How to Backup Outlook Emails and Download Them All at Once

It’s always a good idea to backup something, especially email. Here’s how to backup Outlook emails on Windows 10 and Mac, on all Outlook versions.

Sometimes it’s important to save your emails to your hard drive. Here’s how to backup Outlook emails and download them all at once, which you can do in Outlook 2019, Outlook 2016, Outlook 2013, and older versions like Outlook 2010.

To backup your Outlook emails in bulk, you have to save them as one Personal Storage Table format. Outlook has a method to do this in most versions of Outlook, including Outlook 2019.

You can also save your Outlook emails as PDF if you want.

How to Backup Outlook Emails in Bulk (Outlook 2019, 2016, 2013)

Doing backup for emails is important, and doing it in bulk is even better. You can backup Outlook emails all at once, and you don’t need to ever manually saving one at a time.

Outlook has the Personal Storage Table format. It’s necessary to keep your emails in one file format.

To back up, simply click the File tab.

how to backup download outlook emails all at once

Then, choose Open & Export. Click Import/Export.

export outlook email all at once

Click Export to a file. This allows you to choose between CSV files which can be opened in Microsoft Excel or PST files which can be opened in Microsoft Outlook if you want to restore the emails. Click Next.

export outlook email to a file

Click Outlook Data File (.pst). Click Next.

select outlook data file (.pst) format

Now, choose which email folder you want to backup from Outlook. You can checkmark the include subfolders to include subfolders if you have them. Click Next.

select Outlook email folder you want to backup

You can click Browse to search for the folder where you want to save the backup in. You can choose to Replace duplicates with items exportedAllow duplicate items to be created, or Do not export duplicate items.

save exported file on outlook

Outlook may ask you for a password. You can create password for the backup file easily.

create outlook data file password to download outlook email

Confirm the password.

type the password for backup file

Outlook will then backup your emails in bulk. You can check the folder destination on the File Explorer to see the backup file.

How to Backup Outlook Emails in Windows 10 Mail App

Windows 10 Mail app is still based on Outlook. But it doesn’t allow you to backup emails all at once. You have to save them one at a time.

You can do this by clicking the three dots menu below the close button. Click Save as.

how to backup export email in windows 10 mail app

Type the file name. Choose Email message (*.eml) format. Click OK.

backup outlook email

How to Backup Outlook Emails on Mac

This is a little harder. While in Windows you can backup as PST file, in Mac you can use OLM format to backup.

Click File. Choose Export.

Select which Outlook items you want to backup. Click Continue.

Choose which folder you want to save the backup in. Click Finish.

Microsoft Outlook mainly allows you to backup your emails before deleting them permanently on your email account. This gives you relief since you may need your emails again after deleting them in case something bad happen. You can do this for a Gmail account connected to Outlook too.

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