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How to export emails from Outlook 365 to hard drive easily

Here you will find out how to export emails from Outlook 365 so that you can save your Outlook 365 online data to your computer whenever you want.

It is known that Outlook 365 is a subscription-based cloud email service, it becomes essential to know how to export email from Outlook 365 to PST or any other format which can be stored on your hard drive. Since MS outlook doesn’t give you a single click way to export emails from Office 365, you need to take support of a few methods which are going to be discussed in detail right here. You have landed at the right spot if your goal is to learn how to export emails from Outlook 365 to hard drive.

How to export Outlook 365 emails – here are the available methods

The best automatic method to export Outlook 365 emails to hard drive

What if we told you that you don’t have to learn how to export emails from Outlook 365 in order to successfully do so?

Directly export emails from Outlook 365 in simple steps (Recommended solution)

Mail backup X by InventPure is the best way to export Outlook 365 emails without affecting the uniqueness of your Outlook 365 mailboxes. This automatic solution has been developed after considerable research about quality of solutions that modern email users require. Even though there are a lot of options that offer to help you export emails from Outlook 365, this is the best one.

It is developed with powerful algorithms which ensure that you are able to preserve the originality of your email mailboxes. It comes with a set of brilliant features which ensure unmatched performance for all email users regardless of their experience.

Let us find out how to export emails from Outlook 365 with this automatic Outlook 365 backup solution

Step 0: Download and install Mail backup X application

Step 1: Launch Mail backup X application by double clicking on the tool icon

Step 2: You will see the first window where you will find the option to setup a new backup profile. Click on setup new backup option and you will be taken to the next window.

how to export emails from outlook 365

Step 3: This is the window where you have to choose your preferred email service which you want to backup. You will be able to see the different email services which are supported by Mail backup X. Here, we will choose Outlook and continue.

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Step 4: The tool will now scan your mailboxes and retrieve the list of Outlook identities in your system. You have to choose the main identity of the installations that you want to backup. Please select the one you want.

how to export emails from outlook 365 to hard drive

Step 5: The tool will now scan your databases and bring you your chosen email service’s mailboxes in a clean and organized manner. Here in this step, you have to select or deselect your Outlook 365 folders that you want to backup. You can also choose to ignore the empty folders at once with a single click.

After you have selected the folders that you want to backup, click on continue.

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Step 6: Now you are at the window where you can make some advanced customizations to your backup. You get more settings here.

You can set the intervals of backups after which you want emails to be backed up regularly. (It is recommended to choose the Automatic method) You can also choose to do it manually or on recurring intervals.

You can set encryption on the backup so that it can only be accessed with the encryption key.

You can also set up automatic USB backups where you just have to set up a USB drive and when you plug it in, the tool will automatically store the latest snapshot copy of your Outlook 365 backup.

how to export emails from office 365

You can select the location where you want your Outlook 365 backup to be stored. Users can choose to store their Outlook backup either on their computer or on cloud services. Currently, you can store the backup to Google Drive, OneDrive and DropBox.

how to export emails from outlook 365 to pst

After you have made the required modifications, you can click on save to start the backup process.

Step 7: Your backup is now started in accordance to the settings that you have customized. You can check the progress of the Outlook backup process on the live dashboard. Once the backup is complete, you can view/download the complete log report of the backup.

Here are few added benefits/features of Mail backup X as the best Outlook 365 backup tool

  • Backup Outlook 365 and other applications

This tool is more than just a single service backup solution. It allows you to work with multiple email services like Gmail, Yahoo mail, Apple mail, Office 365, Thunderbird, Postbox and multiple other IMAP based email services. You can get this tool and get total control over multiple email services.

  • Smart Outlook 365 backup and resume

With this feature, you don’t need to worry about poor network connectivity. With any other tool, if you lose network connectivity, you lose all progress and you have to start all over again. Fortunately, Mail backup X is able to hold your progress right where connectivity is lost and the process is resumed when the connection is re-established.

  • Data compression while you export Outlook 365

You can now leave all worries related to storage. If you use this Outlook 365 backup tool, you will be able to save up to 3 times space in your hard drive. The tool uses advanced compression algorithms to ensure that you don’t have to think twice before sending files to backup.

