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How to Save Office 365 Emails to Desktop – Query Resolved

Alena Smith | Modified: 2020-06-02T13:53:39+00:00 | Backup Solution|

How to Save Office 365 Emails to Desktop / Hard-Drive/ Computer? – A question raised by majority of Office 365 users. In modern scenario, users may find it difficult to access Office 365 owing to increase in cyber crimes. Hence, they want to save emails to local desktop in order to protect the data loss situation.

Moreover, due to lack of backup solution in Office 365, users cannot accomplish this. Although, Office 365 Account Holders need not bother about issues like how to save emails from Office 365 to desktop, how to export Office 365 mailboxes to PST, etc. This blog will help guide them to save emails from Office 365 webmail account to local system.

Techniques to Save Office 365 Emails to Desktop / Computer

In the following section, we are going to discuss two different approaches in order to download the Office 365 mailbox data into the system.

1. Manual Procedure (Lengthy & Time Consuming)

2. Tried and Tested Tool by Experts (Highly Recommended)

Strategy 1: Manual Way to Save Email from Outlook Office 365

For manual strategy, your machine should have MS Outlook desktop application to save Office 365 emails to PST file format. The manual techniques includes following two phases:-

Stage 1: Configure Office 365 Email Account With Microsoft Outlook

First of all, you need to setup the O365 account in the Outlook application. For this, follow the below steps;

Step 1: Open Outlook and click on File >> Add Account.

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Step 2: The next window depends upon which Outlook version are you using. If you are working with Outlook 2016 or above version, you will get the following window.

For Outlook 2016 – 

Enter your email address and click Connect.

Here, you need to enter the Office 365 email address and click on Connect. If prompted, enter the password.

For Outlook 2013 & Below Versions – 

Enter your name, email address, and password.

From the following screen, select the E-mail Account option and enter Office 365 details in it.

Stage 2: Save Email from Office 365 Webmail

After the completion of configuration task,  export the email from O365 account to save in PST file format.

Step 1: Click on File >> Open & Export >> Import/Export.

doc export folder to pst 1

Step 2: From the subsequent window, click on Export to a File >> Outlook data file (.pst).

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Step 3: Opt the email folders from Office 365 account in order to save emails in PST file format. If required, you can also select the checkbox corresponding to Include subfolders.

doc export folder to pst 5

Step 4: Afterward, select the destination location within the desktop to save the exported .pst file.

doc export folder to pst 5

Step 5: At last, click on Finish.

Limitation of Manual Procedure:

  • Tedious and Long Procedure: Activities like configuring account, exporting from application, etc. lead to a tedious procedure for users. They find such strategy to be a lengthy workaround.

  • Require an Outlook Expertise: Such workaround is to be performed with concentration because if any problems occur then normal users cannot resolve it and will require Outlook experts to resolve their issues.

Strategy 2: Go for Alternative Software Solution

The alternative procedure includes usage of software that are being developed to archive emails from Office 365 to computer hard drive. One such software is SysTools Office 365 Backup, which enables user accounts of Office 365 save to local drive in a trouble-free manner.

Free Download Purchase Now

Tool enable users with following features:

  • Office 365 Save Emails to Desktop: Account holder of Office 365 can backup and archive their mails on computer desktop. This feature  enable users to save mails in system hard drive from admin mailbox, user mailbox, and shared mailbox.

  • Export Emails to PST: The major feature of this software is to provide  save Outlook Office 365 email locally in Outlook PST file type. Adding to it, users can convert their mails into EML file format too.

  • Provide Multiple Filtering Options: Software allows its users to save selective mails to be backed up on basis of mentioned date range i.e. From-to-To date and so on while saving into EML format.

  • Save Multiple Office 365 Accounts: Tools is provided for both single as well as for multiple user accounts. Depending upon number of accounts, tool save Office 365 mails to Outlook file type.

Above all, the tool has Restore feature. In case, if you want to import PST to Outlook Web App, then it can be easily done by the same utility.

Save Office 365 Emails to Desktop in Simple Steps

  • Open Advanced Utility on Windows OS and click on Login button.

  • You will be asked to enter Office 365 ID and Password & Authenticate it.

  • Then, select Office 365 Backup as you want to save Office 365 emails.

  • Select Destination Location where you want to save resultant data.

  • Choose desired output file format and click on Start button.

You Might be Interested in: Does Microsoft Backup Office 365 Data


Well! It is of no surprise that there is no option available that can backup or save Office 365 emails into desktop. Therefore, in this article, we have discussed two methods on how to save emails from Outlook Office 365 webmail. It is recommended that Users should go with automated method to backup their O365 data and save it into Microsoft Outlook PST file format. Because it is the simplest procedure for backing up and archiving Office 365 account, in a trouble-free way.

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