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How to Backup Outlook Emails and Save Locally? – Solved

Published By Deepa Pandey
Anuraag Singh
Approved By Anuraag Singh
Published On December 27th, 2023
Reading Time 8 Minutes Reading
Category Outlook

It is always an important decision to backup Outlook emails. It ensures that there is no risks to user’s data even if Outlook for Mac loses the data from the mailbox. Easiest and trusted way to reactive mail functions is backup. So, let us start the discussion with a question, how to backup Outlook emails?

This is why several users are looking for solutions to backup Outlook emails locally. Apart from this, users also want to know the methods for the same due to the storage space issue. The space in the mailbox fills up fast if there are a lot of emails along with attachments associated with them. This can be covered up if you are backing up emails from Outlook.

There are a lot of methods that you will find out there while surfing the internet. But not every solution will be able to backup Outlook emails completely. To perform a successful and accurate backup procedure, you should check the solutions mentioned below.

Quick Guide: Microsoft developed Outlook and Mac Outlook for Windows OS and Mac OS respectively. In this post, I will explain the easiest and secured ways to backup Outlook emails for both Mac and Windows OS.

Backup Outlook Emails on Windows OS

Windows Outlook allows users to configure profile using either POP or IMAP protocol. The backup process is totally different. So, let us understand both cases in detail.

Backup POP Configured Outlook Emails

As we know that the POP (Post Office Protocol), save entire data on computer system’s storage device. Taking backup of POP configures email account in Outlook is as easy as copy and paste. Follow the instructions:

If you know the default storage location, then visit the copy the profile_name@domian_name.pst If you don’t know the path, then follow steps.

  • Launch Microsoft Outlook and Select Profile That You want to Backup
  • Do Mouse Right Click on Selected Profile and hit Open File Location
  • A Explorer window will appear automatically, simply find profile_name@domain_name.pst
  • Copy the PST file and paste it to another drive or device. (Recommendation: do not same backup copy at same storage device. Always use different storage location and device to store backup.)

Backup IMAP Configured Outlook Emails

IMAP protocol works in synchronization with IMAP Server (Exchange Server). In case of IMAP Outlook the actual data stored in IMAP server and a replica is stored at users system locally profile_name@domain_name.ost. But user cannot directly copy and paste this OST file as like PST file. Follow the below steps: 

For Active Profiles
  1. Launch Microsoft Outlook and Hit on File >> Open & Export >> Import/Export
  2. A Pop Up Window will Appear, Select Export to a File and Hit Next
  3. Choose Outlook Data File (.pst) and Hit Next.
  4. Select the Profile or Folder to Export From and Hit Next.
  5. Browse Destination Path to Save Output File and Hit Finish.
  6. Outlook Emails Saved Locally You can Use it as Backup.
  7. Use Third Party PST File Converter Tool to Make it Platform Independent.
For Orphaned and Inaccessible OST File

OST file is a server side encrypted file and it can’t be access once delinked from profile. If you have orphaned, inaccessible, corrupted, damaged OST file. Then use OST to PST Converter and make OST file readable.

Ways to Backup Outlook Emails on Mac OS

We have mentioned the most helpful solutions for the users to choose from to take a backup of their messages to keep them safe or free up some space from their mailbox. Learn these methods and make sure to utilize them to the fullest.

The first method is the manual method to save the data which will be stored in an OLM file format. This OLM file can be used in Mac Outlook whenever required. If in case you want to access this data on other email clients, you can use the second method which will help you to convert these files to a relevant file format.

Method-1: Backup Emails from Outlook for Mac Manually

Below listed steps requires to have active Mac Outlook profile, and it will export only connected profiles data and save them only in .olm file format. 

Step-1. Launch Outlook for Mac on your machine and click on the Tools tab.

Step-2. After that, select the Export option and an Export to Archive File (.olm) wizard will open up.

Step-3. Choose the items you want to backup; Mail in this case, and click on the Continue button.


Step-4. Select the Save As box choose the Downloads folder to save the end result and click Save.


Step-5. Once all the data is exported, select the Finish button to complete the procedure.

These are the steps for the process to save Outlook emails locally. All the emails will be saved in .olm file format and will accessible in Mac Outlook. This is the only major drawback that this file cannot be used in any other email client.

To access the data in other email services, you will have to convert it to other file format. Once you backup Outlook emails on Mac, you can convert the same to your desired file format with the help of the following tool.

Note: If your Outlook for Mac does not open then click this link for a correct solution. 

Make Backup File Accessible without Mac Outlook

Mac Outlook export feature allows users to backup Outlook emails and save in .olm file only. This OLM file is Mac outlook platform dependent file. This results in, the OLM file is not accessible apart from Mac Outlook. But user can use this professional OLM to PST Converter Tool to make OLM file compatible to multiple email application and browser friendly.

  • Export OLM File to various file formats: PDF, PST, EML, MSG, MBOX, CSV, EMLX, VCF, ICS, and HTML.
  • There is an option to export the data in batch mode by adding folders to the software.
  • Transfer selective data by applying the Date-Filter option
  • This tool is compatible with converting OLM files from Mac Outlook 2011, 2016, and Outlook 365.
  • Option to maintain the original structure of the folder even after conversion is offered.

Let’s now take a look at the steps of conversion after you complete the process to backup emails from Outlook Mac.

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How to Convert Resultant Backup Files Via the Software?

Step-1. Install the software and run it on your Mac machine. Click on the Add File(s) option.

add file/folders

Step-2. Choose the files you want to convert and hit Open. Move forward by clicking on the Next button.

browse the files

Step-3. Mark the radio button beside the Export Selected Folders option and wait for the software to scan the data to add.

Export selected data

Step-4. Select PDF as the export type and mark the Maintain Folder Hierarchy check box.

Step-5. Apply Advance Settings and click on the Change button to decide a destination path for the resultant files.

Advance settings

Step-6. The final step is to hit the Export button to complete the procedure of conversion.

Click export button

Once the process is complete, you will find all the files exported to your desired format saved in your chosen location.

Method-2: Using Time Machine to Backup Outlook Emails on Mac

Time Machine is a built-in backup tool for macOS that can automatically back up your entire system, including your Outlook emails. To use Time Machine to back up your Outlook emails, follow these steps:

  • Step-1. Connect an external hard drive to your Mac. Make sure the hard drive is formatted as Mac OS Extended (Journaled).
  • Step-2. Open System Preferences. You can find it in the Applications folder or by clicking the Apple logo in the top left corner of your screen and selecting System Preferences.
  • Step-3. Click Time Machine.
  • Step-4. Click Select Backup Disk.
  • Step-5. Select the external hard drive you connected in step 1.
  • Step-6. Click Use Disk.

Time Machine will now start backing up your Mac, including your Outlook emails. It will automatically back up your system regularly. You can also manually back up your system at any time by clicking the Back Up Now button in System Preferences.

Ending Note

It doesn’t matter that you are using Windows Outlook or Mac Outlook. You can backup Outlook emails and save it for future need. Complete guide explained above, follow the instructions and backup complete data from Outlook mailbox.

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