How to Backup Emails in Outlook on Windows and Mac
Whether you want to keep emails because you’re buying a new computer or you’re troubleshooting a problem, you can create a backup in Microsoft Outlook. By exporting your inbox to an Outlook file format, you can easily re-import it later if necessary. You can also export a CSV file that you can open in Excel […]
Whether you want to keep emails because you’re buying a new computer or you’re troubleshooting a problem, you can create a backup in Microsoft Outlook.
By exporting your inbox to an Outlook file format, you can easily re-import it later if necessary. You can also export a CSV file that you can open in Excel for viewing and analysis. Here we will explain how to backup emails in Outlook using both file types.
Back up emails with an Outlook file on Windows
If you want to create a backup of your emails that you can easily import back into Outlook later, the best option is to create a PST file. Unfortunately, this technique is not available on the Mac version of Outlook.
Step 1: Open Outlook and select Deposit > Open and export. Then choose Import / Export.
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2nd step: When the Import and Export Wizard window opens, select Export to file and choose Following.
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Step 3: In the next window, choose Outlook data file (.pst) and select Following.
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Step 4: Then select your Mailbox and check the box to Include subfolders to make sure you have all the folders you created. You can optionally choose a different, specific folder if you prefer.
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Step 5: If you want specific emails, such as from a certain sender, during a specific time period or with specific keywords, select Filtered. Add the criteria and choose ALL RIGHT.
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Step 6: Select Following after selecting the inbox, subfolders and filters.
Step 7: Choose a location to save the file. You can use the Browse to select the location or enter the full path in the box at the top.
Step 8: Then choose one of the options to replace duplicates, allow duplicates, or don’t export duplicates. Select Finishing.
You can then visit the location you selected for the file to open it.
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Back up emails with a CSV file
If you want to back up your emails so you have a readable file that you can open in Excel if needed, you can create a CSV file instead. Try this technique on Windows or Mac versions of Outlook.
Step 1: Follow the first two steps above to select Import / Export and open the Import and Export Wizard.
2nd step: Select Export to file and choose Following.
Step 3: This time choose Comma Separated Values in the Export to file box and select Following.
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Step 4: Choose your inbox from the list and choose Following.
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Step 5: Enter the location and name of the file using the path, or select the Browse button to choose the file location.
If you use the Browse browse to the location, enter the file name you want to use and select ALL RIGHT.
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Step 6: When you have the location and file name in the Save exported file as box, select Following.
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Step 7: Confirm the inbox you are exporting and select Finishing.
You’ll see a brief message when the file is created, and you can then visit your chosen location to access the file and open it in Excel or a similar application.
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Backing up your Outlook emails to keep or re-import them later takes just a few minutes. And it’s probably worth it to make sure you don’t lose any important messages.
To learn more, learn how to recall an email in Outlook or how to change your Outlook signature.
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