Export or Download All Emails From Office 365 in One Click

 

Why Download All Emails from Outlook 365?

Whether you are backing up emails, migrating them elsewhere, or using your mailbox offline, saving your mailbox locally has several practical benefits: 

• You have a secure backup of important emails in case of a mistake or server problem.
• You can read your messages offline, anywhere, without an internet connection.
• It creates space in your mailbox by saving older emails locally.
• When necessary, it provides a way to transition your local emails to another email client or account. 
• It preserves business or personal communications from inadvertent data loss.
• It allows you to organize and file your emails in a manner that you find to be useful and operable.

Manual Methods to Download All Emails From Office 365.

If you want to save a local copy of your Office 365 emails, Microsoft Outlook provides several built-in options. These options are great for users who enjoy dealing with their data manually; however, if you have a larger mailbox, this process may take a bit of time. Make sure you follow the steps carefully to ensure that you do not miss any emails or attachments.

Method 1: Export All Emails from Office 365 Using Outlook

1. Firstly, open Microsoft Outlook and sign in with your Office 365 account.
2. Then, click on File -> Open & Export -> Import/Export.
3. Choose Export to a file and click Next.
4. After that, select Outlook Data File (.pst) and press Next.
5. Choose the mailbox or folder you want to download and check Include subfolders.
6. Finally, browse to the location to save the file and click Finish.
7. Moreover, you can also set a password to protect the PST file, if needed.

Method 2: Save Individual Emails Manually

If you only need a few important emails, you can save them one by one:

1. To begin with, open the email in Outlook.
2. Then, click File -> Save As.
3. Choose the location and format (like .msg or .html).
4. At last, click Save to store it on your computer.

Limitations:

• The process is time-consuming for large mailboxes or multiple accounts.
• Attachments or formatting might not always be preserved properly in every export.
• Users must have Outlook installed and configured with the Office 365 account.
• There is no automation; you’ll need to repeat the process for updates or new emails.
• Risk of human error or incomplete backup if any step is skipped.

Easiest Way to Download All Emails From Office 365

This Backup & Restore Tool is a smart choice. Instead of going folder-by-folder in Outlook and worrying about missing attachments or corrupt files, this software lets you pull your entire mailbox (including archives, calendars, contacts, and public folders) in one go. You’ll find a clean interface where you can preview and select folders, apply filters (like date ranges or skip duplicates), and save everything in formats such as PST, MBOX, EML, MSG, and more.

Steps to Export Multiple Emails from Outlook 365

1. Firstly, download the Office 365 Backup Tool and log in with Office credentials.
2. Then, get Sub User and select the Source Mailbox User ID and click Next.
3. Preview and select your file to export and click Next.
4. Choose the Backup option and apply filters, click Next to proceed.
5. Finally, click the Backup button to proceed.

 

Conclusion

There are manual and automated ways to download all emails from Office 365. The manual method is to use Outlook, which works properly, but can be laborious and tedious (especially for large mailboxes), and requires careful work at the time of action. The Office 365 Backup Software offers a faster, easier, and more reliable way to export your entire mailbox – including your email attachments and folders – and has no risk of losing data.

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