How to Save Office 365 Emails to Desktop?
In this article, we will discuss multiple ways to save Office 365 emails to desktop into different file formats. Whether you want to save emails in PDF or PST format, we have a solution for you.
Here, we have explained the manual method and its limitation and technique to overcome that method in this article. Depending upon the requirement of different users, we have explained multiple solutions. Choose the method that suits your business requirement for saving emails from your Office 365 account locally.
Why You Should Save Office 365 Emails to Desktop?
There is no doubt that Microsoft guarantees 99.9% uptime and security of Office 365 information. However, we can not ignore new security vulnerabilities in distributed computing using cloud ransomware and other injection programs.
But, if we save our Office 365 emails locally on a desktop or external drive, then we get many benefits, such as:
- If we save Office 365 in PST format users can easily import it back whenever needed.
- Save emails in PDF format for offline reading and sharing of emails with others.
- To create more storage space by taking backups locally and deleting them from the server.
- Prevent data from hacker attacks, network packet analysis, or any other suspicious activity.
- Exporting Office 365 mailboxes to PST allows for legal analysis of selective mailbox data.
- Reduce reliance on Microsoft Office 365 data.
- Prevent emails from accidentally deleting data from O365.
These are some reasons that insist Microsoft users save Office 365 emails to desktop. Now, let’s discuss quick methods for saving emails in multiple file formats.
Manual Methods to Save Office 365 Emails Locally
In this section, we have explained multiple methods for saving Office 365 emails into different formats. You can choose the method of your requirement and implement it to save your Office 365 account emails.
But, before we begin to take backup, first let’s see how to configure Office 365 account in MS Outlook, then you can proceed with backup steps:
Step to configure Office 365 account in MS Outlook:
1. Open MS Outlook on your desktop.
2. Use the File tab to select the “Add Account” option.
3. Fill in the details of the Office 365 account for configuration.
4. Click on the Finish button to begin the process.
5. Wait till your Office 365 account gets configured with Outlook.
Once, the account is successfully configured, now you can process with the methods for saving Office 365 emails.
Save Emails From Office 365 In PDF Format
- First, Open the Microsoft Outlook application
- Either use Ctrl+P or click on the Printer icon.
- Selection Print option button from the window.
- Use the drop-down to select Microsoft Print to PDF.
- Then, click on the Print button.
- Now, browse the location to save the PDF file >> Hit Save.
That’s it, you have successfully save Office 365 email to desktop in PDF format. Now, you can repeat these steps for all the emails.
Save Office 365 Emails to Desktop as PST
1. Open the MS Outlook application and click on the File tab.
2. Here, first select Open and Export and then use Import/Export option.
3. Now you will get the Import/Export wizard, here, select the “export to a file” option >> Next.
4. Then from Export to a file wizard, select “Outlook data file (.pst)” option >> Next.
5. Browse the location where you want to save Office 365 emails on desktop >> Next.
6. Select the Office 365 account or mailbox that you want to save and hit the Finish button.
That’s it! All these steps are sufficient for save emails in the PDF format of one account.
But, what if you want to save emails of multiple Office 365 accounts?
Then, surely this method isn’t going to help you enough. In such a case, it’s best to take help from the automated utilities that are professionally designed for executing such time taking solutions.
Faster Way to Save Multiple Office 365 Accounts Emails to PST Format
Automated tool like SysTools Office 365 Export tool allows you to export Office 365 mailboxes to PST format for multiple Office 365 accounts. Apart from PST format, you can also save emails in EML and MSG formats.
To make your task easier, the tool offers multiple features, such as:
- Split PST option to generate variable size PST while during backup.
- Admin and User login options are available in the tool.
- Category filters are available for mails, contacts, calendars, etc.
- Allows saving Office 365 archive mailbox to PST also.
- Admin is allowed to save shared mailboxes into PST format.
- Date filters are available for each category to save data of a particular date range only.
- Generates the report containing details of saved items.
Steps to save Office 365 emails locally:
- First, visit the Official SysTools website to download the tool and install it.
- Now, login into the tool either via Admin or User account.
- Select user mailboxes, shared mailbox to save (available when login via Admin)
- Select the email format as PST and enable “Split PST” if required.
- Choose the category of items to save and date-filter for selective data backup.
- Finally, hit the Export button to begin the backup.
Now the tool will start saving each mailbox in a separate PST file. Once the process is finished, it will provide a report, which you can use for validating data.
Final Thoughts
In this article, we have discussed some of the best techniques for saving emails from Office 365 account in multiple formats such as PST, PDF, EML, and MSG. You can compare the methods and their limitations to choose the right method for your business. For testing of automated tool, first, try its demo version which is absolutely free.
