Table of Contents<\/p>\n\t\t\t\t
- <\/ul>\n\t\t\t\t<\/div>\n
- Use File Explorer to navigate to the file path.<\/li>\n
- Right-click the .pst file > select Copy.<\/li>\n
- Paste it into an external drive, cloud storage, or another folder<\/li>\n<\/ul>\n
It preserves most Outlook metadata and settings and is suitable for transferring user profiles between systems. However, 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.<\/p>\n
Web-Based Backup Options<\/h2>\n
How to Backup Emails from Outlook.com<\/a><\/h3>\n
If you use Outlook.com<\/a> (the browser-based version of Outlook) you can still grab a copy of your mailbox. Microsoft offers this through its Privacy Dashboard<\/strong>, where you can place a request for your data. It might take a few days before it\u2019s ready for download.
\nGo to Outlook.com and sign in.
\nOpen the email you want to back up.
\nClick the three dots (more actions)<\/strong> > Choose Print<\/strong>.
\nIn the print window, select Save as PDF<\/strong>.
\nSave the email to your computer as a PDF<\/strong> file.<\/p>\n![\"How](\"\/wp-content\/uploads\/2025\/08\/backup_outlook_emails_4355298_2-300x184.png\")
<\/p>\nThis works well when you want a full snapshot of what\u2019s stored online, but it\u2019s not great for quick or selective backups. Another way around on how to backup Outlook emails it is to hook your Outlook.com account into the desktop version of Outlook using IMAP or, less commonly these days, POP. That way, you can run a normal PST export on your own machine. Just be aware that IMAP skips certain metadata, and POP is an older protocol that most people have moved away from.<\/p>\n
How to Backup Outlook Emails to Gmail<\/h3>\n
Another option on how to backup Outlook emails, is to add a Gmail account to Outlook via IMAP, then move or copy messages into Gmail folders. Doing so syncs the data to Gmail servers, giving you an extra copy in another cloud environment.
\nAdd your Gmail account:<\/p>\n- \n
- Go to File > Add Account<\/strong>.<\/li>\n
- Enter your Gmail address<\/li>\n
- Make sure Gmail is added using IMAP<\/strong> (default setting).<\/li>\n<\/ul>\n
![\"How](\"\/wp-content\/uploads\/2025\/08\/backup_outlook_emails_4200977-e1755608019866-300x74.png\")
<\/p>\nEnable IMAP in Gmail:<\/p>\n
- \n
- Go to your Gmail > Settings > See all settings > Forwarding and POP\/IMAP<\/strong>.<\/li>\n
- Under IMAP access<\/strong>, select Enable IMAP<\/strong> > Click Save Changes<\/strong>.<\/li>\n<\/ul>\n
![\"How](\"\/wp-content\/uploads\/2025\/08\/backup_outlook_emails_4212070-300x26.png\")
<\/p>\n![\"How](\"\/wp-content\/uploads\/2025\/08\/backup_outlook_emails_4231061-300x68.png\")
<\/p>\nIn Outlook, wait for Gmail folders to sync in the folder pane.
\nSelect the Outlook<\/strong> emails you want to back up.
\nDrag and drop<\/strong> the emails into a folder under your Gmail account
\nWait for Outlook to sync<\/strong> the changes, the emails will be uploaded to Gmail servers.<\/p>\nThis adds redundancy and can be handy during migrations. Still, syncing delays and Gmail\u2019s simpler folder and search functions can make it less practical for large or business-critical backups.<\/p>\n
Backup in Microsoft 365 \/ Exchange Online<\/h2>\n
How to Backup Outlook Emails in Microsoft 365<\/h3>\n
If you\u2019re using Microsoft 365, there\u2019s no built-in button or tool that will drop Outlook back to exactly what it looked like at a certain point in time. The closest you get are features like Litigation Hold<\/strong> or Retention Policies<\/strong>. Those are great for keeping emails around for legal or compliance reasons, but they\u2019re not built to save you after a mailbox disaster.<\/p>\n
You can tweak Cached Exchange Mode so more mail is stored locally. That might help when exporting, though it still isn\u2019t the same as having a real backup. And since there\u2019s no quick \u201crestore from backup\u201d option, many IT teams still depend on third-party backup software into the mix. The way it usually shakes out: Microsoft\u2019s tools are good for meeting rules under GDPR or HIPAA, but when you actually need to bring an inbox back fast, you\u2019ll want something else watching your back.<\/p>\n
Backup Outlook Exchange OST File<\/h3>\n
OST files are cached copies of mailboxes from Exchange or Microsoft 365 accounts. You can locate them under the same Data Files section. Although Microsoft didn\u2019t design OST files for backup, you can copy them if you can\u2019t export data normally.<\/p>\n
![\"How](\"\/wp-content\/uploads\/2025\/08\/backup_outlook_emails_4355298_3-1-300x152.png\")
<\/p>\nHowever, OST files are not directly importable into Outlook. They require conversion or reconnection to the original mailbox. They are more of a last-resort option for partial backup rather than a recommended practice.<\/p>\n
\u00a0<\/a>![\"CTA\"](\"https:\/\/no-cache.hubspot.com\/cta\/default\/5442029\/27f31bec-2432-424d-9274-55124dc57a9f.png\")
<\/a><\/span><\/span><\/div>\n\n![](\"\/wp-content\/uploads\/2025\/08\/how_backup_outlook_emails_without-shadow.png\")
<\/div>\n\nProtecting Your Org\u2019s Microsoft 365 Data: Why Microsoft Isn\u2019t Doing It for You<\/div>\nCheck out our whitepaper to learn why native tools like retention policies fall short, what the Shared Responsibility Model really means for your organization, and how to keep your data secure, available, and recoverable with a proper backup strategy.<\/div>\n<\/a><\/span><\/span>\u00a0<\/span><\/p>\n<\/div>\n<\/div>\nThird-Party Backup Solutions<\/h2>\n
Storing Outlook Backups on External Devices<\/h3>\n
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.
