How to download emails from Microsoft Outlook

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If you want to keep a copy of an email to use offline, or if you want to upload your emails to cloud storage, Microsoft Outlook makes it easy to download one or more of your emails. You can do this in the desktop, web, and mobile versions of Outlook. We’ll show you how.

Save emails from the desktop version of Outlook

In the Outlook desktop app, you can download one or more emails at a time. If you choose to download a single email, you can save that email in the .MSG, .TXT, .OFT, HTML, or .MHT file format. However, if you download multiple emails, .TXT is the only format you can use.

To get started, start Outlook on your computer. Then select one or more emails you want to download. You can make multiple selections by holding down Ctrl (Windows) or Command (Mac) and clicking your emails.

In our example, we will choose a single email to download to our computer.

Select the email to download.

While your email to download is selected, in the upper left corner of Outlook, click “File.”

Select "File, Archive" in the top left-hand corner.

Then in the left sidebar select “Save As”.

choose "Save as" in the left sidebar.

You will see your computer’s standard “Save As” window. Here, select a folder to save your email to, type a name for the email file in the “File Name” field, choose a file format from the “Save as type” drop-down menu, and click “Save.”

Save an email from Outlook on the computer.

Are you ready. Your selected email has been successfully saved in the chosen format on your computer.

Download an email from the web version of Outlook

In the web version of Outlook, you can only download one email at a time. Also, the only file format you can save your email in is .EML. You can open .EML files on your computer using applications like Windows Mail and Outlook.

To start the email download process, launch a web browser on your computer and open Outlook. Sign in to your email account on the site if you haven’t already. After you sign in, select the email you want to download.

Choose the email to download.

In the email section, in the upper right corner, click the three dots.

Select the three dots in the upper right corner.

In the menu that opens, select “Download”.

choose "Discharge" on the menu.

In the standard “Save As” window on your computer that opens, choose the folder in which you want to save your email file and click “Save”.

Save an email from Outlook on the web to your computer.

You now have an offline copy of your selected Outlook email on your machine. Enjoy!


On a similar note, if you use Gmail, you can also download your emails from Gmail.

RELATED: How to download emails from Gmail