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Why Export Emails from Outlook Online?

Outlook is a Microsoft tool for managing emails, calendars, and tasks. It helps you to send, receive, and organize emails, schedule appointments and events, set reminders, manage address books, group contacts, and many more. Outlook is versatile for personal and professional organizations, offering integration and security.

However, you might need to export emails from Outlook Online, why? There are some reasons like archiving, migration, organization, space management, legal and compliance, and more. So, how to export emails from Outlook Online? Here comes the topic we will discuss in the following part.

Export Emails from Outlook Web App in 4 Ways

You will find 4 ways here to export emails from Outlook online to another cloud, or hard drive, Let’s find out the details for reference.

 

Way 1. Best Way to Export All Emails from Outlook Online

To export all emails from Outlook, here comes the powerful web-based cloud file manager - MultCloud, which allows you to export all Outlook emails online to another cloud, including Google Drive, Dropbox, OneDrive, and other clouds in PDF files. Besides, you’re able to download all emails and attachments for Outlook if required.

  • MultCloud allows you to export Outlook emails online with all attachments with a few clicks.
  • Use 256-bit AES encryption and standard OAuth authorization system to keep your data safe.
  • Offline export is supported so that you can turn off the browser or computer once you start the export.

Here are the simple steps to export all emails from Outlook online to Google Drive with MultCloud:

1. Please apply for a free MultCloud account, and sign in.

Sign Up
Sign Up

2. Click Add Email > Outlook, and follow the steps to add. Then click Add Cloud > Google Drive to add it to MultCloud.

Add Outlook
Add Outlook

3. Choose Email Migration from the left side, and select all emails from Outlook as the source, and Google Drive as the target.

Migrate Outlook Emails to Google Drive
Migrate Outlook Emails to Google Drive

Tips:

  • If you want to set up migration settings like saving Outlook emails with attachments, click Options > Migration Settings > Save Attachments. Besides, you’re able to configure email notifications with the Notification tab in Options.
  • If you want to perform Outlook automatic migration, click Schedule, and set it up daily, weekly, or monthly, even at the time you specified.
  • Besides, you can configure Email Filter, like From, To, Date, Has attachment, and Is unread to select emails that you’d like to export, which is very useful. Unlock all advanced features including Schedule and Email Filter.

4. Press Migrate Now to export all emails from Outlook online to Google Drive directly.

After exporting, you will get PDF files, which can be used in many situations. Besides, you’re able to download all emails from Outlook Online on your computer to make it safe locally.

Way 2. Export Outlook Emails to PST File from Web App

As a matter of fact, there is no direct way to export Outlook emails to another cloud, but you can export Outlook online to PST files with all emails locally.

Follow the below steps to export emails from Outlook web app to PST:

1. Log in to your Outlook account from a browser.

2. Click the Settings icon > General > Privacy & Data > Export Mailbox subsequently.

Export Mailbox in Outlook
Export Mailbox in Outlook

3. Then you can download emails from Outlook Online manually after the process completed.

Limitations:

  • You can only use the Outlook desktop app or other exclusive apps to open the Outlook PST files, which is not friendly for most of us.
  • This way might take up to 4 days to process, which is time-consuming especially when you need them urgently.

Way 3. Export Outlook Emails Manually One by One

If you just only a few Outlook emails to export, you can follow the below steps to save emails from Outlook web app to hard drive, and generate a PDF file. Repeat the process for all Outlook emails you’d like to export.

Here are the steps to export emails from Outlook web app to your local hard drive:

1. Please log in to your Outlook account from the browser.

2. Open an Outlook email, choose Print from the toolbar on the top.

Print Outlook Email
Print Outlook Email

3. Click Print, then choose Save as PDF in the Destination field, and click Save.

Save As PDF
Save As PDF

4. Repeat the process to export all Outlook emails you’d like to backup.

Tips:

  • You can edit more settings to print with headers and footers, background graphics, and others, and set it up according to your demands.
  • This way only print an Outlook email at a time, so you have to repeat the boring procedure to complete the export.

Way 4. Forward Outlook Emails to Yourself

An alternate approach for exporting emails from the Outlook Web App involves attaching them to new messages and sending them to yourself. It proves useful when you only require a small number of emails, but it’s time-consuming. The steps are fairly uncomplicated:

1. Open the specific email you want to download from your Outlook online mailbox.

2. Click on the drop-down menu located beside the "Reply all" button, and choose "Forward" from the top menu options.

Forward to Yourself
Forward to Yourself

Tip: This action will launch a fresh message window, with the email already attached.

3. Insert your external email address as the recipient, then click "Send".

Attach Outlook Emails in New Message
Attach Outlook Emails in New Message

4. Upon receiving the forwarded email, access your external email account.

5. Click either "Save As" or "Export" to initiate the download of the email attachment.

6. Repeat these steps for each Outlook Web email you need to download.

As evident, this method allows exporting only one email at a time from Outlook online, making it a time-intensive process. Nonetheless, if your requirement is limited to a handful of critical emails, this approach remains effective, as it requires no additional programs or software to master.

FAQs about Export Emails from Outlook Online

How do I export emails from Outlook Online?
 
You can export emails by selecting the email you want to export, and then using the "Forward" option to send it to your external email address. Open the forwarded email in your external account and download the attachment. Or you can export all emails from Outlook Online with MultCloud.
Can I export multiple emails at once?
 
The forwarding method typically allows exporting one email at a time. If you need to export multiple emails, you might need to repeat the process for each email. Or use a third-party email backup software to export all emails at once.
What formats can I export emails in?
 
The forwarded email attachment is usually in the EML format, which can be opened by various email clients. If you use the built-in export features, you might have options to save emails in formats like PST (Outlook Data File), MSG (Outlook message), or PDF.
Can I export emails with attachments?
 
Yes, the forwarding method and MultCloud generally include email attachments. Attachments are included in the forwarded email.
Will exporting emails delete them from my Outlook Online account?
 
No, exporting emails does not delete them from your Outlook Online account. They remain in your account even after you've exported them.
Will the exported emails include sender information and timestamps?
 
Yes, the exported emails retain sender information, timestamps, and other relevant email details.

The Epilogue

In conclusion, exporting emails from Outlook Online provides a valuable means of safeguarding, organizing, and accessing your important digital communications.

Whether for backup, migration, archiving, or personal record-keeping, the ability to export emails offers flexibility and security. While methods like forwarding emails might be suitable for a few critical messages, exploring MultCloud is recommended for efficiently managing larger email quantities.

Whatever your purpose, the ability to export emails empowers you to maintain control over your data and communication history, ensuring that vital information remains accessible whenever you need it.

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