How to Backing up Outlook 365 Emails to Desktop or Local PC

Summary:- In this context, we will explain the manual methods to back up office 365. You can back up Office 365 mailbox using Outlook in PST, HTML, and PDF file formats. However, if you are searching for the most efficient and effective way to back up Outlook 365 emails to your desktop then you can also choose the professional Office 365 Email Backup approach which is mentioned in this blog. So let’s get on with it.   

Why should I back up my Office 365?

Nowadays millions of online Workspace users prefer Microsoft Office 365 for attending their professional as well as personal day-to-day business. In this context, they trust their email provider with their data. But unfortunately, many factors critically damage and affect your Outlook 365 information, which can be lethal for your work progress. And you should be aware of the reasons that are highly dominating in office 365 data loss such as those mentioned below.

• Accidental deletion
• Withdrawal of employees
• Inaccessible data files
• Server crashes
• Regulatory and legal compliance

That is why professionals always suggest backing up Outlook 365 emails to desktops or local computer as a safety major.

Query:- My Office 365 mailbox storage is full and I don’t want to buy a subscription because of budget issues. So I want to take a backup of those emails to free up space. So please tell me how can I back up Office 365 mailbox to the desktop.

Solution:- No worries, we have got you. We are going to explain the solutions of how you can easily back up Office 365 data to a desktop or local PC with different procedures. So go through this write-up to the end and choose a method of your preference to create a backup.

How to Backup Outlook 365 Emails to Desktop Manually

There are three methods by which you can take Office 365 mail backup in easy ways.

1. Back up Outlook 365 mailbox in PST – Use the Import/Export feature of Outlook.
2. Save Office 365 Email Data in HTML Format – Use Save As the option of Outlook.
3. Transfer Office 365 Data to PDF – First save your data in an HTML file using Outlook then transfer it to PDF using Microsoft Word.

#1. Back up Outlook 365 Mailbox in PST

MS Outlook provides a saving format for users to save their data in PST file format. It’s a personal storage table that stores calendar events, contacts, and email messages. Follow the below steps to backup Office 365 mailbox to PST.

1. Configure your Office 365 account from the Outlook desktop application.
2. Now, go to File >> Open&Export >> Import/Export.
3. Select Export to a file and click Next.
4. Choose Outlook Data File (.pst) and hit the Next button.
5. Pick the folder you want to backup and press Next.
6. Click on the Browse button to assign a destination to your resultant file and select hit the Finish button.

Finally, your Office 365 email data is saved on the PST file you created above. After saving it on your desktop you can also transfer your PST file to a local machine.

#2. Save Office 365 Email Data in HTML Format on a PC

This method is an alternative approach to backing up Outlook 365 emails to desktops.

Let’s move ahead to learn the steps of how to transfer Office 365 email data to HTML file format.

1. First, switch to Mail view to open the mailbox folder that contains the email folder that you want to transfer.
2. Then, go to File and click the Save As button.
3. In this wizard, assign a File Name and provide a saving destination to your resultant file. 
4. Choose HTML from the drop-down menu of Save as type and click Save.

Repeat the above process again and again for your remaining emails.

#3. Back up of Office 365 as PDF on Local Computer

In this method, you can not save Office 365 data directly to a PDF file format. Because MS Outlook doesn’t provide PDF as its default save as type. But you can save your Office 365 emails in PDF format indirectly by transferring them first into an HTML file using Outlook. Then open the saved HTML file in Word and transfer it into PDF file format. Follow the steps mentioned below to transfer Office 365 email messages to PDF.

1. First, copy the steps to save Office 365 data in HTML as described in the above solution.
2. Then, open Microsoft Word and click on File >> Open.
3. Now, choose the saved HTML file that you want to transfer.
4. Go to File and select Save As and proceed.
5. Pick the PDF file format from the drop-down menu.
6. Hit the Save button to complete the process.

These are all the methods that can help you in backing up Outlook 365 emails to desktop. They are reliable and secure but they are not suitable for professional use. However, each method that is described above has some complications and issues which can potentially damage your Office 365 data while performing. Fortunately, there is another method that can help you in backing up Outlook 365 emails to Desktop Computer. Let’s move ahead to see the automated solution.

Automated Solution to Backing up Outlook 365 Emails to Desktop

Aryson Office 365 Backup Tool is the best utility to save your Office 365 email data to a desktop or PC. It allows users to take backups of their data from Office 365 in many file formats like PSD, MBOX, PDF, EML, EMLX, MSG, etc. This software can also restore your data if lost or get damaged. Moreover, you can also migrate data to other email clients such as Gmail, Yahoo, GoDaddy email, Yandex, Amazon Webmail, IMAP, etc.

How to Take Backup of Outlook 365 Emails to Desktop using Automated Solutions

By following the above instructions you can easily create a backup for your Office 365 email data in no time with efficiency.

Conclusion

In this blog, we have discussed the three manual methods that can help you in backing up Outlook 365 emails to your desktop. However, they consist of disadvantages that can affect your data integrity. So to avoid any harm and damage we are recommending you use the professional approach. Well, it’s up to you, you can choose any of the methods prescribed above. Moreover, it is the best software that is reliable and provides data security. So we suggest you use the Office 365 email backup tool to migrate data in bulk.

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