How to Download All Office 365 Emails? Best Methods

Published By Jamie Kaler

Approved By Rollins Duke

Published On July 9th, 2024

Reading Time 6 Min Read

Overview: Here, are the best possible ways to download all Office 365 emails locally into a computer, or PC. Multiple users are confused and don’t know the right way, because there is no direct method to download multiple emails from an Outlook 365 account. But don’t worry, here we have explained the all details and working steps in simple words so that you can easily understand the process.

Office 365 (Now Microsoft 365) has become the preferred business productivity suite. The services offered by Office 365 are unmatched. Since Office 365 is a cloud-based platform it is a good practice to save Outlook 365 emails to computer.

Although Microsoft provides some indirect ways to download all emails from Outlook 365, they take too much effort and are unviable in many situations. This is why taking the help of an automated tool to complete the task is much more efficient.

This article offers a relatively easy-to-follow guide on – How to download all Office 365 emails.

Why Users Want to Export Emails from Outlook 365?

Office 365 is cloud-based which means all of the data is stored on a remote server. Users do not have physical access to those servers. There might be several reasons for downloading O365 emails from the servers. We have discussed some below:

Users may download all Office 365 emails to migrate the data to a different Office 365 account.
Downloading O365 account data locally is a great way to save the data from any future cyber-attacks. This creates a local backup and keeps the file safe.
If a user leaves the organization and you intend to retain the data in that employee’s Office 365 mailbox, the company would have to keep paying for the license for their account. This can be avoided by downloading all emails from Outlook 365 from that account.
This is a good practice if the user intends to keep a periodic mailbox backup.

How to Download All Office 365 Emails Locally?

So, here we are going to use a desktop-based Outlook email client, that would let the user access the Office 365 emails in Outlook. This method has two steps, and both are given below in detail:

#1: Set-up O365 into Outlook Account

Open the Mail application on your system.
Hit on the Add button from the Mail window.
A dialog box will open and select Manual Setup or Additional Server Types >> Next icon.
Select Office 365, put the login details of your account including email address and password, and click on the Next icon.
It will take some time to verify your account, and the Autodiscover.xml login window will appear and again put the details.
If everything is configured right, then you will receive a confirmation message.

Lastly, open your Outlook account and you will see your all Office 365 emails here.

#2: Download All Emails from Outlook 365

Firstly, open the Microsoft Outlook Windows.
Click on the File option and choose Import & Export.
A new dialog box will open up. Here, choose Export to a File.
There are two options for file export, choose Outlook Data File(.pst).
You can choose to Include Subfolders as per choice.
Browse the destination path and hit the Finish icon.
Go to the destination path and get the resultant PST file.

#3: Save Emails as HTML

After connecting your Office 365 and Outlook accounts, you can also export them in HTML and PDF format to download all Office 365 emails. Both methods are given below with complete steps:

As HTML:

Open the View tab in the Mail app.
Open the needed folder of O365.
Choose File >> Save As >> select location.
Select HTML from the Saving Type and Save icon.

As PDF:

You can Print option from the Menu or the CTRL + P key to print your emails in PDF format. Or you can change your exported HTML format into PDF format by following the steps:

Click on the File >> Open >> and select the exported HTML file in Outlook.
After that, go to File tab >> Save As and choose PDF as Saving Type.
Lastly, click on the Save button.

Shortcomings

Several shortcomings to this process keep it from being the ideal answer to – How to download all Office 365 emails?

Firstly, this method cannot be performed without the Microsoft Outlook desktop client. Hence, it becomes necessary for the user to install it.
Since Microsoft Outlook is being used in this process, it becomes necessary that the user is familiar with the workings and functionalities of Outlook.
To perform this process, the user has to be technologically sound.
Users would face multiple errors while setting up their accounts.
Exported PST files can be only accessed with any version of Outlook.
All methods are time-consuming and lengthy processes, which makes it a tedious task.

Download All Office 365 Emails to 30+ Saving Formats

As explained above, the practice of saving multiple emails from Outlook 365 emails is advantageous. Sadly, the methods offered by Microsoft are riddled with flaws. To overcome the shortcomings of the other methods, we will introduce an automated solution for the query – How to download all Office 365 emails?

This is the Most Trusted Office 365 Backup Software. Using this tool, users can download all emails from Outlook 365 with easy-to-follow steps. This tool comes with amazing and advanced features, that make it the first choice and easy to use for all technical and non-technical users.

Download this tool for free to analyze the features and performance of this tool.

Download Now Purchase Now

How to Download All Emails from Outlook 365?

Install and run the given solution.
Put the login credentials of O365 account.
Login icon and check the needed data folders.
Choose the required saving type from the list.
Apply the filters and select the saving path.
Lastly, hit on the Backup icon to download all Office 365 emails.

People Also Ask

Q1: Where are Office 365 emails stored?
Ans: MS Office 365 stored their emails on the cloud because it’s an IMAP-based service.

Q2: Is Office 365 email backed up?
Ans: No, it’s not backed up automatically, you have to do it manually using any third-party tool or service.

Q3: How can I download saved backup files from this tool?
Ans: Given solution directly saves your data to the selected location, there is no need to separately save the backup file.

Q4: What if my downloading process is interrupted?
Ans: Don’t worry, we provide 24*7 customer support for your help, if you face any interruption or error, then you can contact us.

Final Comment

Office 365 also known as Outlook 365 or Microsoft 365 is a complete suite for large and small organizations. It is mainly used to share emails and other data with your colleagues, clients, and other people. But multiple times, users want to download all Office 365 emails locally or on a computer. However, there is no direct and safest solution to accomplish this task, so we have taken the help of Outlook email client and expert solution.

Both methods have their benefits and drawbacks, so choose the method that suits your requirements best to download all emails from Outlook 365 account.