How to Download Emails from Outlook.com in Multiple Formats

Losing access to an important email can be frustrating, especially if you don’t have internet or if the message gets deleted. That’s why knowing how to download emails from Outlook.com is so useful, as it gives you a reliable offline copy you can keep for backup or Office 365 migration whenever needed.

Today, I’ll walk you through the step-by-step procedure to download Outlook.com emails via four appropriate solutions, which I personally used for efficient backup. So, without any further delay, let’s proceed with our discussion.

Table of Contents

• Why Export Outlook.com Emails?
• How to Download Outlook.com Emails?
  • #1. Outlook Desktop
  • #2. Outlook.com’s Web Export Feature
  • #3. Use IMAP
  • #4. Robust Backup Solution
• Best Practices You Should Follow
• Author’s Verdict
• People Also Ask (FAQs)

Why Export Outlook.com Emails?

Recently, my data was hacked by someone, and I’m unable to access my Outlook.com data. I tried to log in multiple times, but I can’t. Then, I contacted Microsoft support to help me with this. So, the first thing they asked me was if I had any backup of your Outlook.com. 

If yes, then currently access that until we resolve your issue. That time, I realised the necessity to download emails from Outlook.com. Additionally, I learned there are several benefits of the same, i.e.

• Accessing data without an internet connection. 
• Ensures data continuity in cyberattacks or data breach scenarios.
• Protect against accidental deletion or account compromise.
• Preserve original message metadata and headers when sharing.
• Enable easy Office 365 Tenant to Tenant migration or between systems.
• Archive attachments alongside their emails for quick retrieval.

After learning these reasons, I hope you learned the requirement of taking an Outlook.com email backup. Next, I’ll share how to export Outlook.com emails step by step.

How to Download Emails from Outlook.com – Tested 4 Solutions

When my team faced downtime due to a data hack, as a Microsoft 365 admin, it was my responsibility to resolve the issue quickly and ensure minimal disruption. To address this, I used a backup to restore the data to a new account with more security measures. 

I regularly back up my team’s data with these techniques, i.e.

#1. Export Outlook.com Emails Using Outlook Desktop

If you want a complete Outlook.com mailbox backup, then opt for this method. For the same, you need:

• Microsoft Outlook (desktop version) is installed.
• Your Outlook.com account has been added to Outlook.

When confirming these two essential points, follow the steps below to download emails from Outlook.com in PST format:

1. Open your configured Outlook.
2. Go to File > Open & Export > Import/Export.
3. Select Export to a file > Outlook Data File (.pst) > Click Next.
4. Choose the top-level folder and check Include subfolders.
5. Select where to save the PST file, and click Finish.

That’s all! This is the most straightforward way to save Outlook.com data, while preserving all folders, contacts, and calendar items. But make sure your PC has enough disk space for the PST file. Otherwise, not all the data will be backed up.

#2. Download Emails from Outlook.com’s Web Export Feature

If you don’t have Outlook installed, then you can use Outlook.com’s built-in Export mailbox feature. Microsoft prepares a downloadable file and emails you the link. Follow the steps to export Outlook.com emails:

1. Log in to Outlook.com.
2. Click Settings (gear icon) > View all Outlook settings > General > Privacy & data.
3. Click Export mailbox and follow the instructions.
4. Wait for Microsoft to email you a download link.

This can take a few hours or even days for large mailboxes. So, you have to wait till the downloadable link lands in your mailbox. This approach is suitable for those who don’t have desktop-based Outlook installed and do not want to rely on it. 

#3. Use IMAP to Download Emails from Outlook.com

Use IMAP backup when you want a copy of emails in another program like Thunderbird or Apple Mail. To do so:

1. Enable IMAP in Outlook.com: Settings > Mail > Sync email > IMAP.
2. In your mail client, add a new account using IMAP. Use these settings:
   • Incoming server: outlook.office365.com, Port 993, SSL/TLS
   • Outgoing server: smtp.office365.com, Port 587, STARTTLS
3. Wait for the client to sync. Once synced, emails are available locally.

