How to Download all Emails from Outlook 365? 4 Verified Methods

What is Office 365?

Office 365 is a Microsoft suite that contains a variety of Microsoft products. This suite includes applications like Outlook, MS Word, MS Excel, and many more, which help users improve their productivity, communication, and collaboration. Using this, you can easily share or store your emails across the internet, as it uses cloud-based technology. This suite provides many great and helpful features. There are still many users who want to download Outlook 365 emails to their desktops.

There are several reasons to download Office 365 emails. Since every user has their own reasons, in the next section, we will explore why there is a need to save Microsoft 365 emails.

Need to Download All Emails from Outlook 365?

Here, we will discuss the common reasons why it is required to export your Office 365 emails to understand the issue.

• By saving the emails, you can create a backup which is very useful for a long time.
• When Outlook 365 emails are saved to the desktop, you won’t face any issues accessing your data.
• If you are switching to another email client, you will be required to save your important emails. So that you can import them into a new account.
• For offline purposes, you will need to download your Office 365 emails.

These are the reasons to save all your emails from Outlook 365. That’s why, in the upcoming section of the article, we will show you different techniques that we have found from the internet. Each one is explain in simple way so that you can easily download all emails from Outlook 365 Webmail / Server.

Save Office 365 Emails to Desktop Using Admin Center

The Admin Center of Office 365 is a centralized management portal that allows administrators to manage and configure various aspects of their Office 365 subscription. In the admin center, the user can create custom compliance to save all emails from Outlook 365. So, here are the steps that you will have to follow to download the files.

• Log in to Office 365 Admin Center.
• Navigate to Exchange Admin Center >> Compliance Management.
• Click on + Icon to create a new compliance search with custom criteria.
• Now, go back to the Compliance Search page, and click on Export to a PST file.
• Select the export settings to download emails from Outlook 365.

This method can be difficult for some users, so there is another way to export the file which we will explain below.

Download All Emails from Outlook 365 in EML and PDF Files

In Microsoft 365, there are options to individually save your file in either EML or PDF format. If you want to export a few emails, they are the easy solutions. Here, we will explain the files in both options so follow them carefully.

For EML file

• Login to your Microsoft 365 account and select “Outlook 365” from the listed apps.
• Open an email that you want to save. Click on the three-dot icon.
• Select the “Download” button and your email will automatically export into an EML file.
• Repeat these same steps to save other emails.

For PDF file

• In your Office 365 again go to the “Outlook 365” button.
• Click on the “three-dot” button and select the email you want.
• From the next window, click on the “Print” option.
• Select the “Save as PDF” from the destination option.
• Browse a path to set the location of your stored email, then click on the “Save” button.

To export multiple emails you have to repeat them again and again. In this way, you will have your files on your computer and you can open them in another program. Sometimes issues like “Office 365 print to PDF option is not working“ may occur when you export the emails. In that case, Outlook software can also be used to save emails.

Export Emails from Office 365 to Outlook

In order to get Office 365 emails from this method, you have to first connect your account to Outlook. Then move your emails to Outlook and export the file in PST format. So the method is done in two steps. The first one is to link your Office 365 account with your Outlook.

• Open Outlook and click the “File” tab in the top left corner.
• Click on the “Add Account” button in the Account Information section.
  
• Enter your email address, and password and click the “Sing in” button.
  
• Next, MS Outlook will search for your account and configure it automatically.
• If automatic configuration fails, you may need to enter your account details manually.
  
• Click on “Manual setup or additional server types.”
• Select “Office 365” as the account type.
• Enter your email address, username, and password in the appropriate fields.
  
• Click on “Next” and follow the prompts to complete the configuration.

That’s it! Your Office 365 account should now be configured in Outlook for Windows. Now, you have access to all of the information of O365 in your MS Outlook account. Now, users can use the Import/Export wizard to download all emails from Outlook 365.

Export Emails from Outlook

After successfully connecting your Microsoft 365 account, you can easily download the emails using the import/export option.

• Open Outlook.
• Click on File >> Open & Export >> Import/Export wizard.
  
• Export to a File >> PST File >> Select the required folders.
• Click Next to Export downloaded Emails from Outlook 365.

Here are the manual solutions to download all emails from Outlook 365. As you can see it is free of cost. But there are chances of issues that can happen which we mentioned below.

Limitations of Manual Method

• The methods are time-consuming because you have to follow many steps.
• You cannot save bulk emails into EML and PDF at once.
• Outlook installation is needed to download all emails from Outlook 365.
• You should have knowledge about the Office 365 admin center.
• Also, there is a risk of losing your data after the process.

Therefore, you can see that these methods have more drawbacks than benefits. This means that they are not reliable solutions. However, another technique that can overcome the issue from the manual method. It is the professional tool that will be explained below.

Steps to Download All Emails from Outlook 365

• Install & Run the software on Windows.
• Click on Open >> Email Accounts >> Add Email Account.
  
• Provide Office 365 credentials & preview the mailbox data in 4+ Modes.
  
• Click on the “Export” button and select the appropriate option for good.
  
• Apply data filters and click “Save” to export emails from Outlook 365.
  

So There You Have It

This blog has simplified the user query on how to download all emails from Outlook 365 account. Here we have listed five different solutions to export Office 365. While all the solutions have their pros & cons, our recommendation is to go with an automated solution that delivers accurate & precise results throughout the process.