Whether you have emails you really want to keep because you’re getting a new computer or troubleshooting a problem, you can create a backup in Microsoft Outlook.
By exporting your inbox to an Outlook file format, you can easily re-import it later if needed. Alternatively, you can export a CSV file that you can open in Excel for review and analysis. Here we explain how to backup emails in Outlook with both file types.
Back up emails with an Outlook file on Windows
If you want to create a backup copy of your emails that you can easily import back into Outlook later, the best way is to create a PST file. Unfortunately, this technique is not available in the Mac version of Outlook.
Step 1: Open Outlook and select file > Open and export. Then choose Import Export.
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Step 2: When the Import and Export Wizard window opens, select Export to a file and choose Next.
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Step 3: Select in the window that opens Outlook data file (.pst) and select Next.
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Step 4: Then select yours inbox and check the box for Including subfolders to make sure you have all the folders you created. Optionally, you can select a different, specific folder if necessary.
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Step 5: If you want specific emails, such as from a specific sender, in a specific time period, or with specific keywords, select ” filter. Add the criteria and select OK.
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Step 6: Choose Next after selecting the inbox, subfolders and filters.
Step 7: Choose a location to save the file. You can use the… Search Click the button to select the location or enter the full path in the box above.
Step 8: Then select one of the options to replace duplicates, allow duplicates, or not export duplicates. Choose Finish.
You can then visit the location you selected for the file to open it.
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Back up emails with a CSV file
If you want to back up your email so you have a readable file that you can open in Excel when needed, you can create a CSV file instead. Try this technique on Windows or Mac versions of Outlook.
Step 1: To select, follow the first two steps as above Import Export and open the Import and Export Wizard.
Step 2: Choose Export to a file and select Next.
Step 3: Choose this time Comma separated values in the Export to a file field and select Next.
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Step 4: Select your inbox from the list and select Next.
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Step 5: Enter or select the location and file name using the path Search Click the button to select the location to save the file.
If you use this Search Click the button, browse to the location, enter the file name you want to use and select OK.
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Step 6: Once you have the location and file name in the Save exported file as field, select Next.
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Step 7: Confirm and select the inbox you are exporting Finish.
A short message will appear while the file is being created. You can then go to your chosen location to access the file and open it in Excel or a similar application.
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Backing up your Outlook emails for safekeeping or re-importing later takes just a few minutes. And it’s probably worth it to make sure you don’t lose any important messages.
For more information, see How to retrieve an email in Outlook or change your Outlook signature.
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