Download Office 365 Emails by Using Best 5 Tricks – Complete Solution

Approved By Rollins Duke

Published On September 6th, 2023

Reading Time 10 Minutes Reading

Category Office 365 Tips

Recently we have seen that many users are searching for how to download Office 365 emails, if you are also among them then you have come to the right page. Here you will get the top 3 methods, with the help of which you will be able to download all Outlook 365 emails very quickly.

Millions of companies are using Microsoft 365 today to take advantage of the cloud, but admins often keep downloading their O365 email. So that he can use those emails offline in the future in case of an emergency. But many times emails are not downloaded during an emergency and you need email in offline mode on your desktop, then at that time user’s question comes how can we download Office 365 emails? As we mentioned below is the screenshot of a user’s query

User Query;

download office 365 emails related user query

As you have seen in the above user query, they need to download all their Outlook 365 emails in case of emergency. To avoid such emergencies, you can download Office 365 emails in advance. If you are in an emergency, you can use any of the methods we have mentioned below. Before reaching the solution, let us know under what circumstances a user may need to download O365 email locally.

In What Situations Do Users Need to Download Office 365 Emails?

To prevent data loss scenarios, users think about downloading all Outlook 365 emails as a server copy.
Users sometimes want to use native messaging apps to deliver copies of certain O365 emails to someone else.
After downloading, users often want to print Outlook 365 emails for business purposes.
Non-technical users may want to store important data on their own computers because they do not know where O365 stores their data.

Best Way to Download All Outlook 365 Emails

To download Office 365 emails, today we will tell you not 1 but 5 such tricks, with the help of which you will be able to complete this task very easily. In the first method, you’ll learn how to download a mailbox using the Outlook desktop application. In the second method, we will see if you want to download only selected emails, so how to download O365 email from the Outlook desktop application help?

If you don’t have an Outlook desktop application and want to download selected mail then don’t worry, there are 3rd and 4th methods for you. If you want to download full mailboxes of Office 365, here is the ultimate automated software for you to download mailbox emails in various formats. To make your work easy, we have given the table of contents above, in which you can click on the method you need. After that, you will not need to find your favorite method in the whole content.

[Method 1] Download Emails from Office 365 Using Outlook Desktop Application

In this method, before downloading Office 365 emails, the O365 account has to be configured in the Outlook desktop application. After that if you want to download a single mailbox then you can use the steps given in trick 1, if you want to download selected emails then you can use trick 2. We have mentioned all the methods step by step with complete details.

Configure O365 Account With Outlook Desktop Client

Open Control Panel and navigate to Mail.
Select the Setup Email Accounts option in the Mail window.
In the E-mail menu, select New Account.
In the Add account dialogue box, select Manual configuration or other server types before clicking Next.
Now select Office 365.
Enter your Office 365 login information and click Next.
After your Office 365 account has been verified, you will see the Autodiscover.xml login window, where you must enter your O365 login information and then click Next.
If everything works as established, you’ll see a notice box containing Congratulation messages.

Note: It should be noted that after successfully configuring your Microsoft Outlook 365 account with Outlook, now you need to wait for a few hours or even days. On the default destination route, any email that is currently accessible on the server will be downloaded locally for offline consumption. Now let us see how to download a single mailbox with the help of the import-export option in trick 1. And then in trick 2, let’s see how in which formats selected emails can be downloaded on an offline computer with the help of the save as option.

Trick 1: Using the Import-Export Option

Open the desktop version of MS Outlook, then select File.
Under the Open & Export function, select Import/Export.
Hit the Next button after choosing the Outlook Data File (.pst) option.
Select the necessary folders using the checkbox, then click Next.
Choose the destination path, then type the file’s name and press Finish.
Obtain downloaded O365 data from a chosen place lastly.

