outlook emails with authenticity. Well, it’s up to you, so choose the methods at your convenience.

About The Author:

Mithilesh Tata is an Email Migration and Data Recovery Expert. He has a keen interest in Technology & Entrepreneurship. Also, he loves cricket, music, and books.


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