A Comprehensive Guide on How to Backup Outlook emails

People use many methods on how to backup Outlook emails and in this article, we are running through a dozen of them. Some are quick manual steps you can do right inside Outlook. Others are automated tools that work quietly in the background. We will also point out a few troubleshooting tricks, some habits that help avoid problems, and where specialist software like MSP360 fits in compared to the tools Outlook already gives you.

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Key Takeaways:
1) You can export Outlook emails to a PST file. Both classic and new Outlook for Windows will have different steps to export.

2) Ensure you have all emails you want to export downloaded when using classic Outlook.

3) You must have desktop Outlook to export from your Outlook.com mailbox. If you save an email as a PDF it will only save that one email.

4) If you are using legacy Outlook for Mac, you can export to an OLM file. Use the directions that apply to your version of Outlook.

5) AutoArchive and OST files are not a replacement for a backup. AutoArchive will move or delete items from your mailbox. OST files are offline copies of your mailbox.

6) Organizations that use Microsoft 365 can back up their data. Microsoft 365 Backup is an additional paid service. There are also third party options that can help protect your Exchange Online emails.

Top 12 Methods on How to Backup Outlook Emails

The good news for organizations seeking to develop an Outlook email data protection plan is that there are many ways to backup Outlook emails. The bad news is that, with so many options available, it can be tough to select the right one for your organization.

If that’s the challenge you face, read on. This section discusses twelve leading Outlook backup techniques, explaining the pros and cons of each.

Manual Backup Methods for Classic Outlook for Windows

Export Outlook Emails to PST file

Note: Before exporting, make sure Outlook has downloaded all the emails you want to back up. For Exchange or Microsoft 365 accounts, set the download range to All and wait for synchronization to finish. Otherwise, older emails may be missing from the export.

Plenty of people still use Outlook’s Import/Export tool when they want a copy of their mailbox. If you want to try it go through the following steps:

File tab

Open & Export

Import/Export

Export to a file

Now mark the folders you want, tick the subfolders box if you don’t want to miss anything, and decide where the file should live. That could be on your desktop, a shared network folder, or anywhere you can get to easily. If it’s sensitive, add a password before you finish.

One of the most significant minuses is that it’s all on you to run it. There’s no automation, no incremental saves. You’ll also have to store that file somewhere safe and remember to update it regularly.

Use AutoArchive to Store Emails Locally

Some Outlook users let AutoArchive take care of older mail, quietly shifting messages into their own PST file once they’ve been sitting around for a while. Setting it up isn’t hard:

Open Outlook, click File, then Options

Move into the Advanced section

Open AutoArchive Settings

You can decide how often it should run, which folders to sweep through, and where that archive ends up.

It’s handy if you just want to stop your mailbox from getting stuffed, while still holding on to the paper trail of older conversations. But keep in mind, this isn’t really a disaster-proof backup. If the PST gets corrupted or you delete it by accident, those emails are gone for good. That’s why many people make a second copy of the archive and stash it somewhere safe — just in case.

Note: Depending on your settings, AutoArchive moves older items to an archive file or permanently deletes them. Moving emails to an archive does not create an additional copy, so keep a separate backup of your archive file.

Backup Outlook Emails Using Drag-and-Drop

Another great way on how to backup Outlook emails and messages is, by simply dragging them into a folder on your computer. It is quick, requires no special tools, and is easy for anyone to do.

Drag-and-Drop method has clear limitations, the folder structure is lost, there is no way to automate it, and restoring the emails is not straightforward. It is a practical option when you only need to keep a few important messages, but not for backing up an entire mailbox.

Note: To save an individual email, open it and select File → Save As in classic Outlook for Windows, or More actions → Save as in new Outlook for Windows.

Export Outlook Emails to Microsoft Excel

Using the Import/Export wizard (described in Method 1), you can export email metadata to an Excel or CSV file. This typically includes sender, subject, date, and other fields.

Click Files tab, then Open & Export, then Import/Export

Choose name of the file and click Next

Select Files to export and click Finish

It is useful for audits, compliance reviews, or communication tracking. However, it does not backup email content or attachments, so it does not work for full recovery scenarios. It's a good supplement, not a standalone backup.

Backup by Manually Copying the PST file

Outlook stores PST files under Account Settings, Data Files or in the AppData folder. Close Outlook first, then copy the files manually to avoid corruption.

Click File Tab

Click Account Settings

Under the Data Files tab, find the path to your PST file.

Copy the PST file to a backup location:

• Use File Explorer to navigate to the file path.
• Right-click the .pst file > select Copy.
• Paste it into an external drive, cloud storage, or another folder

It must be done manually, and the copied file won't include changes made since the last copy. Also, using PST files for active mail storage can increase the risk of corruption.

How to Back Up Emails in New Outlook for Windows

New Outlook for Windows has the ability to export your mailbox or certain folders to an Outlook Data File (.pst). The export steps differ from those in classic Outlook for Windows.

