How to Download Office 365 Emails? Top 3 Methods

  

Rollins Duke   
Published: October 16th, 2025 • 7 Min Read

Today, billions of companies are using Microsoft 365 to gain cloud benefits and enhance productivity. However, many users still prefer to export all Microsoft 365 emails locally for offline access or backup. The major problem is that some users don’t know how to export all data from Office 365 or face errors during export. That’s why we are here to help you understand how to download Office 365 emails and store them securely.

Why Do Users Download Office 365 Emails?

There are several situations where users want to download Outlook 365 emails or take an Office 365 email download for safety. Below are some major reasons:

• Export all emails from Outlook 365 and prevent accidental data loss.
• To easily download Office 365 emails and share them with other users.
• Stay protected from hacking, ransomware, or system failure by keeping a backup.
• Microsoft’s 365 storage space can fill up quickly, so users often export all their emails from Microsoft 365 to free up cloud space.

There are many reasons to download Office 365 data, security, accessibility, and compliance being the top ones. Let’s now move on to the methods that will help you export all Microsoft 365 data easily.

How to Download Office 365 Emails? Step-By-Step

1. First launch the Office 365 Export Tool 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.

Method 2: Configure M365 Email ID With Desktop Outlook

You may also obtain all emails from Outlook 365 free of charge using the desktop app. The process will include two parts:

Part 1: Microsoft 365 Account Configuration

1. Run the 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.

Phase 2: 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.

Phase 3: 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.

Method 3: How to Download All Emails from Outlook 365 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 to the destination path to store the 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 their own risks and limitations. That’s why a professional method would be a great choice to download emails from Outlook 365. You don’t need any technical knowledge to work with the Office 365 Export Tool and by following the steps you can easily export all Office 365 data for offline use.

FAQs: Export All Microsoft 365 Data

Q 1. How can I download everything from Office 365?
Ans. Users can use our Office 365 Export Tool to download their entire Microsoft 365 data without any issues.

Q 2. 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 3. How can I download only Outlook 365 emails?
Ans. In our Office 365 Export Tool, select the email folders and then export it to your desired results.

Q 4. Where does my Outlook 365 save emails?
Ans. On Mac, Microsoft 365 stores its emails in ~/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.