How to Export an Email from Outlook: A Definitive Guide

Exporting emails from Microsoft Outlook is a fundamental skill for any modern professional, whether you’re archiving important conversations, backing up critical data, or migrating to a new email system. This guide will walk you through every step of the process, ensuring you can seamlessly extract your valuable email data.

The process of exporting an email from Outlook depends on what you mean by “exporting.” If you’re referring to a single email, you can save it as an individual file (like a .msg or .eml file). If you’re referring to multiple emails or your entire Outlook profile, you’ll need to export to a .pst file. Let’s break down each scenario.

Exporting a Single Email from Outlook

This method focuses on extracting a single email message and saving it as a standalone file. It’s ideal for sharing a specific email with someone or archiving individual conversations.

Saving as .MSG Format

The .msg format is a proprietary Microsoft format that preserves the email’s original formatting, attachments, and metadata.

1. Open the Email: Double-click the email you want to export in Outlook.
2. Go to File > Save As: In the email window, click on the “File” tab in the top left corner. Then, select “Save As.”
3. Choose a Location and File Name: A dialog box will appear. Choose the folder where you want to save the email. Give the file a descriptive name (e.g., “Project Proposal – [Date].msg”).
4. Select “Outlook Message Format (.msg)” in the “Save as type” dropdown menu.
5. Click “Save.”

Your email is now saved as a .msg file in the location you selected. You can open it later using Outlook.

Saving as .EML Format

The .eml format is a more universally compatible format, readable by various email clients. However, it might not preserve all Outlook-specific features.

1. Open the Email: Double-click the email you want to export in Outlook.
2. Go to File > Save As: In the email window, click on the “File” tab in the top left corner. Then, select “Save As.”
3. Choose a Location and File Name: A dialog box will appear. Choose the folder where you want to save the email. Give the file a descriptive name (e.g., “Project Proposal – [Date].eml”).
4. Select “Outlook Express Mail Format (*.eml)” in the “Save as type” dropdown menu. You might need to scroll through the list to find it.
5. Click “Save.”

Your email is now saved as a .eml file. You can open it with various email clients, including Outlook, Thunderbird, and others.

Exporting Multiple Emails or Your Entire Outlook Profile

This method creates a .pst file, which contains a copy of your entire Outlook data, including emails, contacts, calendars, and tasks. It’s primarily used for backup, migration, or archiving large amounts of data.

Exporting to a .PST File

1. Go to File > Open & Export > Import/Export: In Outlook, click on the “File” tab. Then, select “Open & Export” and then “Import/Export.”

2. Choose “Export to a file” and click “Next.”

3. Select “Outlook Data File (.pst)” and click “Next.”

4. Select the Account or Folder to Export: Choose the email account or specific folder you want to export. If you want to export everything, select the top-level account name (e.g., your email address). Ensure the “Include subfolders” box is checked if you want to include all folders within the selected account. Click “Next.”

5. Choose a Location and File Name: Click “Browse” to choose where you want to save the .pst file. Give it a descriptive name, such as “OutlookBackup-[Date].pst.”

6. Choose How to Handle Duplicate Items: You have three options:

   • Replace duplicate items with items being exported: Overwrites existing items in the .pst file with the exported items.
   • Allow duplicate items to be created: Creates duplicate entries if the exported items already exist in the .pst file.
   • Do not export duplicate items: Skips exporting items that already exist in the .pst file.

7. Click “Finish.”

8. Optional: Add a Password: You can add a password to protect the .pst file. This is highly recommended if you are storing sensitive information. Enter and confirm the password. If you choose not to add a password, click “OK.”

The export process will begin. Depending on the size of your mailbox, this can take a significant amount of time. Outlook will display a progress bar. Once complete, your .pst file will be located in the directory you specified.

FAQs About Exporting Emails from Outlook

Here are answers to frequently asked questions about exporting emails from Outlook:

1. What is a .pst file?

A .pst file, or Personal Storage Table file, is a proprietary file format used by Microsoft Outlook to store copies of your messages, calendar events, contacts, and other data. It’s essentially a database containing your Outlook information.

2. Can I export emails from Outlook Web App (OWA)?

No, you cannot directly export to a .pst file from the Outlook Web App (OWA). You need the desktop version of Outlook to perform a full export. You can, however, forward individual emails or save them as .eml files through your browser’s print function (saving as PDF).

3. How do I open a .pst file?

In Outlook, go to File > Open & Export > Open Outlook Data File. Browse to the location of the .pst file and select it. The .pst file will then appear in your Outlook navigation pane.

4. Can I export emails without Outlook installed?

No, you need Outlook installed on your computer to use the export to .pst feature. If you’re trying to access emails from an old computer without Outlook, you’ll need to install it first or consider using a third-party PST viewer (though these often have limitations).

5. How long does it take to export emails from Outlook?

The export time depends on the size of your mailbox. A small mailbox (a few gigabytes) might take minutes. A large mailbox (hundreds of gigabytes) could take hours, or even overnight. Close unnecessary applications and ensure a stable internet connection during the export process.

6. What if I get an error message during the export process?

Common error messages include “Outlook is not responding” or “File access denied.” Try closing and restarting Outlook. Ensure you have sufficient disk space on the drive where you’re saving the .pst file. Run the Scanpst.exe tool (Outlook’s Inbox Repair Tool) to diagnose and repair any errors in your existing .pst file.

7. Is there a limit to the size of a .pst file?

Yes. Older versions of Outlook (2002 and earlier) had a 2GB limit. Modern versions (Outlook 2003 and later) have a significantly larger limit, generally 50GB or more. However, large .pst files can cause performance issues, so it’s good practice to archive older emails regularly.

8. Can I export only emails from a specific date range?

Unfortunately, Outlook’s built-in export feature doesn’t directly support filtering by date range during the export process. You could filter your emails within Outlook before exporting only selected emails, or use advanced search features and save multiple .msg or .eml files. Alternatively, you could consider using third-party Outlook add-ins that offer more granular filtering options during export.

9. How do I export contacts and calendar events?

The process for exporting contacts and calendar events is the same as exporting emails. When selecting the folder to export, choose the “Contacts” folder or the “Calendar” folder instead of your email account.

10. Will exporting delete emails from my Outlook account?

No, exporting creates a copy of your emails and other data. Your original emails will remain in your Outlook account unless you manually delete them. Think of it like making a photocopy of a document.

11. Can I use the exported .pst file on a different computer?

Yes, you can use the .pst file on any computer with Outlook installed. Simply copy the .pst file to the new computer and open it in Outlook as described above. This is a common method for migrating your Outlook data to a new machine.

12. What are the best practices for backing up my Outlook data?

Regularly back up your Outlook data by exporting to a .pst file. Store the .pst file in a secure location, preferably on an external hard drive or in the cloud. Consider using a strong password to protect the .pst file. Schedule automatic backups to ensure you always have a recent copy of your data. Using a cloud backup service that specifically supports Outlook data can also be a good strategy.