  • Inbuilt mail conversion – convert Outlook 365 and more

This tool is more than just a way to how to export all emails from outlook 365. It comes with an inbuilt email converter which allows you to convert to and from major email applications without worrying about accuracy or security. It is a dedicated email converter that works whenever you want with multiple supported formats.

  • File search and filter feature

The search box allows you to find any email items within the email archive. This can be considered an extra layer of security since you can confirm the presence of any email item in your database. Another valuable feature is the filter item facility which allows you to select or de select any email items that you want to include or exclude from your backup.

  • Customize your Outlook 365 backup

You can modify your Outlook 365 backup according to your needs or personal preference. You can set up automatic backups and choose the frequency of backups. You can set up mirror or duplicate backups to be stored in multiple locations. You get cloud backups and much more.

  • Auto USB backups – Export Outlook 365 to USB drive

This is a great feature for anyone who wants portable backups instantly. You are given this feature so that you can map a USB drive with the tool. When you plug in this particular drive, the tool automatically stores the latest snapshot copy of the backup in this USB drive. This is done instantly and you don’t have to do anything extra.

  • PDF archiving – export Outlook 365 to PDF files

This Outlook 365 backup tool offers another remarkable benefit that you will find extremely useful. You are offered to make PDF archives from your Outlook backup. This will give you portable archives that can be accessed without needing the outlook application or internet. These PDF files can be accessed with any PDF viewer and can be encrypted for maximum security too. These are immensely beneficial if you want to carry your archives while maintaining their folder structure.

Manual methods

Method 1: Backup outlook emails with Outlook application

Step 1: Launch Outlook application and go to the File menu.

Click on Open & Export option >> Import/Export

Step 2: Select Export to a file and click on Next to continue

Step 3: Choose Outlook data file (.PST) and click on next

Step 4: Choose the email folder that you want to backup and click on next.

Step 5: Now you will be asked to name the backup and choose the location where you want to store the Outlook 365 exported backup

Click on finish.

You can even encrypt this PST file so that no one can access this backup without the encryption key or password.

This was the first manual method that is used to export emails from Outlook 365. It has its own limitation. You need to have outlook installed on your computer. You should also know that you can only migrate one mailbox at a time and the process to backup other types of data is also different. This is only to transfer email data.

Method 2

Manual method to Export Office 365 mailbox to PST

Step 1: Sign in to your Office 365 account with admin details.

Step 1: Go to Admin and click on Exchange

Step 3: Go to Permissions on the left side. Go to Admin roles>> Discovery management

Step 4: Click on the plus sign (+) and add roles

Step 5: Go to mailbox import/export which is under roles

Step 6: You will find “members”. Hit the plus sign again and click on the user’s name that you want

Step 7: Hit save

Step 8: Find the option that says Compliance Management and go to In place eDiscovery & hold. To go ahead, click on the plus sign

Step 9: The In-place eDiscovery & hold dialogue box will open. You have to enter the name and hit the next button

Step 10: You can click on Search all mailboxes option or specify the mailboxes to search. You will have to choose the mailboxes.

Step 11: Set some filters that you want and click on next.

Step 12: A new window called “In-place hold settings” will open where you can choose the number of days after which the items will be deleted from the server. 

Step 13: Click on Finish. You will get a confirmation message after which you can hit close.

Step 14: The process will start. It can take a lot of time depending upon the size of data in your mailboxes. After the process is finished, you can click on the download arrow to export PST files.

This was another one of the manual methods that people use to export emails from Outlook 365 as PST files.


The choice is now yours, if you want automatic and seamless Outlook 365 backups with Mail backup X or manual methods which need lots of skill and responsibility. As you know, manual methods are unlikely to protect your email data if anything goes wrong since there is always room for human or mechanical error with manual methods. However, Mail backup X has been designed expressly to avoid taking any chances. You just have to follow simple steps and you will be able to backup, archive, convert and restore any emails you want from multiple email services, on both mac and windows. What more can you want?

Why don’t you test this yourself and see if it works?

The free trial of Mail backup X is now available for all. Feel free to use it to its full potential for a limited time. Once you are sure that it works well and this is what you need, you can upgrade to the full version in your desired package. There are different packages designed according to different budgets and needs. So if you are curious to find out the best way to export emails from Outlook 365 to hard drive or cloud, do try this today.

Here are the links to the free trial.