How to Save Outlook 365 Emails on External Drive?- Best Solutions

Summary: I have been working in an organization for the last 6 years. Now, I am switching to a different organization so, I won’t have the access to my official Outlook credentials anymore. But, I have some crucial emails in my Outlook for my personal use. Can you guide me find a reliable solution to save Outlook 365 emails locally?

Users often face such issues where they need to safeguard and access crucial emails offline. So, if you have ever wondered how to backup Office 365 emails to the local or External drive, we’ve got you covered. This blog will guide you through the step-by-step process to export Office 365 emails to external drives. Also, we will explore a professional Office 365 Migration Tool, for more convenience. But why do people need to backup Outlook emails in external storage?

Need to Save Outlook 365 Emails Locally Drive

  • Saving data offline on a local drive reduces the risk of unauthorized access to your data and provides more security.
  • With the local backup, you can easily access your data without any internet connection.
  • You can store older emails or data for the long term without needing any cloud storage.
  • In case of corruption or accidental data loss, email recovery from a local drive is quite easier than from the cloud.
  • You can free up plenty of space in your Outlook mailbox, for new emails.

Now, let us dive into the write-up and help you save Outlook 365 emails locally.

Methods to Export Office 365 Emails into PC

You can backup Office 365 emails to local drive, by various techniques. We have performed extensive research and found some best methods to do the task. Broadly, you can either perform manual procedures or go for the professional tool. There are three possible manual procedures, that are – Using the Import/Export feature, Saving emails as HTML files, and Drag & Drop. Let us discuss all the methods one by one.

#Method 1: Save Email as PST File Using Import/Export Feature

  • Launch the MS Outlook application and make sure you are signed in.
  • Open the File tab and select Open & Export.
  • Then, choose ‘Import/Export
  • Import/Export Wizard opens. Select ‘Export to a File’ and click Next.
  • Now, choose the option ‘Outlook Data File (.pst)’. Click Next.
  • Select the folders you want to save, either individual or all.
  • Click Browse to navigate to the hard drive location to choose a destination.
  • You can also manage duplicates. And, at last, click Finish.

#Method 2: Download Outlook Emails as HTML File

To download Outlook emails in HTML file format, you can use the Save as option. Follow the steps as mentioned:

  • Open MS Outlook.
  • Go to the folder containing the email you want to save.
  • Double-click on the email and click on the File tab.
  • Select Save as.
  • Navigate to the location (Hard drive) where you want to save the HTML file.
  • Click Save as Type and from the drop-down menu, select HTML.
  • Enter a filename and click Save.

Furthermore, if you want to save emails from Office 365 to external hard drive in PDF format, you can also convert the HTML file to PDF using the MS Word application.

#Method 3: Drag & Drop Method

The steps to save Outlook 365 emails locally via the drag-and-drop technique are as follows:

  • Open the MS Outlook application.
  • Go to the email you want to save, and click on it. Press and hold the left mouse button.
  • Holding the mouse, drag the email to the destination folder in File Explorer.
  • Drop the email by releasing the mouse key.
  • Your Outlook emails will be saved as an MSG file. Repeat the same steps for all emails you want to back up.

This method is just an alternative, in case you need to download emails from Office 365 account to hard drive, very less in number.

However, all the manual processes mentioned above have certain limitations such as the Drag and Drop method can migrate only one email at a time. Similarly, if you have thousands of emails to backup, the manual method will take a long time or even can be interrupted either way. So, to save emails without any data loss or interruption, it’s not ideal to go for a manual procedure. But the question again arises “How do I archive emails in Outlook 365 to local drive?”. Here is the best and most reliable method for all.

#Method 4: Professional Tool to Save Outlook 365 Emails Locally

MigrateEmails Office 365 Email Backup Tool is a highly capable solution designed for exporting Outlook 365 mailbox data to various file formats. Also, providing the option to migrate your Outlook emails data to different email clients. The application incorporates distinct features to ensure optimal results. Additionally, it is highly compatible with all versions of the Windows OS, making it a versatile choice for Office 365 Email Backup needs.

Guide to Backup Office 365 Emails to Hard Drive

To export Outlook 365 emails to desktop or external hard drive using ME Office 365 Email Backup tool, follow the steps as mentioned:

  • Download and Install MigrateEmails Office Migration Tool.
  • Login using the Office 365 credentials.
  • From the mailbox preview, choose the desired folders.
  • Select the file format you want to download your mailbox backup in.
  • Apply essential filters and set the saving path. Click Convert.


Regularly, backing up Office 365 email data is an advisable practice to avoid any data loss and offline access to emails. However, in a world where digital data is crucial, using reliable backup methods should be a priority. Therefore, we have discussed all the possible methods to save Outlook 365 emails locally in the Hard drive. On the other hand, experts suggest taking up the professional approach for Office 365 email backup, to minimize the complexities of the digital age and safeguard your vital data.

Frequently Asked Questions

Can I back up my Outlook Emails to the Hard drive?

Yes, you can backup your Outlook Emails to an external Hard drive by several methods, such as:
•Using the Import/Export feature,
•Download Outlook emails as HTML files.
•Drag & Drop Method.
•Via Professional tool.

How do I archive emails in Outlook 365 to local drive?

Using any of the methods, you can save Outlook 365 emails locally on an external hard drive. You just need to navigate to the right saving path for the resultant output.

How do I back up my Outlook 365 emails without PST?

There are several ways to backup Office 365 emails to a local drive without relying on a PST file such as to export to CSV or Excel, save emails as PDF, or directly back up email through a third-party tool.

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