Trick 2: Using Save As Options for Selected Emails

Firstly Open the Outlook desktop application
After that, select the email which you want to download and then press the File tab in the menu bar
Now, click the Save As option
Choose the destination location of the resultant data and then enter the file name
Finally, select the desired format of the resultant data and then click the Save button

Limitations of the First Manual Methods (Trick 1 & Trick 2)

These procedures are subject to specific requirements and limitations:

Your PC should have Outlook 2021, 2019, 2016, 2013, 2010, and 2007 installed.
Only the PST file extension is supported by this trick 1 solution to download Office 365 emails.
If you choose trick 2, you will only download specific emails in specific formats.
Users should be familiar with the profile setting and the Outlook Import/Export Tool.
This method provides no assurance of data security. There is always the danger of data loss or corruption when using such manual methods.

[Method 2] Download Office 365 Emails Using Outlook 365 Official Site

This method does not require any external application to download all Outlook 365 emails. In this method, you can download selected emails in PDF and EML file formats. The process of downloading emails in both formats is different, in the first trick, the process of downloading in PDF format is explained, and in the second trick, in EML format.

Trick 1: Using the Print Option

Enter your User and Admin credentials to get access to Office 365.
Open any desired email in Outlook 365 by selecting it from the Office 365 menu.
By clicking on the three-dot icon, select Print from the drop-down menu.
Then, from the Next window, press the Print button a second time.
Choose Save as PDF from the Destination option.
Choose Save, then navigate to the folder where you wish to save your email.
Click Save now to successfully download Outlook 365 emails.
Repeat the process for all the emails.

Trick 2: Using the Download Option

First, open Office 365 in your browser and then login into your account
After that, click the Outlook 365 option, now you can see all the emails
Then, click the Email which you want to download then click the 3-dot icon
Finally, click the Download option, now your emails have been downloaded into EML format

Limitations of Second Manual Solutions (Trick 1 & Trick 2)

For using these methods before you know all the conditions and limitations:

The first technique will only download in EML format, but this second approach allows you to export Office 365 to a PDF file extension.
The critical information that will be downloaded from the O365 account may be lost or altered without warning.
This is a simple method to download Office 365 emails one by one for free. As a result, this is ineffective for users who want to download all Outlook 365 emails in bulk.
The last limitation of the first and second tricks is a very lengthy process and time-consuming.

[Method 3] Download All Outlook 365 Emails Using Automatic Software

The best way to download Office 365 emails is through an automated solution called Turgs Office 365 Backup Software. With the help of this software, you can download your entire email in many different formats at once. You can download this software on any of your systems, this software is compatible with Windows (Windows 11, 10, 8, 7, and all below versions).

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Simple Steps to Download Office 365 Emails

Download the Software & install it on Windows OS.
Enter login detail and Click the Login button.
Now, select the folder of your choice.
After that, choose the Saving option.
Finally, click the Backup button.

Why Do Users Prefer This Professional Solution?

With the help of this software, you can download all Outlook 365 emails, including emails, contacts, calendars, tasks, and notes, which are 100% secure and guaranteed.
Download emails from the user and admin Office 365 accounts, together with all associated properties and attachments.
The best software for downloading Outlook 365 primary, shared, and in-place archive emails.
Throughout task completion, the tool maintains the hierarchy of the actual folders and subfolders.
Using this Software, Office 365 emails can be downloaded into a variety of email and document formats.

How to Download O365 Emails Using the Automatic Software

Download & install this automatic software on any system. Check the I am admin option if you want to download Office 365 emails from multiple accounts at once.
After the installation, Enter the Microsoft 365 login credentials and then click the Sign In button
Thereafter, the software automatically loads all the folders of your Outlook 365 account on the software panel and then you can check or uncheck folders as per your need to download your emails
Eventually, you can pick any saving option according to your choice.
Click the Change button for selecting the destination path for saving the resultant data.
Now click the Backup option to download all Outlook 365 emails on your local pc.
Lastly, get downloaded O365 emails from the selected destination path.

Conclusion

Now let’s finish this conversion, we have explained in this article how you can download Office 365 emails. We have described three methods to accomplish this task, in short, now you can download all Outlook 365 emails very easily by choosing one of these methods. If you want to know the opinion of experts and which method they recommend, their answer is that you should use a professional solution as it is also recommended by experts and is 100% safe and secure.

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