How to back up emails in Outlook on Windows and Mac

Whether you have emails you want to ensure to hang onto because you’re getting a new computer or you’re troubleshooting a problem, you may create a backupin Microsoft Outlook.

Byexporting your inboxto an Outlook file format, you may easily import it again later if needed. Alternatively, you can export a CSV file that you can open in Excel to review and analyze. Here, we’ll explain how to back up emails in Outlook using both file types.

Difficulty

What You Need

Microsoft Outlook

Back up emails with an Outlook file on Windows

If you want to create a backup of your emails that you can easily import back into Outlook later, the best option is to create a PST file. Unfortunately, this technique is not available on the Mac version of Outlook.

Step 1:Open Outlook and selectFile>Open & export. Then, pickImport/export.

Step 2:When the Import and Export Wizard window opens, selectExport to a fileand chooseNext.

Step 3:In the subsequent window, pickOutlook data file (.pst)and selectNext.

Step 4:Then, select yourInboxand check the box forInclude subfoldersto verify you have all of the folders you created. Optionally, you can choose a different, specific folder if you prefer.

Step 5:If you want particular emails, such as those from a certain sender, during a time frame, or with specific keywords, selectFilter. Add the criteria, and pickOK.

Step 6:SelectNextafter you pick the inbox, subfolders, and filters.

Step 7:Choose a location to save the file. You can use theBrowsebutton to select the location or enter the full path into the box at the top.

Step 8:Then, pick one of the options to replace duplicates, allow duplicates, or not export duplicates. SelectFinish.

You can then visit the location you selected for the file to open it.

Back up emails with a CSV file

If you want to back up your emails so that you have a readable file that you can open in Excel if needed, you can create a CSV file instead. Try this technique on Windows of Mac versions of Outlook.

Step 1:Follow the first two steps as above to selectImport/exportand open the Import and Export Wizard.

Step 2:SelectExport to a fileand pickNext.

Step 3:This time, pickComma separated valuesin theExport to a filebox and selectNext.

Step 4:Choose your Inbox from the list and pickNext.

Step 5:Enter the location and file name using the path, or select theBrowsebutton to pick the location for the file.

If you use theBrowsebutton, navigate to the location, enter the file name you want to use, and selectOK.

Step 6:When you have the location and file name in the Save Exported File As box, selectNext.

Step 7:Confirm the inbox you are exporting and selectFinish.

You’ll see a brief message as the file is created, and you can then visit the location you picked to access the file and open it in Excel or a similar application.

Backing up your Outlook emails for safekeeping or importing again later takes only a few minutes. And, it’s probably worth your time to ensure you don’t lose any important messages.

For more, look at how torecall an email in Outlookor how tochange your Outlook signature.