CONTACT
VISIT
© Fyxer AI Limited. Company number 15189973. All rights reserved.
Begin your day with emails neatly organized, replies crafted to match your tone and crisp notes from every meeting.
© Fyxer AI Limited. Company number 15189973. All rights reserved.
© Fyxer AI Limited. Company number 15189973. All rights reserved.
Saving your Outlook emails locally gives you full control over your information. It means you can access key messages even when you are offline, keep accurate records for client communication or compliance, and move data easily between computers or accounts. It also helps you archive older messages so your inbox stays focused on what matters most.
According to Microsoft, creating regular backups is one of the simplest ways to protect your data and ensure you can always reach important information when you need it.
Each version of Outlook has its own process, and knowing the right one saves time. Whether you use the desktop app, Outlook.com, or the mobile app, you can download or export your emails in just a few clicks, keeping your data secure and your inbox clear.
Outlook Desktop gives you the most flexibility. You can download one message, multiple emails, or your entire mailbox.
© Fyxer AI Limited. Company number 15189973. All rights reserved.
Tip: For official or legal use, we recommend saving as .pdf. This format preserves layout and message details.
This method works well for project folders or client-specific records.
You can export all your Outlook data as a single file using the .pst format. This file includes all messages, folders, contacts, and calendar items.
3. Select Export to a file and click Next.
4. Choose Outlook Data File (.pst) and click Next.
5. Select the mailbox or folder you want to include.
6. Pick a save location and click Finish.
7. (Optional) Add a password for extra security.
After exporting, you will have one file containing everything in your mailbox. You can store it on your computer, an external drive, or in a secure cloud folder.
Tip: Protecting your PST file with a password helps prevent unauthorized access. Microsoft also recommends storing backups on encrypted drives for additional security.
Outlook on the web lets you download or print single emails easily. You can also export your entire mailbox through your account settings.
This creates a local copy of your email that can be opened on any device.
Outlook Web does not allow bulk downloads, but you can still export your entire mailbox.
Depending on the size of your mailbox, this process may take several hours. The export will be in .pst format, which can be opened using Outlook Desktop.
Some business or Microsoft 365 accounts may have restrictions on exporting mailboxes. If the option does not appear, contact your IT administrator.
You can download individual emails from the Outlook mobile app on Android or iOS. Full mailbox exports are not supported on mobile devices. So here’s how to save a single email as a PDF on the Outlook app:
This saves a shareable version of your message that can be uploaded to cloud storage or sent as a file.
When you want a complete backup, exporting your mailbox is the most efficient method.
The .pst format combines your emails, folders, and calendar items into a single file.
Once exported, keep the file somewhere secure. Use clear names like Outlook_Backup_January2025.pst so you can easily track updates.
To restore the backup, select File → Open & Export → Import/Export → Import from an Outlook Data File (.pst) and choose your file.
If you use Microsoft 365, you can download your mailbox from your account’s privacy settings.
The link will contain a zip file with your messages and attachments. Open it in Outlook Desktop to restore your mailbox.
Organizing your saved emails will make them easier to locate and protect.
Q4_2025_Client_Emails).Downloading your Outlook emails is straightforward and keeps your data protected. However, managing an inbox full of messages takes time.
Fyxer helps you stay on top of it. It organizes your inbox, drafts replies, and highlights what matters most so you can focus on the work that drives results.
Yes. Use Outlook Desktop’s Export to a file → Outlook Data File (.pst) feature to create a complete backup that includes all folders, contacts, and calendar entries.
Yes. You can open .eml and .msg files in most mail clients such as Thunderbird or Apple Mail. .pdf files can be opened on any device.
Yes. Open the message, click the attachment, and select Download or Save As. For very large files, consider saving to OneDrive or another cloud service.
Go to File → Open & Export → Import/Export, choose Import from an Outlook Data File (.pst), and select your saved file.
No. You need to export them manually unless your company manages centralized backups.
Yes, if you have permission. Add the shared mailbox to your Outlook profile and follow the same export process.