The Outlook desktop application can archive and save email data. With this option, you can back up your emails for safekeeping, or transfer your email data to another computer. You can save individual emails, or entire folders at once. For now, the Outlook web app doesn't offer an option to download emails. This wikiHow teaches you how to download email in Outlook.
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Method 1 of 5: Exporting One Email Using Outlook 2013-2019 and Office 365
Step 1. Launch Outlook
This application is marked by a blue icon with the letter "O" above the envelope. This method can be followed in Outlook. You can use Outlook version 2019, 2016, 2013, or Office 365.
If you're not automatically signed in to your account, sign in using your Microsoft account email address and password
Step 2. Open the email you want to save
Select an email folder in the left sidebar, then double-click the email you want to save.
Step 3. Click File
This option is the first menu on the menu bar at the top of the Outlook window.
Step 4. Click Save As
This option is the third option on the “File” menu.
Step 5. Select a folder to save the email
You can click a folder on the quick access bar (“Quick Access”) on the left side of the window, or double-click another folder in the File Explorer window.
Step 6. Type in a file name
Enter a file name in the " File Name " field in the File Explorer window.
Step 7. Select the file type
Use the drop-down menu next to " Save as Type " to specify the type of email file to save. You can save the email as an Outlook file, HTML document, or text file.
Step 8. Click Save
The email will be saved to the selected directory.
Alternatively, you can drag and drop emails from Outlook to the folder where you want them to be saved
Method 2 of 5: Exporting One Email Folder Using Outlook 2013-2019 and Office 365
Step 1. Launch Outlook
This application is marked by a blue icon with the letter "O" above the envelope. This method can be followed in Outlook. You can use Outlook 2019, 2016, 2013, or Office 365 versions.
If you're not automatically signed in to your account, sign in using your Microsoft account email address and password
Step 2. Click File
This option is the first menu on the menu bar at the top of the Outlook window.
Step 3. Click Open & Export
This option is the second option on the “File” menu.
Step 4. Click Import/Export
This option is the third option on the " Open & Export " menu.
Step 5. Select "Export to a file" and click Next
Use this option to export emails as local files on your computer.
Step 6. Select " Outlook Data File (.pst) " and click Next
This option serves to export your e-mail folder as a.pst file that can be imported back into Outlook.
Step 7. Select the folder you want to export and click Next
Click the email folder you need to export. This folder will be exported as a.pst file.
To select all emails, click the primary (root) email address at the top of the list of email folders
Step 8. Click Browse
It's on the left side of the " Save exported file as " column. With this option, you can specify the file storage directory.
Step 9. Select the storage directory and click Ok
Use the file browsing window to select a location to save the file. You can select a quick access folder (“Quick Access”) on the left side, or click another folder in the menu. Click Ok ” to select a location.
Step 10. Click Finish
It's at the bottom of the "Export Outlook Data File" window.
Step 11. Create a password and click Ok
If you want to protect the file with a password so that it cannot be accessed by others, enter the password in the " Password " and " Verify Password " fields. If you don't want to create a password, leave the fields blank. Click " Ok " after it finishes. The email folder will be saved as a.pst file. The saving process may be quick or it may take a while, depending on how many emails you want to save.
Method 3 of 5: Saving Emails Using Outlook 2003 or 2007
Step 1. Start Outlook 2003 or 2007
Outlook shortcuts may already be available on the desktop or taskbar. You can also look for the Outlook icon on the “Start” menu.
If you're not automatically signed in to your account, sign in using your Outlook account email address and password
Step 2. Select the email you want to download
In both versions of the program, double-click the email you want to download to open it.
If you want to download more than one email, hold down the " Ctrl " key on your keyboard and click on each message you want
Step 3. Click File
This option is in the menu bar at the top of the Outlook window.
Step 4. Click Save As
This option is in the “File” menu.
Step 5. Select the email storage format
Use the drop-down menu next to " Save as Type " to specify the type of email file to save. You can save an email as an Outlook file, an HTML document, or a text file. Select the desired format from the drop-down menu.
- In.html or.htm format, the web page version of the email will be saved. Meanwhile, the.txt format can be opened as a plain text file in WordPad or Notepad.
- If you save multiple emails in.txt format, each message in the email will start with the word “From”.
Step 6. Specify the email storage directory
Use the file browsing option in the “Save As” window to access the email folder/location, then click the “button Ok ”.
Step 7. Set a file name
In Outlook 2003 version, the email subject becomes the file name when you download an email. In Outlook 2007 version, you need to enter the file name yourself into the “Filename” field.
Step 8. Click Save
The email will be saved to the selected directory with the file name entered (for Outlook 2007).
Method 4 of 5: Exporting Email Folders in Outlook 2003 or 2007
Step 1. Start Outlook 2003 or 2007
Outlook shortcuts may already be available on the desktop or taskbar. You can also look for the Outlook icon on the “Start” menu.
If you're not automatically signed in to your account, sign in using your Outlook account email address and password
Step 2. Click the folder you want to export
Use the left sidebar to select an email folder.
Step 3. Click File
It's in the menu bar at the top of the Outlook window.
Step 4. Click Import and Export
This option is in the “File” menu.
Step 5. Click Export
This option is in the "Import and Export" menu.
Step 6. Click Next on the pop-up window
You will get several options to choose from.
Step 7. Select “Comma Separated Values ” as the file type
You can use the drop-down menu next to "Save as Type" to select a file type.
Step 8. Select the folder you want to save as a backup file
Use the File Explorer window to select the file storage directory.
Step 9. Give the backup file a name and click Next
Use the field next to " Filename " to provide a name for the backup file.
Step 10. Click Finish
The email folder will be saved as a backup file.
Method 5 of 5: Using Outlook Express
Step 1. Start Outlook Express
If you have Outlook Express on your computer, you can use it to download emails. Double-click the program icon on the desktop or search for it via the “Programs” menu.
Step 2. Add an account
After opening Outlook Express, follow these steps to add an account.
- Click the menu " Tools ”.
- Select the option " Accounts " A pop-up window showing the “Internet Accounts” option will be displayed.
- Click " Add ” under "All".
- Choose " Mail ”.
Step 3. Enter the requested information
Follow these steps to enter the requested information:
- Enter a name for the account next to " Display Name ".
- Enter the email address whose messages you want to download and click “ Next ”.
Step 4. Enter login details and click Finish
You will be directed to a new window asking for login details. Enter the appropriate ID and password for the account under the “Internet Mail server” section.
Step 5. Set advanced settings (advanced settings)
After you add an email address, the account will appear in the “All” list. Follow these steps to set advanced settings.
- Select an email address and click the “ Properties ” on the side menu.
- Select the “Advanced” setting located between the “Security” and “IMAP” segments.
- Fill in the email server information that you can get through the "Support" page of the email service.
Step 6. Download the email to Outlook Express
After completing the procedure, click on the “Send/Receive” button next to “Create Mail”, at the top of the screen. The email will be downloaded from the account to the Outlook Express inbox.
