Query: My Office 365 membership is about to expire. Due to financial constraints, I no longer want to utilize Office 365. I, therefore, want to create a backup of my entire Office 365 mailbox. Please advise me on how to save Office 365 emails to desktop.
Solution: Calm down. Office 365 mailboxes may be readily backed up in a variety of file formats. The best ways to export Outlook 365 emails, contacts, and calendars into PST, HTML, and PDF files have been discussed. Choose the appropriate answer.
How to Download Office 365 Emails to Desktop?
One can potentially save Office 365 mailbox emails to their desktop in a variety of methods. Here are a few methods for saving Office 365 emails to your hard disc.
Solution #1: Immediately Save Office 365 Emails to Computer
Saving multiple Office 365 emails to the hard disc is difficult to do effectively. Exporting mailbox contents to a .pst file is the sole solution. This is often an extremely dangerous task. This method occasionally fails to preserve the email layout and folder organization. Older versions of Outlook have a PST file size restriction as well.
When compared to workaround options on the market, other methods are just unnecessary and pointless. Examples of such substitutes include the Office 365 Export function. Using this program, entire mailboxes for numerous accounts can be transferred. To save time and resources, you can convert emails selectively using either user-based filters or date-based filters. Choose between saving entire mailbox folders like Inbox, Sent Items, Drafts, etc., or just a single file.
Procedure to Save Outlook 365 Emails on your Desktop
Office 365 professionals have approved and highly recommend this Office 365 Exporter software for both individuals and enterprises. For a quick explanation of how it functions, follow these steps:
Download the tool, then install it:
Only 100 emails and 25 other items from the Office 365 account can be exported in the free demo version to the PST, EML, or MSG format. You must activate the full license in order to do a complete data migration.
How to Save Office 365 Emails to a Hard Drive:
Step 1. Log in to your Office 365 Admin/User account.
Step 2. Select a format for email storage.
Step 3. Apply filters after choosing a category.
Step 4. Choose where to save your Outlook 365 mailbox.
Step 5. To begin the procedure, click Export.
Your work is finished.
Solution #2: Save Emails to PST
It is advised to export all emails to a personal storage file in one of the manual methods. Personal Storage Table, or PST, files are automatically created by Outlook for each mailbox. Selective folder elements can be moved to a new PST file with the .pst extension by users. The MS Outlook desktop client must be installed on the computer for this. Replicate the below instructions to save Office 365 emails to a PST file.
- First, set up the Office 365 account on the desktop version of Outlook.
- Go to File >> Import & Export after that.
- Now, this will launch the Wizard for Import and Export.
- Choose Export to a File from this.
- Choose “Outlook data file” next to save mailbox contents to a.pst file.
- Be sure to check the box for Include Subfolders as well.
- Click Finish once more to launch the export procedure.
Utilizing the same software as indicated in Solution 1 is the simpler method.
Solution #3: Save Office 365 Webmail Emails to Desktop
OWA (Outlook Web Access) is another name for Office 365 webmail on occasion. It’s just a browser-based way to access your Office 365 email program. Use the same software as indicated in the aforementioned method if you wish to download emails from Office 365 webmail.
Solution #4: Convert Office 365 Emails into HTML Format
This is one more method for saving an Office 365 mailbox to your desktop. Multiple Office 365 emails may be saved in.html format using this technique. To finish this process, adhere to the instructions listed below:
- First, switch to Mail view and access the mailbox folder containing the required email file.
then select File >> Save As. - A file explorer window will now show up.
- Next, give the file a name and choose HTML in the Save as Type drop-down box.
- To continue, click Save.
- Repeat this procedure once more for the remaining emails.
Solution #5: Save Office 365 Emails as PDF
A default Save as type for PDF is not offered by Microsoft. Since there isn’t a direct way to save Outlook 365 emails in this format to your desktop, a workaround has been provided here. Emails must first be saved in the.html format for this. The HTML file should then be opened in Word before being saved as a PDF. The procedures for saving Office 365 emails as PDFs are listed below.
First, as previously mentioned, save the email file in HTML format.
- First, as said in the previous solution, save the email file in HTML format.
- Go to File >> Open in Microsoft Word after that.
- Select the HTML file that was saved in the previous step after that.
- Next, select File >> Save As.
- Next, select PDF from the drop-down box for the file type.
- To finish the process, click on the Save button.
Backup O365 Data for a Specific Time Frame
Users of this software for backing up Outlook 365 mailbox data can choose a certain date period and preserve only specific data. When you don’t want to store all of the data, you can use this function. Users can save time and local computer storage space by using the date-filter option.
To use this functionality, you can take the steps below:
Step 1. Download the O365 Mailbox Data Backup Tool
Step 2. Enable the Date-Filter for Selected Items
Step 3. Fill in the fields with the source Microsoft 365 information.
Step 4. Select the Backup File’s Destination Location
Step 5. Start the process by clicking the Start Backup button.
Backup Office 365 Mailbox in PST File: In order to access data while a network is down or in the event of a catastrophic data loss, O365 user data can be backed up locally. Backup Office 365 mailbox software allows users to download whole O365 mailboxes in Outlook data file format to their desktop or laptop.
Download Complete Office 365 Emails: Take a backup of all Office 365 messages from the Inbox, Outbox, Sent Items, Deleted Items, Drafts, and Junk Email folders, including any associated attachment files. It can download messages from the shared mailbox(es), admin mailbox, and user’s primary mailbox while maintaining the folder hierarchy. In addition, this local backup file has an endless retention duration until the user manually deletes the file.
Last Words
Numerous new problems have arisen for consumers since Outlook migrated its services to the cloud. Many people struggle to download email attachments to their desktop or local PC. There are many manual methods for saving emails on a computer, but none are particularly effective. This blog has covered a few methods for saving Office 365 mailbox emails to your desktop.
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