It works across multiple mail clients. Remember to provide accurate server details; otherwise, it shows an IMAP Authentication Failed error. Despite that, if you want backup for Microsoft 365 migration, then it is recommended to opt for a professional IMAP to Office 365 migration solution. 

#4. Robust Backup Solution to Export Outlook.com Emails Hassle-free

To download emails from Outlook.com using manual methods is a frustrating job. I’ve wasted my time troubleshooting missing folders or corrupted files, and I’m sure many users face the same challenges.

That’s why I recommend opting for the SysTools Outlook.com Backup Tool to solve all these common pain points and back up your mailbox without data loss. It’ll download emails, contacts, calendars, documents, tasks, and notes from the Outlook.com account simultaneously in various file formats. 

So, try this software solution for free now on Mac or Windows machines with all the latest version support.

Why I recommend this solution to download emails from Outlook.com:

• Direct backup, no need for Outlook or any other application to be installed. 
• All emails, contacts, calendars, and attachments are backed up in batches.
• The tool preserves the exact folder hierarchy.
• You can choose from multiple formats like PST, MBOX, PDF, EML, VCF and ICS depending on your needs.
• Offers advanced filters to export only relevant data within the expected time.

Quick Instructions to Export Outlook.com Emails in Desired Format

• Step 1. Open the solution, and choose the file format in which you want the data, i.e. PST, MBOX, PDF, MSG, and EML. 

• Step 2. Once you select the output format, choose the data to export, i.e. Email, Contact, Calendar, and Document. Use the Date Filter for the desired data export.

• Step 3. Now, provide the admin credentials of your Outlook.com account.

 

• Step 4. After validation, select the destination location to store the resultant data by clicking on the Backup Folder Path option.

• Step 5. Load data by hitting the Fetch Workload Folders button. 

• Step 6. Lastly, press the Start Backup button to download emails from Outlook.com. 

See, this is the easiest and quickest solution for large exports. Within 6 steps, even a naive user will back up data in one go without any external or IT help. 

Best Practices You Should Follow

Validate all the points to ensure offline data security and management:

1. Schedule periodic exports to keep your local copies up to date.
2. PST or exported files are stored in encrypted drives, or import PST to Office 365 to safeguard from corruption. 
3. Large mailboxes can create huge files, so always ensure enough storage to avoid errors.
4. Enable MFA & App Passwords for extra security when using IMAP/POP3.
5. Limit POP/IMAP Access when done to reduce potential security risks.

Author’s Verdict

I’ve found that using the Outlook desktop app to download emails from Outlook.com is the most reliable method for full backups. Using IMAP or POP through a mail client is perfect for selective downloads.

For large and reliable backups, I suggest opting for an automated tool (method 4), which I mentioned earlier. It doesn’t matter, whatever solution you consider, having a local backup of cloud data ensures continuity if it is lost or accidentally deleted. 

People Also Ask (FAQs)

1. What is the easiest way to download all emails from Outlook.com?
   I recommend using the Outlook desktop app to export your mailbox as a PST file. Plus, it preserves folders, contacts, and calendar items.
2. Can I download emails from Outlook.com without installing Outlook on my computer?
   Yes, Outlook.com offers a web-based Export mailbox feature. For the same, you have to open Outlook.com, then within settings, select the mailbox to save, and click Export mailbox. Afterwards, Microsoft will prepare a downloadable file and email you a link when it’s ready. When you click on that link, it will ask you to provide a destination location to store data. Save it, and access it anytime without Outlook.  
3. How long does the Outlook.com web export take?
   The export can take from a few hours to days, depending on the mailbox size. It usually takes 24-48 hours for large accounts if you are using the SysTools Backup solution. 
4. Can I download only specific emails or folders?
   Yes. In Outlook desktop, you can select individual folders. Some mail clients with IMAP/POP also allow selective downloads.
5. What’s the difference between IMAP and POP for downloading emails?
   IMAP syncs all folders with the server, keeping everything intact. POP downloads emails only from the Inbox and removes them from the server, depending on your settings.
6. What should I do if the PST file is corrupted?
   Microsoft Outlook has a built-in Inbox Repair Tool (scanpst.exe) that can help recover corrupted PST files.