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How to Save Office 365 Emails to External Hard Drive? Query Solved!

Karen Chard ~ Modified: 07-07-2022 ~ How To ~ 6 Minutes Reading

Hi! I am resigning from my job and want to switch to another company. But before all procedures, I am looking for a solution to save Office 365 emails to Hard Drive. I have several emails in my account. There are lots of personal and professional emails inside the account. So, before leaving the job I want to take a backup of my complete data on local. Please anyone tell me, how to backup emails to Hard Drive ?

Do you want to know the process to save emails to Hard Drive? If yes, then keep reading this article to find the best possible methods in various savings formats. In this guided write-up, we have suggested both ways to backup the emails.

Office 365 is a web email client / online email service provided by Microsoft Corp as a part of a subscription. Earlier it was also known as Outlook Web App, but after the launch of Office 365, its data is also stored in the cloud. You can easily view your mailbox data but you can only export it in .pst format. But many users face some issues while exporting data.

There are not only a single but multiple reasons available for users for backing up Office 365 emails to a Hard Drive. Let us understand some of the most common reasons for saving the emails and then move to the solution to acquire the best results.

Reasons to Backup Office 365 Emails

As we all know the Office 365 account is very useful at the present time, therefore large organizations and home users are having their crucial data on the server. When it comes down to it, your data is only as secure as the backup you keep. So, using the perfect backup method is a better and better option. When the user needs to save emails on the hard drive, here are some reasons why.

Security: – There used to be a major security flaw with cloud storage, with some cloud providers losing user data to hacking. Therefore, many companies and home users preferred to backup emails from Office 365 to Hard Drive as a backup copy.

Cost: – There are many people who have preferred low-cost email platforms. So, hard drives are one of the best and more affordable solutions, as you can get terabytes of storage under 100USD.

Access Your Data on Universal Drives: – You can easily access your cloud data on Computer, Laptop, Mobile Phones, Tablets, etc. But there are many devices that have only one USB point to access your data. For this, you need to save emails locally first.

Expert’s Solution – Save Office 365 Emails to Hard Drive

To backup emails from Office 365 to Hard Drive or Computer on different file formats, you need to use one of the professional utilities. RecoveryTools Office 365 Migration Tool is one of the best-rated applications yet. It gives 25+ Migration / Backup / Conversion options. But before all the solutions, we need to know the reasons and their solutions.

The utility allows users to save Outlook 365 emails not only on Hard drives but in multiple other formats such as Office 365 to PDF, Office 365 to MSG, HTML, and in multiple other formats. Also, it has the ability to back up the emails to multiple other email platforms such as Office 365 to G Suite, Office 365 to Exchange Server, Office 365 to iCloud, Office 365 to IMAP, and in multiple other formats.

In fact, the tool offers a number of advanced features to make the process to save emails to a hard drive hassle-free. You can easily install this application on all editions of Microsoft Windows Operating systems. Using this application, you can save multiple mailboxes.

How to Save Emails From Office 365 to Hard Drive? – Complete Steps

Step-1: – First, download & install this application on your computer.


Step-2: – Run the mentioned utility and start to save the emails on your hard drive.

Office 365 backup tool

Step-3: – Enter your Office 365 login credentials. You can also choose the “I am Admin” option to login with your administrator account.

enter office 365 details

Step-4: – Choose the required emails, contacts, calendars, etc. folders in the interface.

save office 365 emails to hard drive

Step-5: – Select your saving file format in the list of file saving options.

backup office 365 emails to hard drive

Step-6: – Choose the destination location path and click on the next button to start the process.

enter location and save

Step-7: – Hence, the process has been done successfully. Then, you can be able to see the exported message on the screen.

save emails from office 365 to hard drive

Manually Backup Office 365 Emails

One of the manual methodologies recommends users export all messages to an individual storage file. Microsoft Outlook desktop client makes a Personal Storage Table or PST document for the whole mailbox. Clients can pick specific folder things to move to another PST document saved with a .pst format. For this, MS Outlook needs to be installed on the computer system. Rehash the steps referenced beneath to save Office 365 messages into the PST document.

  • Initially, configure the Microsoft 365 account on the Outlook desktop app.
  • At that point, navigate to File >> Import and Export.
  • Thereafter, this will open the Import and Export Wizard.
  • Then, choose the Export to a File option.
  • After this, choose ‘Outlook data file’ to migrate mailboxes to a .pst file.
  • Likewise, try to mark the checkbox close to Include Subfolders.
  • At last, hit on the Finish button to begin the export processing.

Hence, using this simple process you can easily backup your emails and other mailbox items to a Hard drive. Moreover, if you want more saving file formats, then continue with the above-mentioned solution.


In the above article, we discussed all the ways to save Office 365 emails to Hard Drive or external hard drive. We had given our 100% to tell you the complete solution in detail – how to backup Outlook 365 emails via the manual as well as the professional solution. The mentioned manual solution is best to use for those users who want to save data in PST. But to back up the data in other portable formats, it is recommended to use the second-mentioned solution that works according to the needs and requirements of the users. For more information, you can anytime connect with our technical experts.