\nThis 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 backup.<\/p>\nUse a Third-Party Backup Solution<\/h3>\n
Several vendors like MSP360 Backup for Outlook offer dedicated Outlook Online or Microsoft 365 email backup solutions<\/a>. 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<\/a>.<\/p>\n
![\"How](\"\/wp-content\/uploads\/2025\/08\/backup_outlook_emails_4253623-300x178.png\")
<\/p>\nThese 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.<\/p>\n
Further reading<\/span> For the detailed, step-by-step guide with all features and options covered, see the full <\/span>MSP360 Outlook Mail Backup guide<\/span><\/a><\/p>\n
Despite the fact that many organizations have already moved their infrastructure to the cloud, on-premise Microsoft Outlook (Exchange local server) is still widely used by businesses. For that reason, Exchange local server backup and restore remain critical for many organizations. Such vendors as MSP360 offer backup for Exchange servers<\/a>, providing a full overview of the Microsoft Outlook (Exchange local server) backup process and offering best practices for its backup and recovery.<\/p>\n
Conclusion: How to backup Outlook Emails<\/h2>\n
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<\/a> is enough. For others, especially when dealing with large volumes of mail, a dedicated tool is the more practical choice.<\/p>\n
MSP360 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 get started for free, try our free backup software version<\/a>.<\/p>\n
If you want to explore the full feature set, MSP360 offers its Backup for Microsoft 365<\/a>, including support for Exchange Online, which you can try for free.<\/p>\n
- Under IMAP access<\/strong>, select Enable IMAP<\/strong> > Click Save Changes<\/strong>.<\/li>\n<\/ul>\n
- Go to File > Add Account<\/strong>.<\/li>\n
Top 12 Methods on How to Backup Outlook Emails<\/h2>\n
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.<\/p>\n
If that\u2019s the challenge you face, read on. This section discusses twelve leading Outlook backup<\/a> techniques, explaining the pros and cons of each.<\/p>\n Plenty of people still use Outlook\u2019s Import\/Export tool when they want a copy of their mailbox. If you want to try it go through the following steps:<\/p>\n Open Outlook and head to the <\/span>File tab<\/strong>.<\/span><\/p>\n From there, go to <\/span>Open & Export<\/strong>, then hit <\/span>Import\/Export<\/strong>.<\/span><\/p>\n Then hit <\/span>Import\/Export<\/strong>.<\/span><\/p>\n In the list that pops up, pick <\/span>Export to a file<\/strong> and choose Outlook Data File (.pst) as the format.<\/span><\/p>\n Now mark the folders you want, tick the subfolders box if you don\u2019t 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\u2019s sensitive, add a password before you finish.<\/p>\n The nice thing is that this trick works with every Outlook version since 2007, even though the buttons may be in slightly different spots. One of the most significant minuses is that it\u2019s all on you to run it. There\u2019s no automation, no incremental saves. You\u2019ll also have to store that file somewhere safe and remember to update it regularly.<\/p>\n Some Outlook users let AutoArchive take care of older mail, quietly shifting messages into their own PST file once they\u2019ve been sitting around for a while. Setting it up isn\u2019t hard:<\/p>\n Note: Outlook for Mac doesn\u2019t support<\/strong> the AutoArchive feature.<\/p><\/blockquote>\n Open Outlook, click File<\/strong>, then Options<\/strong><\/p>\n Move into the Advanced<\/strong> section<\/p>\n Open AutoArchive Settings<\/strong><\/p>\n You can decide how often<\/strong> it should run, which folders to sweep through, and where that archive ends up.<\/p>\n It\u2019s 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\u2019t really a disaster-proof backup. If the PST gets corrupted or you delete it by accident, those emails are gone for good. That\u2019s why many people make a second copy of the archive and stash it somewhere safe \u2014 just in case.