Why Copy Outlook Folders to Desktop?

How to Copy Mail from Outlook to Desktop
How to Copy Mail from Outlook to Desktop

Before we go to the specific steps on how to copy Outlook folders to desktop, let’s first figure out why we need to do so. Copying Outlook folders to the desktop can be beneficial for several reasons:

  • Backup: By copying important Outlook folders to a cloud drive like OneDrive or your desktop, you create a backup of your emails, contacts, and other data. This is useful in case of data loss, accidental deletion, or if you need to access your email offline.
  • Accessibility: Having a copy of your Outlook folders on your desktop allows you to access your emails and other data even when you don't have an internet connection or when Outlook is not readily accessible. This can be helpful when traveling or during network outages.
  • Archiving: You might want to archive specific emails or folders for reference purposes. By copying them to your desktop, you can create an easily accessible archive that is separate from your active Outlook account.
  • Migration: If you plan to switch to a different email service or want to migrate your Outlook data to another email client, having a copy of your folders on your desktop simplifies the migration process. You can import these folders into the new email client or service as needed.

How to Copy Outlook Folders to Desktop via MultCloud [2 Ways]

If you prefer to save emails as PDF files, these 2 ways must meet your needs perfectly. MultCloud is a free cloud-management service and it is specially designed for file transfer or email transfer. It supports 30+ clouds and email clients to be used on one platform, including Google Drive, iCloud Drive, OneDrive, Gmail, and the upcoming Outlook.

Functions like Email Download and Email Migration can be used to copy Outlook folders to the desktop. And there are some advantages of these 2 functions.

  • Email to PDF: When you use these 2 functions to export emails, the emails will be first converted to PDFs.
  • Fast Speed: MultCloud uses bandwidth to migrate files and emails. So, the transfer speed would be fast and you don’t have to worry about the unstable network affecting the exporting process.
  • Available for Gmail: Email Download and Email Migration can be also used for copying Gmail emails to the desktop.
  • Selective Saving: You can apply the Filter feature to the Email Migration task and make the task only transfer your desired emails.

Way 1: Export an Outlook Folder by Email Download

Step 1: Get a free MultCloud account.

Step 2: Make your Outlook accessible on MultCloud. First, click “Add Email”. Then tap on the Outlook icon and log in to your account in the pop-up window.

Add Outlook
Add Outlook

Step 3: Open Outlook on MultCloud by clicking it in the left sidebar. Then choose all the emails in your desired folder and click “Download” in the upper taskbar.

How to Copy Outlook Folders to Desktop
How to Copy Outlook Folders to Desktop

Step 4: Name the task, select the settings, and click “OK”. Then, the email folder will be saved to your desktop as a zip file.

How to Save an Outlook Folder as a Zip File
How to Save an Outlook Folder as a Zip File

Note: If you have more than 50 emails in your desired folder, you may have to upgrade to a premium plan or your exporting may be restricted.

Way 2: Move Folders from Outlook to Desktop by Email Migration

If you have downloaded Google Drive, OneDrive, Dropbox, or another cloud’s desktop app, you can use Email Migration to sync Outlook folders to the desktop. Email Migration offers more customizable options that allow you to schedule the task, auto-select emails, and get a notification when the task is finished.

Step 1: Add Outlook and Google Drive to MultCloud.

Add Google Drive
Add Google Drive

Step 2: Create an Email Migration task according to your preferences. To create the simplest one, you can just choose Outlook and Google Drive in the boxes and click “Migrate Now” to upload the PDF files to Google Drive. Besides, you can open Options, Email Filter, and Schedule to see if you need them before starting the task.

Move Outlook Emails to Google Drive
Move Outlook Emails to Google Drive

Note: The Scheule is used to set a time-frequency for the migration task. You can make it daily, weekly, or monthly.

How to Copy Outlook Folders to Desktop via Import/Export Wizard

Except for PDF, you can also export Outlook folder to PST. This time we need to use the Outlook Import/Export Wizard.

Step 1: Open the Outlook app and click “File” in the upper-left corner.

Step 2: Choose “Open & Export” in the left bar and click the “Import/Export” button.

Click Import/Export
Click Import/Export

Step 3: Choose “Export to a file” as your action and click “Next”.

Choose Export to a File
Choose Export to a File

Step 4: Choose “Outlook Data File (.pst)” as the file type and click “Next”.

Choose Export to a File
Choose Export to a File

Step 5: Select an Outlook folder and click “Next’.

Choose Outlook Data File
Choose Outlook Data File

Step 6: Click “Browse …” and choose your desktop as the destination. Then click “Finish” to complete the operations.

Click Finish
Click Finish


When it comes to how to copy Outlook folders to desktop, you now have three effective methods at your disposal. Whether you prefer the convenience of exporting to a PST file or the versatility of using MultCloud to PDFs, you can confidently choose the approach that best suits your needs.


Why are my folders not showing up in Outlook desktop app?
Folders may not appear in the Outlook desktop app or Outlook does not show all emails due to issues like synchronization errors, data corruption, or incorrect settings. Check your account settings, repair the Outlook data file, or troubleshoot sync problems to resolve the issue.
Why won't my Outlook folders sync?
Outlook folders may not sync due to network issues, incorrect account settings, or server problems. Ensure a stable internet connection, verify account settings, and check for service outages or limitations with your email provider to resolve syncing problems.
Do Outlook folders sync across devices?
Yes, Outlook folders can sync across devices when you use the same email account and enable synchronization settings. This ensures that emails, calendar events, and contacts are consistent across multiple devices, such as computers, smartphones, and tablets.

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