{"id":187284,"date":"2022-03-30T08:56:33","date_gmt":"2022-03-30T06:56:33","guid":{"rendered":"http:\/\/sftarticles.wpenginepowered.com\/en\/?p=187284"},"modified":"2025-07-01T20:51:03","modified_gmt":"2025-07-02T03:51:03","slug":"how-to-export-emails-in-microsoft-outlook","status":"publish","type":"post","link":"https:\/\/cms-articles.softonic.io\/en\/how-to-export-emails-in-microsoft-outlook\/","title":{"rendered":"How to export emails in Microsoft Outlook"},"content":{"rendered":"\n

There are different reasons why you might want to export your emails<\/strong> from Microsoft Outlook<\/a> in Microsoft 365 or from Outlook for Macs. You might want to store your emails or access them in other programs or operating systems. Outlook efficiently manages emails, so sending them to different destinations is not difficult.<\/p>\n\n\n\n

One way to do it from your PC is to send emails<\/strong> to a .PST (personal storage) file. You can also send them from Outlook to Gmail or Microsoft Excel. From Outlook for Mac you can put them in a .OLM file and store or send them as you wish. Here’s a guide to how to do it.<\/p>\n\n\n\n

Exporting Microsoft Outlook emails <\/h2>\n\n\n

  1. Export emails from Outlook on Windows<\/h2>\"How

    – In Outlook, click <\/span>File<\/b>. <\/span>In the side pane, click <\/span>Open & Export<\/b>. <\/span>Click <\/span>Import\/Export.<\/b><\/p>\n

    – Under I<\/span>mport and Export<\/b>, choose <\/span>Export to a file <\/b>and click <\/span>Next<\/b>.<\/span><\/p>\n

    – Click Outlook Data File (.PST) and click Next.<\/b><\/p>\n

    – Click o the account from which you want to export emails. Check <\/span>Include subfolders<\/b>. Then click <\/span>Next.<\/b><\/p>\n

    – Decide where to save your new<\/span> .PST file.\u00a0<\/span><\/p>\n

    – Click <\/span>Finish<\/b>.<\/span><\/p>\n

    To put a .PST file onto your hard drive, go to <\/span>Info<\/b> in<\/span> Outlook<\/b>. Then select<\/span> Account Settings > Account Settings. Go to the Data or Data Files <\/b>tab in the dialogue box, <\/span>name <\/b>the file or account, then select<\/span> Open Folder Location or Open File Location. <\/b>Copy the .PST file to your hard drive. In <\/span>Windows File Explorer<\/b>, copy the .PST file to a location of your choice on your PC or onto a flash drive.<\/span><\/p>\n

    You can then copy the file to Outlook on a different PC, another version of Outlook, or another operating system.<\/span><\/p>\n

    \u00a0<\/span>Note: <\/b>No matter which version of Outlook you are using, the export process might take a while, especially if you want to transfer a large volume of emails.<\/span><\/p>\n<\/div><\/li>

  2. Export to Gmail<\/h2>\"How

    You can export emails from Outlook to a Gmail<\/strong> account. First, you have to add your Gmail account to Outlook. You can do this by creating a folder, copying and pasting all the emails you want to export into the folder, and then copying them into Gmail. It’s advantageous to have emails you want to keep in two accounts or to save them on an external hard drive or a memory stick.<\/span><\/p>\n<\/div><\/li>

  3. Export to Microsoft Excel<\/h2>\"How

    Another way to export your Outlook emails is to put them into an Excel spreadsheet.<\/strong> You can create the spreadsheet with various columns like From, Subject, Message etc, so that you file your mails where you can easily find them once you have saved them. You can also save your spreadsheets wherever you like on your hard drive, on an external hard drive or on a flash drive so that you can access them easily.<\/span><\/p>\n<\/div><\/li>

  4. Export emails from Outlook on a Mac<\/h2>\"How

    – In Outlook, go into the account from which you wish to export emails.<\/span><\/p>\n

    – Under <\/span>File<\/b> at the top of your screen, choose <\/span>Export.<\/b><\/p>\n

    – Select all the emails you want to export.<\/span><\/p>\n

    – Decide where you want to save your .OLM file and what you want to name it.\u00a0<\/span><\/p>\n

    – Save the file.<\/span><\/p>\n

    Note:<\/b> If you want to access your saved Mac Outlook emails in Windows Outlook, the best way is to use an OLM to PST converter.<\/span><\/p>\n<\/div><\/li><\/ol><\/div>