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How to Download All Office 365 Emails? Best Methods

Published By Jamie Kaler 
Rollins Duke
Approved By Rollins Duke
Published On March 20th, 2024
Reading Time 6 Min Read
Overview: How to download all Office 365 emails? Here, are the best possible ways for downloading emails from Outlook 365. We will use the complete information with all working steps to accomplish this task. First, read the complete article and then choose the best method, which suits you best.

Office 365 (Now Microsoft 365) has become the preferred business productivity suite. The services offered by Office 365 are unmatched. Since Office 365 is a cloud-based platform it is a good practice to save Office 365 emails.

Although Microsoft provides some indirect ways to download all emails from Outlook 365, they take too much effort and are unviable in many situations. This is why taking the help of an automated tool to complete the task is much more efficient.

This article offers a relatively easy-to-follow guide on – How to download all Office 365 emails?

Reasons to Download All Emails from Outlook 365

Office 365 is cloud-based which means all of the data is stored on a remote server. Users do not have physical access to those servers. There might be several reasons for downloading O365 emails from the servers. We have discussed some below:

  • Users may download all Office 365 emails to migrate the data to a different Office 365 account.
  • Downloading Office 365 account data locally is a great way to save the data from any future cyber-attacks. This creates a local backup and keeps the file safe.
  • If a user leaves the organization and you intend to retain the data in that employee’s Office 365 mailbox, the company would have to keep paying for the license for their account. This can be avoided by downloading all emails from Outlook 365 from that account.
  • This is a good practice if the user intends to keep a periodic mailbox backup.

Quick Steps to Download All Office 365 Emails

  • Step 1: Download and run the software.
  • Step 2: Put the login details of O365 and Login.
  • Step 3: Select the needed folders/subfolders.
  • Step 4: Select the required saving option.
  • Step 5: After that, Select the path & apply filters.
  • Step 6: Hit the Backup icon to download all Office 365 emails.

To know more about this method, follow the method 3, which is given below in details:

How to Save All Email from Office 365 Webmail Manually?

This method requires the user to configure Office 365 account in the Outlook desktop app. This would let the user access the Office 365 emails in Outlook.

Note: It is necessary to install the Outlook desktop client on your system.

#1 Phase: Setup O365 Account in Outlook

  1. Open your Outlook.
  2. Go to the File tab and choose Add Account.
  3. Put the email address of Office 365.
  4. Enter the server details manually.
  5. After the all information, click on the Done icon.

#2 Phase: Download All Outlook 365 Emails

Now, open the Outlook app and check the account. This concludes the account configuration part of the process. Now, to download the emails, the users have to perform the following steps:

  1. Firstly, open the Microsoft Outlook Windows.
  2. Click on the File option and choose Import & Export.

    Import & Export

  3. A new dialog box will open up. Here, choose Export to a File.

    Export to a File

  4. There are two options for file export, choose Outlook data file(.pst).

    Outlook data file

  5. You can choose to Include Subfolders as per choice.

    Include Subfolders

  6. Browse the destination path and hit on the Finish icon.

    destination path

  7. Go to the destination path and get the resultant PST file.


Several shortcomings to this process keep it from being the ideal answer to – How to download all Office 365 emails?

  • Firstly, this method cannot be performed without the Microsoft Outlook desktop client. Hence, it becomes necessary for the user to install it.
  • Since Microsoft Outlook is being used in this process, it becomes necessary that the user is familiar with the workings and functionalities of Outlook.
  • To perform this process, the user has to be technologically sound.

Read Similar:
Steps to Migrate Office 365 to Google Workspace
Techniques to Migrate Office 365 to Zimbra

Professional Tool to Download All Emails from Outlook 365

As explained above, the practice of downloading all Office 365 emails is advantageous. Sadly, the methods offered by Microsoft are riddled with flaws. To overcome the shortcomings of the other methods, we will introduce an automated solution for the query – How to download all Office 365 emails?

This is the Most Trusted Office 365 Backup Software. Using this tool, users can download all emails from Outlook 365 with easy-to-follow steps. This tool comes with amazing and advanced features, that make it the first choice and easy to use for all technical and non-technical users.

Download this tool for free to analyze the features and performance of this tool. You can download this tool with giving options.

All Working Steps to Download All Office 365 Emails in Bulk

  1. Run the suggested software on your machine, enter the account credentials of Office 365, and press the Login button.

    tool to Download All Office 365 Emails in Bulk

  2. Thereafter, the software will start uploading O365 folders into the software panel.

    uploading O365 folders

  3. Pick all necessary and required M365 folders from GUI using checkboxes.

    required M365 folders

  4. The tool has approx 30+ saving options, choose any saving option according to your choice.

    saving options

  5. Use advanced filters to download Outlook 365 emails by date range, email address, and email subject.

    advanced filters

  6. After that, set the preferred destination path using the Change button. However, the software automatically selects the Desktop as the default destination path.

    preferred destination path

  7. Press Backup to start download all Office 365 emails in the Bulk process.

    download all Office 365 emails

  8. Microsoft 365 emails were downloaded successfully, see the message of completion, and click on OK.

    downloaded successfully

  9. Lastly, the software automatically opens the destination path. Hence, users can easily download O 365 emails.

    download O 365 emails

Advantages of Using This Tool

This tool offers many options to make this process a perfect answer to the question – How to download all Office 365 emails? Without this tool, this process would be time-consuming and take a lot of effort. Here are some advantages of this tool:

  • This tool can also download Emails, Calendars, Contacts, and Documents.
  • It provides separate options to split your PST file to 2 GB, 5 GB, 10 GB, and 20 GB according to your choice.
  • Unlike the other method, there is no limitation to exporting your emails from Outlook 365 in bulk at once.
  • This tool also offers the option of Concurrent backup which further facilitates the download Office 365 email.
  • This tool comes with advanced filters, which allow users to download all Office emails selectively by applying multiple advanced features.
  • It can also download Office 365 emails from Shared Mailbox and In-place Archive mailbox.


Here in this blog, we have mentioned the best manual methods and expert solutions to download all Office 365 emails in bulk. However manual methods have some limitations, which are given above. So, it is better to use an expert solution over a manual method, because it has been created with highly advanced algorithms, which makes it more powerful. Also, you can download the free version of this tool to analyze the performance