How To Download Emails From Microsoft Outlook?

Robert Turner By Robert Turner
10 Min Read
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Ever spent what feels like hours digging through your Outlook emails just to find that one super important message? Ugh, we’ve all been there. It’s like trying to find a needle in a haystack sometimes, especially when you really, really need that email. But what if I told you there’s an easier way? Yep, you can actually download those emails from Outlook, so they’re right at your fingertips whenever you need them. Sound good? Let’s dive in!

Now, you might be scratching your head and wondering, “Why would I want to download my emails?” Great question! Let me break it down for you:

  1. Backup, Backup, Backup! 🔄
    • By downloading your emails, you’re basically creating a safety net for yourself. Think of it as a backup. If, for some reason, you can’t get into your Outlook account, no worries! You’ll still have all those emails safe and sound on your device.
  2. Safety First! 🔒
    • Downloading your emails can actually help keep your information safer. When you keep your messages on your own device, there’s less chance of sneaky hackers getting their hands on them.

Alright, now that we’ve got the “why” out of the way, let’s get into the “how.” Ready to learn the ropes? Let’s go!


If yes, this section’s for you! But, heads up! There’s a little catch. 🚫 When you’re downloading emails from the web version of Outlook, you can only save one email at a time. And it gets saved in this format called “.eml.” Now, if you’ve got just a handful of emails, no big deal. But if you’re thinking of downloading, let’s say, a hundred? Oof! Might be a bit tedious.

But if you’re cool with that, let’s get started:

1. Head to Outlook Online

  • Open up your favorite browser and punch in the Outlook website. Once you’re in, just log in with your details.

2. Pick Your Email

  • Scroll through and click on that specific email you want to download. Remember, just one at a time!

3. The Magic Three Dots 🔵🔵🔵

  • On the top-right corner of the email, you’ll see three tiny dots. Yep, that’s the magic button! Click on it.

4. Download Time! ⬇️

  • A little menu will pop down. From there, click on “Download.”
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Bam! 💥 You’ve done it! That email’s now saved on your computer, ready whenever you need it.

But wait, there’s more! If you’re a Windows user and you’re wondering how to save emails offline from there, stick around. We’re diving into that next!


So, you’re a Windows user, huh? Nice choice! 😉 Windows offers some nifty features when it comes to saving your Outlook emails right to your computer. This means you can peek at them anytime you want, even if you’re not online. Cool, right?

Now, while the web version of Outlook has its own charm, the desktop version is kinda like its beefed-up big sibling. Why? Well, it lets you download a bunch of emails all at once! But here’s where it gets a bit tricky. 🤔 If you’re saving just one email, you can choose from a bunch of formats like plain text, Outlook’s own special formats, HTML, and a few more. But if you’re on a downloading spree, saving many emails together, your only option is plain old .txt.

Got it? Cool, let’s roll!

1. Finding Outlook:

  • Tap that Windows key on your keyboard. It’s like summoning Outlook! Type “Outlook” and when you see it, click on it to open.

2. Pick Your Faves:

  • Find the email you want to save. Or, if you’re feeling ambitious, pick a bunch! Just hold the “Ctrl” button on your keyboard to select more than one.

3. Top-Left is Where It’s At:

  • Once you’ve made your choice, look at the top-left corner. See the “File” option? Click it.

4. ‘Save As’ Magic:

  • A sidebar will appear. From there, click “Save As.”

5. Naming & Choosing:

  • A new window will pop up. Here, you can name your email file. Then, choose the format you want from the ‘Save as type’ drop-down. Once you’re set, click “Save.”


Do you know that special thrill of using a Mac? Well, when it comes to saving emails from Outlook, it’s kind of similar to how you’d do it on the web version. But no worries! We’ll guide you through it, step by step.

Before we start, here’s the heads-up: You can only save one email at a time. And, there’s just one format option – .eml.

Ready? Let’s jump in!

1. Spotlight to the Rescue:

  • Press ‘Command + Space’ on your keyboard. It’s like the magic spell to summon anything on a Mac! Type in “Outlook” and press Return.
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2. Choose Your Email:

  • Scroll through and click on the email you’re keen to save. If you’re in the mood to choose a bunch of them, hold the “Ctrl” button as you select.

