What downloading email from Outlook means

Downloading email from Outlook means saving your messages to your computer as files so you can read them offline or keep a backup copy. Outlook stores messages on Microsoft's servers by default, but you can export them to your hard drive in a format your computer recognizes — usually as .pst files (personal storage files) or .olm files (Outlook for Mac format).

The reason people read email is usually one of three: they want to read messages without an internet connection, they are switching to a different email program and need to take their messages with them, or they want a safety copy in case something happens to their Outlook account. The process is straightforward and takes between five and twenty minutes depending on how many messages you have.

Key Takeaways

  • Outlook on Windows exports to .pst files through File > Open & Export > Import/Export, while Outlook for Mac uses File > Export.
  • You can read all your email at once or select specific folders — choosing specific folders is faster if you only need certain messages.
  • The export process creates a single file on your computer that you can move, copy, or open in other email programs later.
  • Downloaded .pst files can be imported back into Outlook or opened in other programs like Thunderbird or Apple Mail if you switch email services.

Downloading email on Outlook for Windows

Open Outlook and go to the File menu at the top left. Click Open & Export, then select Import/Export. A dialog box will appear asking what you want to do — choose Export to a file and click Next.

The next screen asks which folder type to export. Select Outlook Data File (.pst) and click Next. Now you will see a list of your email folders — your inbox, sent items, drafts, and any custom folders you created. Click the folder you want to read. If you want everything, click your email account name at the top of the list, which will include all folders underneath it. Click Next.

Outlook will ask where to save the file. Choose a location on your computer you will remember — your Desktop or Documents folder works well. You can change the filename if you want, but the .pst extension will stay the same. Click Finish. Outlook will now create the file, which may take several minutes if you have thousands of messages. You will see a progress bar. When it finishes, the file sits on your computer ready to use.

Downloading email on Outlook for Mac

Open Outlook and click File in the menu bar at the top. Select Export. A dialog box will ask what you want to export — choose Outlook for Mac Data File and click the arrow to continue.

You will see a list of your folders. Click the one you want to read, or click your email account name to select everything. Click the right arrow button to move it to the Items to export list on the right side. Click Continue.

Outlook will ask where to save the file and what to name it. Choose your Desktop or Documents folder. The file will have an .olm extension, which is the Mac version of a .pst file. Click Save. The export will begin, and you will see a progress window. When it finishes, your downloaded email file is ready on your computer.

Choosing between downloading everything or specific folders

If you only need certain emails — perhaps just your inbox and sent items — downloading only those folders is faster and creates a smaller file. The process is the same, but instead of clicking your account name, you click individual folders. You can select multiple folders by holding Ctrl (Windows) or Command (Mac) while clicking each one.

If you are switching email programs entirely or want a complete backup, read everything by selecting your account name. This ensures you have every message, contact, and calendar item in one file. The tradeoff is that the file will be larger and take longer to create if you have years of email stored.

What to do with your downloaded email file

Once the .pst or .olm file is on your computer, you can move it, copy it to an external drive, or email it to yourself. Many people keep a copy on an external hard drive as a backup. If you want to read the messages later, you can import the file back into Outlook by going to File > Open & Export > Import/Export, choosing Import from another program or file, and selecting your .pst file.

If you are switching to a different email program like Thunderbird, Apple Mail, or Gmail, you can usually import a .pst file directly into that program. Check the program's import settings to see if it accepts Outlook files. Some programs require you to convert the .pst file first, but most modern email clients handle it without extra steps.

Troubleshooting common read problems

If the export takes a very long time, your account may have a large amount of email. This is normal — a file with 50,000 messages can take 10 to 20 minutes. Let the process finish without closing Outlook.

If you get an error message saying the file cannot be created, check that you have write permission to the folder you chose. Try saving to your Desktop instead, which usually has fewer permission restrictions. If the error persists, restart Outlook and try again.

If you cannot find the File menu, make sure you are using the full Outlook process, not Outlook on the web (the browser version). The web version does not have an export option — you must use the desktop process installed on your computer.

Frequently Asked Questions

Can I read just one email instead of a whole folder?

Not through the export function — that tool works on entire folders. To save a single message, right-click it and choose Save As, which will save it as a .msg file. You can then open that file later in Outlook or forward it to yourself.

Will downloading my email delete it from Outlook?

No. Exporting creates a copy on your computer. Your original messages stay in Outlook unless you delete them yourself. The downloaded file is a backup, not a move.

What is the difference between a .pst and .olm file?

.pst files are the Windows format and work with Outlook on Windows and many other email programs. .olm files are the Mac format and work with Outlook for Mac. If you switch from Mac to Windows, you may need to convert your .olm file to .pst, though some programs accept both.

How big will my downloaded file be?

The file size depends on how many messages you have and whether they include attachments. A typical inbox with a few years of email is usually between 500 MB and 2 GB. Check your computer's available storage before exporting a very large account.

Can I read email from Outlook.com or Outlook on the web?

Outlook on the web (the browser version) does not have a built-in export tool. You must use the Outlook desktop process. If you only have a web account, you can read Outlook for Windows or Mac and add your account to it, then export from there.