How to Export Emails From Outlook

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How to Export Emails From Outlook

If you’re restarting your computer, changing your email program, or simply messing about with anything that can impact your emails, you should export your Microsoft Outlook emails beforehand.

Outlook enables you to export messages in a variety of formats. We’ll show you which to use based on how you want to utilize the exported emails (including working with them outside of Outlook).

How to Export Emails From Outlook on Windows

You can export your emails to PST format if you use Outlook on a Windows machine. This format contains not only your emails, but also your contacts and calendar. You may then import all of your emails into Outlook using this PST file on another machine.

This export technique is useful when moving from one PC to another, migrating from Windows to Mac, transferring emails from one account to another, or just keeping a regular backup of your emails.

You can accomplish this from inside Outlook; the instructions below will guide you through the process:

  1. Start Outlook on your computer, go to the File tab, and then pick Info from the left sidebar.
  2. Select Account Settings from the main menu, then Account Settings again. This will access the Outlook settings menu.

  1. To access your email accounts, go to the Data Files tab.
  2. Select Open File Location at the top of the email account from which you wish to export emails.

  1. A File Explorer window will launch, highlighting a PST file. This is the file containing all of your emails; copy it to wherever you like.

What you do with it is entirely up to you. You may save the file to the cloud for safekeeping, transfer it to another computer if you intend to use Outlook there, or save it to an external disk for archiving.

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How to Export Emails From Outlook on a Mac

Outlook behaves differently on macOS than on Windows. You may export your Outlook emails to an OLM file on a Mac. This format, like the PST format on Windows, preserves all of your emails, contacts, and calendar entries.

The only difference here is the file format; Outlook utilizes the one recommended by your operating system. Here’s how to save your Outlook emails to a Mac OLM file:

  1. Open Outlook on your Mac and go to the Tools tab at the top. Make sure to choose the Outlook tab rather than the Tools option from your Mac’s top menu bar.
  2. To export your Outlook emails, go to the Tools menu and choose Export.
  3. Unlike Windows, Outlook for Mac will prompt you to choose the things you want to export from the program. Select the objects you want to backup and press the Continue button.
  4. Outlook will prompt you to choose a place to save the exported email file. Choose a suitable spot on your Mac and click Save.
  5. Wait for Outlook to export all of your emails to the folder you choose.

The OLM file is now accessible in the location you specified. You are free to relocate it anytime you wish.

How to Export Emails From Outlook to Another Email Account

If you aren’t preserving them as a backup, you may want to export your Outlook emails so that you can import them into another email account, such as Gmail or Yahoo. Outlook, it turns out, enables you to transfer emails across accounts as long as they’re all accessible in the app.

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If you’ve added your destination email account to Outlook, you may simply and quickly transfer all of your existing Outlook emails to your preferred email account from inside the program.

This account-to-account email transfer procedure is as follows:

  1. If you haven’t already, add your additional email account to Outlook. If you need assistance, we’ve shown how to add Gmail to Outlook.
  2. Open Outlook and go to the account from which you wish to export emails.
  3. By hitting Ctrl + A on your keyboard, you may select all emails in your inbox.
  4. Right-click any email and choose Move, then Other Folder.
  5. You will see a dialog window where you may relocate your emails. Choose your destination email account (such as Gmail), then the folder inside that account where you wish to keep the emails, and then click OK.
  6. Your emails will begin to be routed to the folder you choose in your destination email account.

How to Export Emails From Outlook to Excel

If you want to analyze, categorize, or execute bulk actions on your communications, you should keep them in an Excel spreadsheet. Fortunately, Outlook includes an ability to export your emails directly to an Excel file.

This file will resemble any other spreadsheet, with all of your emails neatly grouped in different columns. This makes it far simpler to analyze your messages than looking through them in Outlook or another mail client.

You can do this with the following steps:

  1. Open Outlook, go to the File tab, and then choose Open & Export from the left sidebar.
  2. In the main panel, choose the Import/Export option.
  3. Outlook will prompt you to choose how you want to export your data. If you wish to export the data to an Excel file, use the Export to a file option.
  4. On the next screen, choose the first option, Comma Separated Values. It will generate a CSV file that is entirely Excel compliant.
  5. The process will next ask you to pick a folder from which to export data. Select your primary email folder and press the Next button.
  6. Select a destination folder for your exported email file by clicking Browse.
  7. To export your emails to an Excel file, click Next, then Finish.
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How to Export Individual Emails From Outlook

If you simply need to export a few emails, the drag-and-drop approach is the most convenient.

To do so, launch Outlook, pick the emails you wish to export, then drag and drop them into a File Explorer folder. Outlook will generate an MSG file with the message for each one.

Many Ways to Get Your Emails Out of Outlook

Whether you’re switching to a different email client or just want a backup copy of your emails, exporting messages from Outlook is simple, as seen above.

If you want to switch to another email client, check out the best free alternatives to Microsoft Outlook for some additional desktop mail choices.

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