How to Backup and Export All Outlook Emails
Backing up and exporting your Outlook emails is one of the best ways to get some peace of mind knowing that the important information you rely on for running your business is safely stored. This how-to guide will show you how to export all your Outlook emails so they can be backed up and protected from any type of data loss!
How to Back Up and Export All Outlook E-mails in One Step
There are a few methods to export your Outlook e-mails, but we’ll show you how to do it in just one easy step.
First, open Outlook and click on the File tab. Then select Open & Export and choose Import/Export.
Now select Export to a File and click Next.
Save it as a CSV file, which is also known as Comma Separated Values (.csv). After that, select where you want to store your new CSV file by choosing Next. You can also just leave it on your desktop for quick access.
Then select how far back in time you want to backup emails and what folder structure you’d like them organized by (more on that later). Click Next again.
After that, you’ll get a sneak peek at the e-mails you’ll be sending. If everything appears to be in order, click Finish to generate your .csv file!
Folder Structure for Your Backed Up Emails
Messages in Outlook are automatically arranged by date when you export them to a .csv file. However, if you’d like the emails in a different order (for example, client name or project), you may do so before exporting.
To do this, open Outlook and go to the folder where your emails are stored. Click on the View tab and select Change View.
In the dropdown menu, choose Organize By and then choose Custom. This will allow you to create your own folders (or subfolders) to store your exported emails.
Select All, then go to the Options menu and choose Copy. Select Sheet1 from the drop-down list. Click on Update PST in the left pane of this window. Select Multiple Recipients from the drop-down menu labeled Select recipient(s). -> To finish the process, click Finish in Step 3. Then, from the File tab, select Export > CSV.
In the Save As dialog box, choose where you want your exported emails to be saved, type a name for the file, and then click Save.
How to Access Exported Outlook Emails
The easiest way is to open the CSV file in a text editor like Microsoft Word or Notepad. Another method is to import the CSV file into a database or spreadsheet program such as Microsoft Access, Excel, or MySQL.
If you’re using Excel, go to the File menu and select Import. Navigate to the folder where your exported emails are saved, pick the CSV file, and then click Open in the Import dialog box.
If you browse to the location where your backup file is, Excel will display a window asking how you want to import the data. Select Columnar Text or Fixed Width from the drop-down menu and then Next. Finish should be selected next. Your exported email addresses will be imported into Excel when you click Send in Gmail.
How to Quickly Save a Single Outlook Email
If you only have one email that you need to save as a PDF, it’s easy to do. With the email open, click on the File tab and then choose Print. In the Print dialog box, make sure that Adobe Acrobat is selected as your printer. Click OK and then select Save As PDF from the list of printers.
Enter a name for your PDF file and then click Save. The email will be saved as a PDF document.
PDF documents can be opened in many different programs such as Adobe Acrobat Reader, Microsoft Edge, or Firefox.If you don’t already have any of these applications installed on your computer, you may download them for free from Adobe or Mozilla’s websites.