How to Download All Emails From Outlook 365 in Multiple Ways?

Microsoft users often look for an easy way to download all emails from Outlook 365 locally. Keeping local copies of cloud data can serve various purposes, such as creating a local backup for compliance or system migrations. Moreover, with the help of this, you can continue to access the data even in the event of a server outage and service unavailability. Hence, in this write-up, I have discussed a step-by-step, detailed guide to download Office 365 emails using web, desktop, and mobile devices. I am going to outline the built-in export options, drag-and-drop techniques, using admin eDiscovery tools, and an automated software for bulk downloads.

The majority of users don’t know how to download all emails from Outlook 365. This problem is prevalent among organizations where the vast majority of users lack in-depth technical expertise.

So if all of a sudden a compliance requirement forces admins to get a copy of all m365 emails present in the cloud it can be quite a challenge.

They have to work through a lengthy trial-and-error process to determine what works and what fails. Moreover, Microsoft does not provide a native equivalent of something like Google Takeout, making the process all the more complex. Don’t worry, I have made this tutorial in a manner that will clear out all the doubts that users have and let them bring Outlook online mails offline.

Let us first go over the reasons that this requirement has popped up in organizations around the world.

Why Do You Need to Download All Emails From Outlook 365?

• Follow Regulatory Rules: Having a set of O365 emails on-premise helps to meet any legal and compliance clauses when they arise.
• Upgrade Systems: When an organization wants to move to a new system or is undertaking an Office 365 cloud data migration, it is best practice to download emails.
• Convert Email Formats: Exporting emails outside of the cloud is one of the best ways to change email file format or convert to a more robust yet alternative format.
• Keep Private Backup: Users may want to keep an offline copy for backup or safety purposes.

There can be many other reasons depending on your currency scenario. Let us start by exploring how the Outlook 365 web version helps us.

Use a Web App to Download All Emails from Outlook Online

• Step 1. Log in to Outlook web
• Step 2. Open the Email folder (Inbox, archive, custom folder)
• Step 3. Right-click on the email whose offline copy you want.
• Step 4. After that, select the Download option from the flyout menu.
• Step 5. Use the Save as screen to select the file location and rename it if you want.
• Step 6. Finally, hit Save.

You dont have to download each email one by one as Microsoft has included a special feature in the Outlook web app available even in the free tier plans.

Use the built-in Outlook Export Option to Download Emails

• Step 1. Click on the cog icon in the top right corner.
• Step 2. Switch to General > Privacy and Data> Export mailbox.

The web portal is just one way, many people use Outlook 365 directly from the desktop itself. So, naturally, they would want the procedure for that.

How Does the New Outlook Client Make Email Download Happen?

• Step 1. Launch the Outlook email client.
• Step 2. Right-click any mail in your inbox.
• Step 3. Press Save As.
• Step 4. Use the Save as box to decide the file location and name.
• Step 5. Click Save.

Otherwise, you can also.

• Step 1. Select Multiple emails at once.
• Step 2. Hold your cursor.
• Step 3. Drag and drop the emails to a local folder on your system.

Like in the web version, this Outlook client also has the full mailbox export. Check out the steps below:

• Step 1. Click on the Settings gear at the top right-hand side.
• Step 2. General > Privacy and data.
• Step 3. Select the Outlook 365 account from the drop-down menu.
• Step 4. Tap the Export mailbox icon.

How Do I Download All Emails From Outlook 365 from Classic Client?

For users of Classic Outlook, you can also download emails.

• Step 1. Click on the downward-pointing arrow on the quick access toolbar at the top left corner.
• Step 2. Click on the Save as option (This does not trigger the download operation, but makes the Save as icon available for use)
• Step 3. Select the emails you want to download.
• Step 4. Tap on the Save as icon.
• Step 5. Use the Save as window to set the name, location, and save the result.

The drag-and-drop technique explained in the New Outlook client also works for the classic edition.

The Classic Outlook edition has another mechanism for getting Office 365 mail, especially useful if you want to move Outlook 2010 to Office 365 format.

• Step 1. File > Open & Export > Import/Export.
• Step 2. Export to a file > Next.
• Step 3. Choose one option in Create a file of type: > Next.

Depending on the file type selection, other steps vary a bit. Follow the on-screen instructions for best results.

Use Mobile Outlook’s Export Option to Download the Office 365 Mail

Outlook Mobile lacks any dedicated export/download mechanism found on the web or desktop versions.

However, there is an alternative way.

• Step 1. Launch the Outlook app on your mobile device.
• Step 2. Tap on the email you want.
• Step 3. You will see two sets of icons with three vertical dots (︙). Tap the Dots that have a date directly above them.
• Step 4. Pull the menu up to see more options.
• Step 5. Select Print:
• Step 6. Choose Save as an option and tap on the circular button.

Follow your phone’s internal download management system to set a location, rename, and SAVE this Outlook 365 mail.

Another option is to directly screenshot the email. You can find similar print to document type save transition methods on Outlook Web/Desktop clients as well.

How Admins Can Download All Emails from Outlook Online?

Admins have access to advanced options not found at the user level. This is the Microsoft Purview Compliance Portal (eDiscovery Tools). With the help of this method admins can export Office 365 mailbox data in PST format.

Note that you can make a new content search request if and only if the admin account you are using is part of the eDiscovery Manager role group in the Microsoft Purview portal.

Step 1. Go to the Purview portal and select eDiscovery > Content Search.

Step 2. Click + New Search and lay out your search criteria (e.g., specific mailboxes, keywords).

Step 3. Save and Run the search.

Step 4. Use the on-screen instructions to download Outlook 365 email search results:

Step 5. After the search is complete, select it and click Export.

Step 6. Admins can configure export options (e.g., output format) and submit the export.

Step 7. Finally, download the results using the eDiscovery Export Tool.

Use a Professional Tool to Download all Emails from Outlook 365

Admins can manage the download task for every Outlook 365 email account in their organization with the help of the SysTools Office 365 Export tool. The simplistic GUI screen does not require technical requirements.

Admins without any prior knowledge can also use this software without any complications. They can filter data based on date, mailbox categories, and user accounts. Moreover, it allows admins to set account-level priority before downloading the emails from Outlook 365.

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Here are the steps you need to use.

Step 1. Download, install, and launch the tool.

Step 2. Select the source as Microsoft 365 and any of the suitable output formats as the destination.

Step 3. Scroll to the Workload selection menu and add emails. Apply date filter if needed.

Step 4. Validate M365 admin credentials.

Step 5. Validated output file path.

Step 6. Map the users to download all emails.

Step 7. Preview, select, prioritize, validate, and start Export.

Conclusion

Now, readers know exactly how to download all emails from Outlook 365. I have given a long list of steps that work to bring cloud mail offline. From web portals to desktop clients and even the mobile app variant.

However, in professional scenarios, admins can’t expect to delegate this task to users. That’s why I have also introduced a tool that acts as a counterpoint to download all email messages.