Office 365 is a cloud-based software product for business environments that includes a suite of products accessible via one login detail. It consists of the latest Office applications like Word, Excel, PowerPoint, and Outlook.
MS Outlook is an anchor application of Office 365, but sometimes user-facing issues while working with Outlook inbox emails. In this tutorial, we learn about different methods by which we save emails from outlook 365 and backup them into the hard drive/locally.
With Microsoft Outlook in Office 365, you get email and productivity tools for one affordable monthly fee. The outlook is a personal information manager by which we send and receive emails. It consists of different functions such as calendaring, managing tasks, contact managing, web browsing. Before going to techniques to save emails from outlook 365, know some reasons which influence us to backup Outlook emails.
Factors that Insist to Download Emails from Outlook 365
Given below are the reasons that influence us to download mailboxes emails locally on the system.
- If you hit the limit of storage space, then the message sent to your Outlook account will not be received in the inbox.
- The subscription plan of Office 365 is going to finish or expire.
- To protect Outlook inbox emails from hackers and malware attacks.
- Users store Business related information on Outlook inbox, losing that data is quite tricky for the users, So they save outlook emails to a hard drive with attachments.
- Users may want to deactivate the account.
- You want the complete backup of the inbox emails.
These are the possible factors that insist us save emails from Outlook 365 on the system locally. Besides it, Let’s learn about the best techniques by which we can download Outlook mailbox emails to the hard drive.
Approach 1: Download Outlook Mailbox to Hard Drive using PST
Users have desktop-based Microsoft Outlook installed on their system. Then they can easily export inbox emails to the hard drive. Outlook creates personal storage or PST file for storing the whole inbox emails, attachments of the file.
You can select the items of the file and transfer them to a new PST file using the .pst extension. To save emails from Outlook 365, follow the given below steps.
Step 1: Download and Launch Outlook application in Microsoft office 365 for downloading the PST file.
Step 2: Now, click on the File option and select the Open & Export.
Step 3: Press the Import/Export option from the list.
Step 4: A new window popup on the screen Import and Export Wizard
Step 5: Selectthe Export to a File option and click Next.
Step 6: Now, on the Export a file page chooses Outlook Data File(.pst) and click on the Next button.
Step 7: In the Export Outlook Data File option, Select the folder you want to download.
Step 8: Check the option of Include Subfolder from the popup page and click Next.
Step 9: To save the exported file, click on the Browse button and select the destination path to download the mailbox emails.
On that page, you can also check the box. If you want the following options:
- Replace Duplicates with items imported
- Allow Duplicates to be created
- Do not import Duplicates
Step 10: Then, click the Finish option to save emails from Outlook 365.
Approach 2: Backup Outlook 365 Inbox emails to the System Locally using HTML
Another method by which we save emails from outlook 365 on the hard drive is HTML format. In this method, email saves into a separate HTML file for a small number of emails. Follow the steps to backup the email.
Step 1: Open Outlook in MS office 365 and click the email which you want to download.
Step 2: Now, press the File option and opt for the Save As button.
Step 3:A new Save As the page opens on the screen. Select the location where you want to save the emails.
Step 4: Then, in Save as type menu, select the HTML option from there.
Step 5: At last, Click on the Save button to finish the process to save email from Outlook 365.
Approach 3: Saving Outlook emails to Hard Drive with Attachments using PDF
MS Office 365 does not allow any option of saving the emails directly into the PDF file format. But we know that a PDF file is one of the secure file formats for storing data. There is no direct way to save the email in PDF. Below are the steps to save emails from Outlook 365 as PDF.
Step 1: Save the emails in HTML format by applying the above-mentioned method.
Step 2: Open MS Word and select the HTML file from File>> Open option.
Step 3: Now, Press on the File button and click on Save as an option.
Step 4: Then, select the PDF document from the drop-down of Save as Type.
Step 5: Click the Save button to end the steps, and selected emails are saved into the PDF file format.
Approach 4: Backup the Outlook 365 Mailbox emails Locally on the System using Third-party Software
Office 365 Backup & Restore Tool is a risk-free & reliable Office 365 Backup software. That allows you to save emails from Outlook 365 mailboxes into the desired file format. It takes backup of Office 365 inbox emails into PST, MBOX, PDF, EML, EMLX, MSG, and other file formats on your hard drive or local system. Moreover, the tool migrates email items from Office 365 mailbox to various email clients like Gmail, Opera Mail, Yahoo, Thunderbird, IMAP, Live Exchange, etc.
As we understand from this tutorial, MS Outlook is an anchor application of Office 365. Office 365 is a cloud-based software product for business environments. Moreover, knowing the factors that insist us to save emails from outlook 365 into the hard drive. After that, learn the different approaches like using Office 365 Converter by which we download or backup Outlook mailbox items on the hard drive or local system.
Manoj Shukla is a Content Marketer & Content Specialist. He has a keen interest in Technology & Entrepreneurship. He is a cricket fan and also loves music and books.