<\/p>\n Another great way on how to backup Outlook emails and messages is, by simply dragging them into a folder on your computer. Each one is saved as its own .msg file, and the method works on both Windows and Mac. It is quick, requires no special tools, and is easy for anyone to do.[<\/p>\n 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.<\/p>\n Using the Import\/Export wizard<\/strong> (described in Method 1<\/strong>), you can export email metadata to an Excel or CSV file. This typically includes sender, subject, date, and other fields.<\/p>\n Click Files tab<\/strong>, then Open & Export<\/strong>, then Import\/Export<\/strong><\/p>\n Choose<\/strong> name of the file and click Next<\/p>\n Select Files to export and click Finish<\/strong><\/p>\n 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.<\/p>\n On a Mac, you can export Outlook data to an .olm file by going to Tools and selecting Export. This file can include emails, calendar events, contacts, and other items. To restore, import the .olm file into Outlook on another Mac. This is the primary manual backup method for Mac users. 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.<\/p>\n 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.<\/p>\n Click File Tab <\/strong><\/p>\n Click Account Settings<\/strong><\/p>\n Under the Data Files tab<\/strong>, find the path to your PST file.<\/p>\n Copy the PST<\/strong> file<\/strong> to a backup location:<\/p>\n![\"how-to-backup-outlook-table\"](\"https:\/\/www.msp360.com\/resources\/wp-content\/uploads\/2025\/08\/how_to_backup_outlook_table-300x127.png\")
<\/p>\nManual Backup Methods for Outlook Desktop<\/h2>\n
Export Outlook Emails to PST file<\/h3>\n
![\"How](\"\/wp-content\/uploads\/2025\/08\/backup_outlook_emails_3633358-300x193.png\")
<\/p>\n![\"How](\"\/wp-content\/uploads\/2025\/08\/backup_outlook_emails_3800189-300x289.png\")
<\/p>\n![\"How](\"\/wp-content\/uploads\/2025\/08\/backup_outlook_emails_3814975-300x226.png\")
<\/p>\n![\"How](\"\/wp-content\/uploads\/2025\/08\/backup_outlook_emails_3833325-300x236.png\")
<\/p>\n![\"How](\"\/wp-content\/uploads\/2025\/08\/backup_outlook_emails_3852638-300x233.png\")
<\/p>\nUse AutoArchive to Store Emails Locally<\/h3>\n
![\"How](\"\/wp-content\/uploads\/2025\/08\/backup_outlook_emails_3907495-281x300.png\")
<\/p>\n![\"How](\"\/wp-content\/uploads\/2025\/08\/backup_outlook_emails_3922851-300x250.png\")
<\/p>\n![\"How](\"\/wp-content\/uploads\/2025\/08\/backup_outlook_emails_3934781-300x238.png\")
<\/p>\n![\"How](\"\/wp-content\/uploads\/2025\/08\/backup_outlook_emails_3945319-300x246.png\")
<\/p>\nBackup Outlook Emails Using Drag-and-Drop<\/h3>\n
![\"How](\"\/wp-content\/uploads\/2025\/08\/backup_outlook_emails_3958766-300x98.png\")
<\/p>\nExport Outlook Emails to Microsoft Excel<\/h3>\n
<\/p>\n![\"How](\"\/wp-content\/uploads\/2025\/08\/backup_outlook_emails_4042665-300x236.png\")
<\/p>\n![\"How](\"\/wp-content\/uploads\/2025\/08\/backup_outlook_emails_4054163-300x235.png\")
<\/p>\nBackup Outlook Emails on Mac (.olm)<\/h3>\n
\nIn the Outlook menu bar, go to File > Export<\/strong>
\nIn the Export<\/strong> window, choose what you want to back up: Mail, Contacts, Calendar, Tasks, and Notes<\/strong>.
\nClick Continue, c<\/strong>hoose a location to save the file and give it a name and click Save<\/strong>.<\/p>\n![\"How](\"\/wp-content\/uploads\/2025\/08\/backup_outlook_emails_4105960-300x197.png\")
<\/p>\nBackup by Manually Copying the PST file<\/h3>\n
<\/p>\n![\"How](\"\/wp-content\/uploads\/2025\/08\/backup_outlook_emails_4127221-300x250.png\")
<\/p>\n![\"How](\"\/wp-content\/uploads\/2025\/08\/backup_outlook_emails_4148343-1-300x198.png\")
<\/p>\n\n
![\"Whitepaper](\"\/wp-content\/uploads\/2025\/04\/Why-You-Need-to-Back-Up-Microsoft-365-preview-2-3.png\")
<\/div>\n![\"CTA\"](\"https:\/\/no-cache.hubspot.com\/cta\/default\/5442029\/a03f1309-f6ae-439a-9be0-d11b29410547.png\")
<\/a><\/span><\/span>\n<\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"