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.
How to download emails from Outlook desktop
Outlook Desktop gives you the most flexibility. You can download one message, multiple emails, or your entire mailbox.
To save a single email
- Open Outlook on your computer.
- Select the email you want to download.
- Go to File → Save As.
- Choose the format you prefer:
- .msg: Opens in Outlook with all formatting and attachments.
- .txt: Saves plain text without attachments.
- .pdf: Creates a shareable copy with full layout.
- Choose a folder on your computer and click Save.
Tip: For official or legal use, we recommend saving as .pdf. This format preserves layout and message details.
To download multiple emails
- Hold Ctrl (Windows) or Command (Mac) and click each email you want.
- Drag the selection into a folder on your desktop or in File Explorer.
- Each email will be saved as a separate .msg file.
This method works well for project folders or client-specific records.
To export all emails from Outlook desktop
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.
- Open Outlook.
- Go to File → Open & Export → Import/Export.
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.
How to download emails from Outlook web (Outlook.com)
Outlook on the web lets you download or print single emails easily. You can also export your entire mailbox through your account settings.
To download a single email
- Log in at Outlook.com.
- Open the email you want to save.
- Click the three dots (…) in the top-right corner.
- Choose Print.
- In the print window, select Save as PDF.
- Enter a file name and save it to your preferred location.
This creates a local copy of your email that can be opened on any device.
To download multiple emails or your full mailbox
Outlook Web does not allow bulk downloads, but you can still export your entire mailbox.
- Click the Settings gear icon → View all Outlook settings.
- Select General → Privacy and Data.
- Under Export mailbox, click Export mailbox.
- Microsoft will prepare your file and send you an email when it is ready.
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.
How to download emails from Outlook mobile app
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:
- Open the Outlook app.
- Tap the email you want to download.
- Tap the three dots (⋯) in the corner.
- Select Print.
- Choose Save as PDF (on Android) or Share → Save to Files (on iOS).
- Enter a file name and save the document.
This saves a shareable version of your message that can be uploaded to cloud storage or sent as a file.
How to export or backup all Outlook emails
When you want a complete backup, exporting your mailbox is the most efficient method.
Using Outlook desktop (PST export)
The .pst format combines your emails, folders, and calendar items into a single file.
- Go to File → Open & Export → Import/Export.
- Choose Export to a file → Outlook Data File (.pst).
- Select the folders you want.
- Choose a save location and click Finish.
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.
Using Outlook web (Microsoft 365)
If you use Microsoft 365, you can download your mailbox from your account’s privacy settings.
- Log in to Outlook Web.
- Go to Settings → Privacy and Data.
- Click Export mailbox.
- Wait for Microsoft’s email with the download link.
The link will contain a zip file with your messages and attachments. Open it in Outlook Desktop to restore your mailbox.
Tips for managing downloaded emails
Organizing your saved emails will make them easier to locate and protect.
- Use descriptive folder names: Label folders by date, client, or project (for example,
Q4_2025_Client_Emails). - Schedule backups: Set reminders to export your mailbox regularly.
- Keep data secure: Store backups in encrypted folders or on cloud storage with two-factor authentication.
- Monitor storage: Large PST files can slow down performance, so check available space.
- Remove old backups: Delete outdated versions to save space and avoid confusion.
- If you manage several Outlook accounts: Use Account Settings to verify which mailboxes are included in your export. This helps you avoid missing key folders.
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.
Downloading emails from Outlook FAQs
Can I download all my Outlook emails at once?
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.
Can I open Outlook emails without the Outlook app?
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.
Can I download attachments separately?
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.
How do I restore downloaded emails back to Outlook?
Go to File → Open & Export → Import/Export, choose Import from an Outlook Data File (.pst), and select your saved file.
Does Outlook automatically back up emails?
No. You need to export them manually unless your company manages centralized backups.
Can I download emails from a shared mailbox?
Yes, if you have permission. Add the shared mailbox to your Outlook profile and follow the same export process.