Go to Settings, Files and select Export.
Select Get started to begin the export process.

You can select which mailbox and/or folders you would like to export and follow the instructions to export your data.

Note: Microsoft currently states that calendar items and contacts are not supported in .pst files with new Outlook. Do not use this method to backup your calendar and contacts.

Back Up Outlook Emails in Legacy Outlook for Mac (.olm)

Note: These instructions apply to legacy Outlook for Mac.

In legacy Outlook for Mac, you can export emails, contacts, calendar events, and other items to an .olm archive. To create the archive, follow these steps:

1. Open Outlook and select Tools - Export.
2. Select the types of data you want to back up, such as Mail, Contacts, or Calendar.
3. Click Continue.
4. Choose where to save the .olm archive, then click Save.
5. When the export is complete, click Finish.

It works well, but it is static, meaning you need to run it periodically to stay current. Also, .olm files do not work with Windows Outlook, which limits their portability.

Web-Based Backup Options

How to Backup Emails from Outlook.com

If you use Outlook.com (the browser-based version of Outlook) you can still grab a copy of your mailbox. To back up your Outlook.com mailbox, add your account to the Outlook desktop app, then follow the export instructions for your version of Outlook.

To save a single email as a PDF instead, open the message in Outlook.com and select Print, then choose the PDF option available in your browser or operating system. This saves one message, not your entire mailbox.

How to Backup Outlook Emails to Gmail

Another option on how to backup Outlook emails, is to add a Gmail account to Outlook via IMAP, then copy messages into Gmail folders. Doing so syncs the data to Gmail servers, giving you an extra copy in another cloud environment. Add your Gmail account:

• Go to File > Add Account.
• Enter your Gmail address
• Make sure Gmail is added using IMAP (default setting).

Note: IMAP is always enabled for personal Gmail accounts. For Google Workspace accounts, access may depend on your administrator’s settings.

In Outlook, wait for Gmail folders to sync in the folder pane.
Select the Outlook emails you want to back up.
Copy the selected emails into a folder under your Gmail account
Wait for Outlook to sync the changes, the emails will be uploaded to Gmail servers.

This adds redundancy and can be handy during migrations. Still, syncing delays and Gmail’s simpler folder and search functions can make it less practical for large or business-critical backups.

Backup in Microsoft 365 / Exchange Online

How to Backup Outlook Emails in Microsoft 365

Outlook Email can be found in Exchange Online if you have a Microsoft 365 Work or School account. There are many ways to backup your mailbox data using Outlook or a backup solution.

Microsoft 365 Backup is a separate paid service that will allow you to backup and restore mailbox data from your Exchange Online Mailbox using restore points. Retention policies and Litigation Hold will keep data based on your retention period or for legal reasons. This should not be confused with Microsoft 365 Backup.

There are other third party backup solutions you can use to protect your Exchange Online Email such as MSP360 Backup for Microsoft 365.

[readmore] Microsoft 365 Backup Solution: Native vs third party backup software

Why an OST File Is Not a Portable Backup

OST files will contain your offline mailbox from an Exchange server or Microsoft 365 account. You are unable to import these files like you would with a PST file. Simply copying your OST file will not export your mailbox data or backup your mailbox.

Third-Party Backup Solutions

Storing Outlook Backups on External Devices

After you export to a .pst or .olm file, you can copy it to an external USB drive or hard disk. Using encryption is a good idea to protect sensitive information, and naming conventions with version control make it easier to track multiple backups. This method adds a physical protection layer and works well for offline or long-term storage. The downside is that physical devices can be lost, stolen, or simply forgotten when it is time to update the Microsoft 365 backup.

Use a Third-Party Backup Solution

Several vendors like MSP360 Backup for Outlook offer a dedicated SaaS backup solution for Outlook Online or Microsoft 365 email. These tools make the process on how to backup Outlook emails simple and easy: from backup entire mailbox or specific folders. They also support encrypted and immutable storage, and offer features like versioning, automated scheduling, and ransomware protection.

These solutions are ideal for compliance, scalability, and ease of recovery. Another advantage is that they integrate with cloud storage like AWS, Azure, Wasabi, and Backblaze, and they support policy-based automation. The main drawback is cost, but they provide comprehensive protection that native Outlook tools lack.

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Conclusion: How to backup Outlook Emails

Most organizations need to keep a solid understanding on how to backup Outlook emails as it's not only to guard against data loss, but also to meet compliance standards. How that backup is done can look very different from one business to another. For some, a manual process like copying PST files is enough. For others, especially when dealing with large volumes of mail, a dedicated tool is the more practical choice.

MSP360 Microsoft 365 (Office 365 Backup) automates the process and reduces risk on how to backup Outlook emails, while also offering extras like immutable storage, custom backup policies, and the option to send data to multiple storage locations.

If you want to explore the full feature set, MSP360 offers its Backup for Microsoft 365, including support for Exchange Online, which you can try for free.