You can download all emails from Outlook 365 using the Import/Export feature, which allows you to create a local backup of your mailbox.
Steps to Download All Your Outlook 365 Emails
Here's a step-by-step guide:
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Open Outlook: Launch the Outlook desktop application.
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Navigate to the File Tab: In the top-left corner, click on "File."
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Access Open & Export: Click on "Open & Export" in the left-hand menu.
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Choose Import/Export: Select "Import/Export."
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Select Export to a file: In the Import and Export Wizard, choose "Export to a file" and click "Next."
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Choose Outlook Data File (.pst): Select "Outlook Data File (.pst)" as the file type and click "Next." This creates a file readable by Outlook.
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Select the Mailbox to Export: Choose the top-level folder for your email account (this usually has your email address as its name) to export all folders. Make sure the "Include subfolders" box is checked. Then click "Next."
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Choose a Location and File Name: Click "Browse" to choose a location on your computer to save the .pst file. Give it a descriptive name (e.g., "OutlookBackup_YYYYMMDD.pst"). You can also choose options for handling duplicate items.
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Add a Password (Optional): You can add a password to protect the .pst file if desired. Enter and confirm the password. If you don't want a password, leave the fields blank.
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Finish the Export: Click "Finish" to start the export process. Outlook will begin exporting your emails to the .pst file. The time this takes will depend on the size of your mailbox.
Important Considerations:
- The .pst file can become large, so ensure you have enough free space on your hard drive.
- This process creates a copy of your emails. The emails will still be available in your Outlook 365 mailbox unless you manually delete them.
- The .pst file can be used to import your emails into another Outlook account or to archive your emails offline.
