How to Export Emails From Outlook

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This article explains how to export emails to various file formats and back them up to Gmail. The instructions in this article apply to Outlook 2019, Outlook 2016, Outlook 2013, Outlook 2010, Outlook for Microsoft 365, and Outlook for Mac.

Note: After exporting Outlook emails, save the file to an external hard drive or back it up in another email application. The steps you follow depend on the version of Outlook you want to export emails to and what you want to do with the file when you're done.

Export Emails to a PST File

An Outlook .pst file is a personal storage file that contains things like your email, address book, signatures, and more. You can back up a PST file and transfer it to Outlook on another computer, another version of Outlook, or another operating system.

  1. Open Outlook, then go to the File tab and select Info.


  2. Choose Account Settings > Account Settings.


  3. In the Account Settings dialog box, go to the Data or Data Files tab, select the file name or account name, and then choose Open Folder Location or Open File Location.


  4. Using Windows File Explorer, copy the .pst file to any location on your computer or to a removable storage device, such as a flash drive.

Export Emails to an OLM File in Outlook for Mac

In Outlook for Mac, export messages from an email account as an OLM file, which is also an archive file that contains things like emails, contacts, and calendar items.

For Outlook 2016 for Mac

  1. Go to the Tools tab and select Export.


  2. In the Export to Archive File (.olm) dialog box, select the Mail check box, and then choose Continue.


  3. In the Save archive File (.olm) as dialog box, select Downloads, and then select Save.


  4. Outlook starts to export the file.


  5. When the "Export Complete" message appears, select "Finish" to exit.

For Outlook 2011 for Mac

  1. Go to the File menu and select Export.

  2. Select Outlook for Mac Data File.


  3. Select Items of the following types, and then select the Mail check box.

  4. Select the right arrow to continue.

  5. Choose the location where you want to save the file. Outlook starts exporting.


  6. When the Export Complete message appears, select Finish or Done to Exit.

Export and Backup Outlook Emails to Gmail

You can export email messages from Outlook to your Gmail account, providing a backup source and the option to access your old emails from anywhere. The trick is to add your Gmail account to Outlook and then copy and paste the folders.

  1. Set up your Gmail account in Outlook.

  2. Open Outlook and select the folder that contains the emails you want to export to Gmail, e.g. Your inbox or saved emails.

  3. Press Ctrl+A to select all emails in the folder. Or hold down the Ctrl key as you select each individual email you want to send to Gmail.

  4. Right-click anywhere in the selected email messages, point to Move, and then select Other Folder.

  5. In the Move Items dialog box, select your Gmail account, and then select the folder where you want to export your emails. Or select New to create a new folder in your Gmail account.


  6. Choose OK to move the selected emails.

Export Emails from Outlook to Microsoft Excel

Another way to export emails from Outlook is to send them to an Excel spreadsheet. This will create a table with columns like Subject, Body, From Email, and more. Although you can export your Outlook contacts to a CSV file in Outlook for Mac, this option is not available for email messages.

  1. Go to File and select Open and Export. In Outlook 2010, select File > Open.


  2. Choose Import/Export.


  3. Select Export to a file, and then select Next.

  4. Select "Microsoft Excel" or "Comma Separated Values" and then "Next".

  5. Select the email folder you want to export messages from, and then select Next.

  6. Navigate to the folder where you want to save the exported emails.

  7. Enter a name for the exported file and select OK.

  8. Select Next and then Finish.

  9. When the process is complete, the new Excel file will be available for you to open.

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