Connect/ Add Office 365 Mailbox to Outlook – All You Need to Know

Office 365 is a complete package suite provided by Microsoft. This tool provides an emailing service to send, receive and managing mail account. However, sometimes users do not need complete Office 365 package for email clients, as it is quite expensive. Therefore, most of the users want to move/ connect Office 365 to Outlook, which is also one of the popular email clients. MS Outlook can be used in a business environment as Office 365 and for personal use also. Others find it more convenient for professional work as most of the organization use it. In the following sections, we will discuss the need of migration and how to transfer/ add Office 365 mailbox to Outlook.

Transfer/ Add Office 365 Mailbox to Outlook : The User Queries

Reasons to Export/ Move from Office 365 to Outlook

There are various reasons available to move from Office 365 mailbox data to Outlook 2010, which are mentioned below:

  • From a safety point of view a user can take backup of Office 365 as an Outlook supporting format. In case of any failure, a user can open all files in Outlook also.
  • As per email service, users find Office 365 very expensive. To avail this facility they can go for Outlook also.
  • Outlook supports both personal and business environments.

Different Ways of Migration

There are different ways available to move/ transfer from Office 365 data to Microsoft Outlook, which are discussed below.

Manual Procedures

To transfer/ add Office 365 mailbox to Outlook manually, a user need to follow the below mentioned steps:

  1. First, you need to make sure that you are using the desktop version of the Outlook.
  2. If you are having the File option on the top left corner of your Outlook screen, then it is a desktop version of the Outlook
  3. Now, you just need to add ‘source’ email account to Outlook
  4. Until all email and contacts displayed, wait for a while
  5. After that add your Office 365 mail account to Outlook
  6. After adding Office 365 mail account to your Outlook desktop, it will sync to Outlook automatically
  7. Now, you can see all your Office 365 data items in Outlook as Outlook files only


The main drawback of manual method to export/ migrate Office 365 to Outlook is it steps. Configuration of this manual method is not easy and very time consuming. Sometimes it becomes very difficult to perform these steps without any expert help. To overcome this problem, a user can also go for any of the third party tools available. One such solution and trusted third party tool is Office 365 Backup. In the below section we have discussed about the working of this tool.

Automated Solution

As discussed above in case manual procedure failure, a user can go for trusted third party tool Office 365 Backup. A user can use this tool to take backup of Office 365 mailbox account in Outlook support format. This tool helps users in exporting all data items including emails, contacts, calendars, etc., to Outlook. Now, to convert different data items in Outlook a user first need to understand the working of this tool.

Steps to Migrate/ Connect Office 365 Mailbox to Outlook:

To transfer/ backup Office 365 to Outlook in a convenient manner, a user need to follow the below mentioned steps:

  1. To install Office 365 Backup & Restore tool on your system go to Start → click on All Programs then click on Office 365 Backup & Restore and run it as an administrator

  2. Now, click on the Login button and enter your details
  3. From the two displayed options, select Office 365 backup
  4. After that select the mailbox items, for which you want to take backup
  5. Now, to select the destination of the backup, click on the Browse button
  6. Select the location accordingly and click on OK button
  7. After that click on the Export button and select the file format for Outlook
  8. Click on Start button, then current status of backup will be displayed in front of your screen
  9. After completion, successful message is displayed then click on OK button
  10. Now, go to destination location to view and access Outlook files

Frequently Asked Questions

Is it possible to export Office 365 to Outlook 2010?

Yes, you can easily export all your data items in Office 365 account to Outlook 2010 and all its versions.

Is there any manual procedure available to save/ export Office 365 files to Outlook 2007?

Yes, a user can follow the step by step manual procedure of migration as explained above, but confirm that he is using the desktop version of Outlook.

I find this manual procedure to migrate/ add Office 365 mailbox to Outlook difficult to execute suggest me some other solution?

In case you are not able to perform manual procedure, there is a third party solution also suggested above you can also go for that. This software is having a user-friendly interface.

Can I take backup of Office 365 account data items?

Yes, it is possible to take backup of your mail account and save it on the desired location. Using this tool you can take backup in a very efficient manner.

Do Office 365 backups, support Windows 7 also?

Yes, this software supports all Windows versions, including Windows 7.

Is it possible to have same email id even after migration from Office 365 to Outlook?

Yes, users can use same email id even after migration if they want.


The Outlook is an email service for both personal and business use. A user can use Outlook with more reliable and user-friendly way as compared to Office 365. After understanding queries by users, we have suggested both manual and third party solution to transfer/ migrate Office 365 to Outlook. A user can go for any of them according to their need.