In today’s changing environment, people may need to export all emails from Office 365 for backup, legal, or personal reasons. If you’re searching for how to export all emails from Microsoft 365, then you’re in the right place. In the upcoming sections, we’ll explore easy and reliable methods you can use to get the job done. We’ll cover both solutions. Whether you’re an individual user or an IT admin, this guide will help you choose the best method for your needs and walk you through the steps to export your emails successfully. There is a user query that we have highlighted below.
User Query: “I’m planning to switch my email platform and need to export all my emails from Microsoft 365. I also want to know how I can move them into Gmail with attachments. Is there an easy and safe way to do this without losing any data?”
There are many users who want to export all their emails to Microsoft 365. With more people and businesses moving to cloud-based platforms, Microsoft 365 has become a popular choice for managing emails and communication. As a result, many users are looking to transfer or import emails from other services (like Gmail, Yahoo, or older systems) into Microsoft 365 to keep everything in one place.
Office 365 – Overview
Office 365 is a cloud-based service from Microsoft that brings together all its popular tools in one place. It includes apps like Word, Excel, PowerPoint, OneNote, and Outlook, which you can use online from any device. This makes it easy to create documents, manage emails, take notes, and make presentations wherever you are. Office 365 also offers communication tools like Skype for Business (now replaced by Microsoft Teams), allowing users to chat, make voice or video calls, and hold online meetings. It’s designed to help individuals and businesses work more efficiently and stay connected.
Why Users Need to Download All Emails from Office 365
Users may need to export all emails from Microsoft 365 for several important reasons. One common reason is data backup.
- Backup purposes – To keep a local copy of important emails in case of accidental deletion or data loss.
- Legal and compliance – For audits, legal investigations, or following company/industry regulations.
- Switching platforms – When moving from Microsoft 365 to another service like Gmail.
- Leaving a job or organization – To take personal or work-related emails before account access is removed.
- Freeing up space – To clear old emails from the inbox while keeping them safely stored elsewhere.
- Organizing and archiving – To sort and store older emails in a structured way for future reference.
Methods to Export all Emails from Office 365: Manual and Automated
The manual method is free and can be done using built-in tools, but it comes with some limitations, such as being time-consuming and requiring technical steps. On the other hand, the automated method uses a professional backup tool that makes the process faster, smoother, and more reliable—especially for large amounts of data. So, without any delay, let’s explore both methods and help you choose the best one for your needs.
Method 1: Manual Steps to Export All Emails from Office 365
Follow the given steps to export all emails from Microsoft 365-
Step 1. Launch the Outlook application on your computer.
Step 2. Click on File >>Open & Export>>Import/Export to open the wizard.
Step 3. Then, select Export to a file and click Next.
Step 4. Select Outlook Data File (.pst) and click Next.
Step 5. Choose Folders and Save and browse.
Done! By following these steps, you can successfully export all emails from Office 365. However, this manual process can be quite time-consuming and lengthy, especially if you have a large mailbox or multiple accounts to manage. That’s why experts often recommend using a professional tool to export all emails from Office 365 quickly and efficiently. These tools are designed to quick and easily migration.
Method 2: Use an Automated Tool to Export Multiple Emails from Office 365
Download and run the Yota Office 365 Backup Tool on your system to export all emails from Office 365 in just a few simple clicks. This powerful tool allows you to extract complete Office 365 mailbox data, including emails, attachments, folders, and metadata, without needing any technical expertise or external support. With this software, you can export Office 365 emails in bulk to multiple file formats such as PST, EML, MBOX, PDF, and more. It ensures 100% data integrity and retains the original folder structure and email properties throughout the export process.
Thanks to its intuitive and user-friendly interface, even beginners can efficiently download and save Office 365 mailbox data locally without any hassle. You can also try the free demo version to experience how easy it is to export Office 365 emails with this software.
Steps to Export All Emails from Office 365 are as follows:
Step 1. Download and launch the Yota Email Backup Tool on your PC.
Step 2. Open the tool and select Office 365.
Step 3. Log in with your Office 365 email and password.
Step 4. Pick the emails or folders you want to export.
Step 5. Click “Export” and choose the format then click Save.
And that’s all it takes! In just a few clicks, you can export emails from Office 365 without any confusion or tech skills. Whether you’re keeping a backup, switching accounts, or saving important messages, this method is quick, safe, and stress-free.
Prominent Features of Office 365 Emails Export Tool
- Bulk Export – Export all Office 365 emails at once, quickly and easily.
- Keeps Folder Structure – Emails stay in the same folders after export.
- Multiple Formats – Save emails as PST, EML, MBOX, PDF, and more.
- Secure Login – Safe sign-in with your Office 365 credentials.
- Preview Option – See emails before you export them.
- Easy to Use – Clean and simple interface for everyone.
- Fast and Reliable Performance –Export fast without losing data quality or completeness.
Conclusion
In this post, we discussed how to export all emails from Office 365. We explained both manual and professional methods for exporting emails from Outlook 365. While you can manually export emails from Office 365, this method can be time-consuming and complex. To simplify the process and ensure a quick, secure export without data loss, we recommend using the professional tool mentioned above. This software ensures a seamless export, preserving all your emails and folder structure.