Skip to content

How to export emails from Outlook

Rate this post

How to export emails from Outlook: You have just bought a new computer, you would like to transfer the mail you were on to it Outlook on the old PC but you don’t know how to do it? Don’t worry, I have the solution that’s right for you, and I assure you it’s much simpler than you think!

Using the data export function included in Outlook, in fact, you can copy your messages from one computer to another – or even from one email client to another – in an extremely easy and fast way. Unfortunately, importing messages into software other than Outlook requires the use of external solutions, which are not always free, but we will talk about this in the second part of the tutorial.

If you want to know all the details, do not hesitate: take five minutes of free time and put into practice the instructions on how to export emails from outlook which you find below. For the tutorial I used Outlook 2019 for Windows and macOS, but the indications below should also be fine for the older editions of the suite (from 2007 onwards). So, are you ready to put them into practice? Find all the instructions you need right below. Have a good reading!

Export messages from Outlook

If you want to learn how to export emails from outlookyou need to launch the program and click on the tab File which is located at the top left. At this point, select the item Open and export from the left sidebar and, in the screen that opens, click the button Import / exportin order to start the Outlook Data Import / Export Wizard.

How to export emails from Outlook

In the screen that is shown to you, select the item Export to a file from the list that is proposed to you and click on the button Forward. Then select the format Outlook Data File (.pst) among the formats available for export and click once again on Forward. At this point, select the mail folder you want to export (eg. [tuacasella]@ outlook.it), put the check mark next to the item Include subfolders and click Forward.

By default, the email archive file (backup.pst) is saved in the folder Documents Outlook filesbut you can choose a custom destination path by clicking the button Browse. If you want, you can also set one password to protect the exported messages by filling in the appropriate fields displayed at the beginning of the process.

Now finish the operation by pressing the button end, and exporting emails from Outlook will start. The duration of the procedure depends on the number of messages to be saved and the power of your PC.

The file PST obtained will be useful in the process of importing messages, which you can start on both Outlook for Windows and the software version for macOS.

If you use a MacInstead, you can export the emails in Outlook by calling the function Export from the menu File. It is all very simple. In this case, however, the exported file will be in OLM (not PST) and can only be used to transfer emails in Outlook from one Mac to another.

Alternatively, by dragging a folder from the program sidebar to the desktop, the messages are saved in MBOX and you can use them to import them into other email clients.

Import the messages into Outlook

How to export emails from Outlook

When you are done with export mail from Outlook on Windowsyou can use the .PST file got to easily import your emails to another computer. In Windowsall you need to do is start Outlookclick the tab Fileat the top left, select the item Open and export from the sidebar and press the button Import / export.

In the screen that is shown to you, select the item Import data from other programs or files and press the button Forward. Then select the format Outlook Data File (.pst)click the button Forward and open the pst file created earlier, using the button Browse. Then click on Forward And end and wait for the message import procedure to finish. Again, the duration of the procedure depends on the number of emails to upload and the power of your PC.

If you use a Macyou can import previously exported messages from Outlook by calling the function It matters from the menu File or by pressing the button It matters present in the card Instruments of the program. Outlook for Mac can import both backups in OLM that in PST.

Import Outlook messages into other e-mail clients

How to export emails from Outlook

Do you want to import Outlook messages into another email client? In this case you have to resort to different solutions based on the software you intend to use.

If, for example, you want to import emails into Thunderbirdyou can use the import functions included in the program or you can resort to external solutions to convert Outlook PST files into files MBOX compatible with Thunderbird.

To use the import features included in Thunderbird, Outlook must be installed on your PC and must be 32-bit version. If these two requirements are met, you can start importing messages from Outlook by opening Thunderbird, pressing the ≡ button located at the top right and selecting the items Tools> Import from the menu that opens. Next, you need to put the check mark next to the item Mailpress on Forward and choose Outlook as a program from which to import emails.

If you are using a 64-bit version of Outlook or cannot install the program on your PC, you have to resort, as mentioned above, to an external software capable of converting a file PST Outlook (obtained through the procedure I showed you in this chapter) in a file MBOX compatible with Thunderbird.

I advise you Convert PST to MBOX Outlook Freeware, which you can download for free. Alternatively, you can use Emailchey which is compatible with all operating systems (Windows, macOS and Linux) with a license cost of $ 29.95, but also available in a free version in which the sender and subject of messages are masked.

So let’s see how to use Convert PST to MBOX to convert a PST file to Thunderbird import compatible format. Reach the official site of the programscroll the page to the bottom and press on the wording Download free limited version. You can also proceed to download the full version (Advanced version) at a cost of € 19.95 which adds some additional features, such as the ability to choose the folders to include in the MBOX file.

After picking up the .exe filedouble click it, press the key Installthen on Nextaccept the terms of service and press the button Next. Then choose whether to allow the installation of the Outlook addon (which will not be used in this tutorial of mine) and press the keys Install And Finishto conclude the setup.

After starting the program, all you have to do is select the PST file using the appropriate icon on the line PST File or folder with PST files. Then press the icon next to the row Target path for converted messages in MBOX format and choose the name to give to the XBOX file you are about to generate. Then press the button Run to start the conversion.

Convert PST to MBOX

Once the conversion is complete, install the add-on ImportExportTools NG in Mozilla Thunderbird. If you don’t know how to do it, download the add-on from the Mozilla Addons website, go to the menu ≡> Add-ons Thunderbird and select the entry Install add-on from file from the menu with thegear;

When done, restart Thunderbird, create one new local folder by right clicking on the item Local folders located in the sidebar and go to the menu ≡> Tools> ImportExportTools NG> Import mbox file by Thunderbird;

In the window that opens, put the check mark next to the item Directly import one or more files in mbox formatclick on OK and select the MBOX file previously obtained with the conversion. The messages will be imported into the sub-folders of the local folder you created in Thunderbird.

How to export emails from Outlook

If you use Apple Mailyou can import MBOX files with Outlook emails simply by starting the application and selecting the item Import boxes from the menu File which is located at the top left.

How to save emails from Outlook web

How to export emails from Outlook

If you have an email account on Outlook.com and you want to export the messages of the latter to Outlook, Thunderbird, Apple Mail or any other e-mail client, all you have to do is configure a new account in the program and fill in the form that is proposed to you using the following data.

  • First name: the name you want to use as the header of your emails
  • Email address: your Outlook email address
  • Password Confirm Password: the password of your email address in Outlook
  • IMAP server name: imap-mail.outlook.com
  • IMAP port: 993
  • IMAP encryption method: SSL / TLS
  • SMTP Server Name: smtp-mail.outlook.com
  • SMTP port: 587
  • SMTP encryption method: STARTTLS

If, on the other hand, you want to export Outlook.com messages to Gmail, in order to synchronize the two Web Mail services, follow the instructions contained in my tutorial on how to synchronize Outlook with Gmail.

Alternatively you can try to download all the data of your Microsoft mailbox in PST format directly from the Web. To do this, connect to your mailbox on Outlook.comtap on the icon and select the item View all Outlook settings.

Once this is done, select the items General> Privacy and data and click the button Export mailbox. The export process can take up to 4 days. At the end of the procedure, you will receive a warning message or you can simply return to this section and press the button Download here to get all mail in Outlook in PST format.

How to save Outlook mail to PDF

Computer

If your intention is to save an Outlook email to PDFRegardless of the version of the Outlook client installed or if you are using Outlook from the web, you should know that through the print message feature, you can select the virtual PDF printer to create a copy in PDF.

In this regard, if you want to succeed in your intent, I recommend that you cfully read all the tips I gave you in my tutorial on how to save an email in PDF.