How to Download Office 365 Emails for Offline Use – Top 3 Methods

  

Rollins Duke   
Published: May 30th, 2025 • 7 Min Read

Nowadays, billions of companies are using Microsoft 365 to get cloud benefits, and enhance their productivity. But, still many users want to save their Office 365 emails locally. The major problem is some users don’t know how to export their data or have problems downloading them. That’s why we are here to help you in this situation. So, first let’s learn the reasons or situations where you need to download your data.

Why Do Users Export Emails from Outlook 365?

There are many factors where you want to save your Microsoft 365 data. So, we have created a list of reasons where you need to get Office 365 local copy.

• Users often download their data as a server copy to avoid data loss scenarios.
• Sometimes clients want to share copies of their Microsoft 365 emails with other users. Having your data in a local file would make it easier to share.
• There are chances that your account will be hacked or you may face a ransomware attack. To protect your emails from these scenarios, saving the data in a secure place is a great option.
• Although Microsoft provides a generous storage space, it is shared by other products. So, your storage space can get filled quickly. To reduce them, downloading important data is one of the solutions.

If we think about it, there are many reasons to save your Office 365 data. Therefore, without wasting time, let’s go to the methods to export all Microsoft 365 data.

Simple Steps to Download Office 365 Emails

1. First launch the software and fill Office 365 account credentials. Press the Login button.
   
2. Thereafter, the software will start adding Microsoft 365 folders in the software UI.
   
3. Now choose the required or necessary Microsoft 365 folders from the left-hand panel.
   
4. Select the desired Saving Option from the drop-down list.
   
5. After that, set the Advanced Filter options to sort out your data and export selective data.
   
6. Click on the Change button to browse a specific location where you would like your resultant output data to be saved.
   
7. Now press the Backup button to begin the process of downloading Microsoft 365 emails.
   

In addition to downloading your emails, it also provides you with many advanced features which we also explained below.

Save Outlook 365 Emails with Desktop Outlook

To download the emails for free, the MS Outlook application will be very helpful. It is a lengthy process, so we divide the steps in two phases. The first phase is the configuration of your Microsoft 365 account. Below is the step-by-step process.

1. Run Outlook desktop email client.
2. Choose File >> Add Account option.
3. Fill Microsoft 365 email address and choose advanced options.
4. Check the set up my account manually option and press the Connect button.
5. Thereafter, choose the account type as POP3.
6. Fill Office 365 POP settings in specific fields.
7. Enter your account password and press the Connect button.

Note: Now you might have to wait for a few hours or even days because after successfully configuring the O365 account with Outlook, it takes some time for all the emails available on the server to be downloaded locally for offline use at the default destination path.

2^nd Phase: Export Data Locally

1. Open MS Outlook desktop edition and choose the File option.
2. Choose the Import/Export option under the Open & Export feature.
3. Select Outlook Data File (.pst) and hit on the Next button.
4. Use the checkbox for selecting required folders and press the Next button.
5. Set the destination path, enter the name of the file, and click the Finish button.
6. Lastly, get the downloaded data from the selected location.

2^nd Phase: Drag & Drop Email Messages (Alternative)

Note: If you go with the drag and drop approach then it will allow you to download Office 365 emails to the MSG format.

1. Create a folder on the desktop to store the dragged emails.
2. Open desktop Outlook and choose any email folder.
3. Select all emails from a specific folder.
4. Drag and drop the selected emails under the newly created folder.
5. Office 365 emails will be downloaded and saved as MSG files.

Download Office 365 Emails One by One

1. Sign In to your Office 365 using User and Admin credentials.
2. Select Outlook 365 under Office 365 and open any choice email.
3. Choose a three-dot icon and select the Print option from the drop drown.
4. Thereafter, again click on the Print button from the Next window.
5. Choose Save as PDF from the Destination option.
6. Click on Save and browse the destination path to store email.
7. Now click on Save to successfully download Outlook 365 emails.
8. Repeat the same mentioned steps again for another email.

Keep in Mind: This is an easy approach to download Office 365 emails one by one for free. Hence, this is not useful for those who want to download Microsoft 365 Emails in bulk.

Ending Lines

In this blog, we have discussed the reasons to download Office 365 emails. Also, three solutions to save them. Among them two are manual methods that are free to use but come at its own risks and limitations. That’s why a professional method would be a great choice to use. Because you don’t need any technical knowledge to work with the tool and by following the steps you can easily get your data for offline use.

Most Commonly Asked Questions

Q. How can I download everything from Office 365?
Ans. Users can use our software to download their entire Microsoft 365 data without any issues.

Q. How to download all my emails from Outlook 365 on Mac?
Ans. Configure Office 365 account with Outlook for Mac. Then, go to the in-built option to export your file in OLM format.

Q. How can I download only Outlook 365 emails?
Ans. In our software select the email folders and then export it to your desired results.

Q. Where does my Outlook 365 save emails?
Ans. On Mac, Microsoft 365 stores its emails on ~/Library/Group Containers/UBF8T346G9.Office/Outlook/Outlook 15 Profiles/Main Profile. In Windows, your email is located on C:\Users\<YourUsername>\AppData\Local\Microsoft\Outlook.