“User Concern: A few days back, there arose a situation where I needed to access my Office 365 emails urgently. But due to some uncertain reason, I lost my internet connectivity. As a result, could not open my email at the time of need. Since then I am searching for a quick solution to store my emails on my local drive. So, can anyone help me with how can I save Office 365 emails to my desktop? Thanks!”
After reading such type of query, it is certain that just like the above user, many Office 365 users must be facing similar issues. And, there might not be any option left for them other than saving their emails.
Hence, in this article, we’ll address the issue and discuss both the traditional manual approach and the expert-suggested automated method to save emails to the desktop.
Keep on reading to find out more!
Two Different Methods to Backup Office 365 Mailbox
As you already know Outlook 365 is a part of Office 365 that handles emails. And saving the emails on the local drive is not very difficult if you know the right method.
So, the straightforward method is to use software like Office 365 backup tool. This is the expert-suggested automated method, you can use to download multiple O365 emails to your computer. To do so, you just need to take the backup using the tool.
The second method to save emails is using the import/export wizard offered by Microsoft.
Let’s have a look at these methods one by one in detail.
Technique #1- Automated Solution to Save Office 365 Emails to Desktop
If you have a huge number of emails that you want to save then do not worry. The software will seamlessly do the job for you.
But, wait! Do you want to save your contacts, calendars, etc as well? If yes, then you can save them too. Basically, the software is the all-rounder in the field of taking backup. So, you can rely on the same without a doubt.
Also Read: Refet to Office 365 Tenant to Tenant Migration and execute a seamless data migration.
Now, it’s time to understand the working of the tool. Follow the below procedure to have a fair idea.
Step-1: Download and run the software. Then, go to the ‘Set up’ section. And, select ‘Office 365’ as the source and ‘Outlook’ as the destination to backup Exchange Online mailbox.
Step-2: Select categories such as ‘Email’, ‘Document’, ‘Contact’ under the ‘Workload section’
Step-3: Execute a selective backup using the ‘Date-range Filter’
Step-4: Then, go to the ‘Source’ tab and enter the ‘Admin Email’ and ‘Application ID’ in order to save Office 365 emails to the desktop.
Step-5: Validate the source user permission and click ‘Next’
Step-6: Next, on the ‘Destination’ tab, select the ‘Backup folder path’
Step-7: Again validate the permissions and click ‘Next’ to download O365 emails.
Step-8: Click on the ‘fetch users’ and choose a list of users.
Step-9: After validating, click on ‘Start Backup’ to start the process
As you can tell, a non-technical person can also use the software efficiently to save emails to a computer.
Now, let’s discuss the second method.
Technique #2- Manual Method to Backup Exchange Online Mailbox
You can manually save emails using the native tool i.e. import/export wizard.
But, let me tell you, you should be technically sound to carry out the below process. As you need to configure your Office 365 account in the Outlook application.
To set up the same go to File Menu>>Add Account and start configuring.
After completing the configuration follow the below steps to save Office 365 emails to the desktop.
Step-1: Open Outlook and at the top left of your screen, click on the ‘File’
Step-2: Then, look for the ‘Open & Export’. And, select the ‘Import/Export’
Step-3: Select the ‘Export to File’ option.
Step-4: Click ‘Next’ to backup Exchange Online mailbox.
Step-5: Choose the ‘Outlook Data file(.pst)’.
Step-6: Press ‘Next’
Step-7: Next, select the mailbox that you want to save.
Step-8: Click on the ‘Include sub folders’ checkbox to save the entire mailbox. Or, select the folders you want to save from the list.
Step-9: Then press the ‘Next’ button.
Step-10: Click on the ‘Browse’ to choose the destination location of the Outlook (.pst) file. And, select the radio button as per your need under the ‘Option’
Step-11: At last, click on the ‘Finish’ button and start the process to save Office 365 emails to the desktop.
[Note: To protect your PST files with passwords, enter the same or just leave it blank and click on ‘OK’]
Limitations of Manual Method
There are a few downsides to the native technique. Such as,
- It can be quite a tedious process when you have to save a huge number of emails.
- From the above steps, you can see that the process is very lengthy to backup Exchange Online mailbox
- This method is not suitable for a non-technical person. One wrong move and you could lose your important email.
However, you can overcome all these concerns by using the automated method.
To Sum Up
Whatever may be the reason, be it unavailability of internet connection, securing your emails from cyber threats, or anything, backing up your emails to your computer is the best option. Hence, choose the right method to save Office 365 emails to the desktop and be on the safer side.
Also Read: The latest news on technology and business by clicking on the link.