3. The File Adventure:

  • Look up! In the top-left corner, you’ll find the “File” option. Give it a click.

4. Save It Up:

  • A menu will slide down. Spot “Save As” and click on it.

(Little tip: You can also use the super shortcut ‘Control + Command + S’ to whip up the Save As window in a jiffy!)

5. Name and Store:

  • A small window will appear. Here, you can give your email a catchy name, decide where you’d like to keep it on your Mac, and then click “Save.”

And voilà! 🌟 Your email is now cozily saved on your Mac. Whenever you feel like reading it, just pop it open with any text editor you like.


Using Outlook on your phone and want to keep an email safe and sound? Well, there’s a tiny trick you might want to learn. You see, Outlook on mobile doesn’t let you download emails directly. But where there’s a will, there’s a way! We’ll just turn that email into a PDF. Sounds fun, right? Let’s walk you through it.

1. Get the App Rolling:

  • Start by tapping open the Outlook app on your Android or iOS device. Got it? Awesome!

2. Hunt Down that Email:

  • Scroll around and tap on the email you’re eager to save. Yep, the one you want to read even when you’re chilling in a place with no Wi-Fi!

3. The Mighty Three Dots: 🔵🔵🔵

  • Notice those three little dots below the email’s subject? Tap on them. A menu will pop up. From there, tap on “print.” Now, you’re on a screen that shows how the email would look if printed.

4. Turn It into a PDF: 📄

  • Here comes the magic part! Tap on the three dots again, but this time, they’re hanging out in the top-right corner. From the menu, choose ‘Save as PDF.’

5. Name & Store: 🏷️

  • Think of a cool name for your email. Got one? Perfect! Type it in and tap “Save.”


And there we have it, folks! From web browsers on your computer to the palm of your hand with mobile devices, we’ve ventured through the ins and outs of saving those crucial Outlook emails. Whether it’s for backup, security, or just the comfort of offline access, you’re now equipped with all the tools and knowledge you need.

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Remember, each method has its own perks. While some are straightforward and quick, others give you more flexibility in terms of format and quantity. But no matter which route you take, the end goal is the same: safeguarding those emails.

Now, you’re not just a regular email user; you’re an email-saving wizard!  So the next time someone’s in a fix about how to save their emails, you know what to do—guide them or maybe even show off a little with your newfound skills.

Happy emailing, and here’s to never losing that all-important message ever again!

Frequently Asked Questions

1. How do I download all emails from Microsoft Outlook at once?

To download all emails from Microsoft Outlook at once, you can select all emails in your inbox and click on the download button. Alternatively, you can set up email forwarding to another email service or download them using an email client like Thunderbird or Mailbird.

2. How can I download emails from a specific time range on Microsoft Outlook?

To download emails from a specific time range on Microsoft Outlook, you can use the search function and set a date range. Then, select the emails you want to download and click on the download button.

3. Can I download attachments from Microsoft Outlook?

Yes, you can download attachments from Microsoft Outlook by selecting the email and downloading the attachment separately or downloading the entire email along with the attachment.

4. How do I download emails from Microsoft Outlook to my computer?

To download emails from Microsoft Outlook to your computer, you can export the emails to a file format such as .pst or .csv. Then, you can download the file and open it in a program like Microsoft Excel or Word.

5. Is it possible to download emails to a specific folder on Microsoft Outlook?

Yes, it is possible to download emails to a specific folder on Microsoft Outlook. You can create a new folder and set that folder as the download destination for the emails you want to save.

6. What are some third-party tools I can use to download emails from Microsoft Outlook?

Some third-party tools you can use to download emails from Microsoft Outlook include MailStore, Email Backup Wizard, and OutlookExporter. These tools offer different features and capabilities for downloading and managing Outlook emails.
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Meet Robert, a seasoned tech blogger and copywriting maestro. With an innate passion for all things tech, Robert's expertise shines through his exceptional articles on Tech, Android, Windows, Internet, Social Media, Gadgets, and Reviews. His captivating writing style and deep knowledge make him a trusted source for the latest insights in the ever-evolving tech landscape.
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