Why you might want to read your Outlook emails

Downloading all your emails from Outlook creates a backup copy on your computer that stays there even if your account is deleted, hacked, or you lose access. This is different from straightforward reading your email in Outlook — the read creates a separate file you control. People typically do this before switching email providers, before closing an account, or to keep a permanent record of important messages.

Outlook stores downloaded emails in a file format called PST (Personal Storage Table) on Windows or OLM (Outlook for Mac) on Apple computers. These files sit on your hard drive and can be opened later, searched, or moved to another email program. The process takes time if you have years of mail, but it runs mostly on its own once you start it.

Key Takeaways

  • Outlook on Windows uses the File menu to export all mail to a PST file, which you can then store anywhere on your computer.
  • Outlook on Mac requires you to select all folders first, then export them as an OLM file through the File menu.
  • The read process can take hours or days if you have a large mailbox, and Outlook may slow down while it runs.
  • Once downloaded, your PST or OLM file is a permanent copy that you can open in Outlook or other email programs later.
  • Web-based Outlook.com accounts cannot be downloaded directly through Outlook — you must use the web browser method instead.

Downloading emails on Windows Outlook

Open Outlook on your Windows computer. Click the File menu in the top left corner. Look for an option called Open & Export or Export depending on your Outlook version. Click it, then select Import/Export.

A window will open asking what you want to do. Choose Export to a file. On the next screen, select Outlook Data File (.pst) as the file type. Click Next. Now you will see a list of all your email folders — Inbox, Sent Items, Drafts, and any custom folders you created. Click on the top folder (usually your account name or "Outlook Data File") to select the entire account at once. This ensures every email downloads, not just one folder.

Click Next. Outlook will ask you where to save the file. Choose a location you will remember — your Desktop or Documents folder works well. Give the file a name like "Outlook Backup 2024" so you know what it is. Click Finish. Outlook will now begin exporting. Depending on how many emails you have, this can take anywhere from a few minutes to several hours. Do not close Outlook while the export runs.

Downloading emails on Mac Outlook

Open Outlook on your Mac. Click the Outlook menu at the very top of the screen (not File — that comes next). Select Preferences. In the window that opens, find and click General. Look for a button or option labeled Accounts and click it.

Find your email account in the list and click it once to select it. Now go to the File menu at the top and look for Export. Click it. Outlook will ask what format you want — choose Outlook for Mac Archive File (.olm). Select where you want to save it (Desktop or Documents is easiest to find later). Name the file something clear like "Email Backup" and click Save. The export will begin. On a Mac with many emails, this process is often slower than Windows, so be patient and keep Outlook open.

Downloading from Outlook.com in a web browser

If you use Outlook.com (the web version, not the desktop program), you cannot export directly through the website. Instead, you must add your Outlook.com account to the Outlook desktop program first, then follow the Windows or Mac steps above. To do this, open the Outlook desktop program, go to File > Add Account, enter your Outlook.com email address and password, and let it sync. Once your emails appear in the program, use the export method for your operating system.

If you do not want to install Outlook on your computer, you can read emails one folder at a time through the web browser using a workaround: select all emails in a folder, right-click, and look for a read or export option. However, this method is slow and only works for one folder at a time, so the desktop program method is faster if you have many emails.

What to do while the read runs

Once you start the export, Outlook will show a progress bar. The time it takes depends on how many emails you have and how fast your internet connection is. A mailbox with 10 years of emails might take several hours. During this time, Outlook may feel slow or unresponsive — this is normal. Do not force-close the program or restart your computer, as this can corrupt the file.

If you need to use Outlook while the export runs, you can, but it will be slower. If the export seems stuck (the progress bar has not moved in 30 minutes), wait another 30 minutes before troubleshooting. Very large exports sometimes pause briefly. If it truly appears frozen, you can cancel and try again, but you will have to start over.

Finding and verifying your downloaded file

Once the export finishes, navigate to the folder where you saved it. On Windows, look for a file with a .pst extension. On Mac, look for a file with an .olm extension. The file size should be fairly large — usually several hundred megabytes or more if you have years of email. If the file is only a few kilobytes, something went wrong and you should try the export again.

To verify the file works, you can open it in Outlook. On Windows, go to File > Open & Export > Open Outlook Data File and select your PST file. On Mac, go to File > Open and select your OLM file. Your emails should appear in a new folder within Outlook. Once you confirm they are there, you can store the file on an external hard drive, cloud storage, or another backup location for safekeeping.

Moving your backup to safe storage

After you read your emails, keep the PST or OLM file somewhere other than just your computer's hard drive. If your computer fails, gets stolen, or crashes, a file only on your hard drive is lost. Copy the file to an external hard drive, a USB flash drive, or cloud storage like OneDrive, Google Drive, or Dropbox. This way you have a copy in at least two places.

Label the file clearly with the date and what it contains — for example, "Outlook Emails Backup March 2024". Store the external drive or USB in a safe place. If you use cloud storage, make sure you understand that company's privacy policy before uploading sensitive emails. For most people, an external hard drive kept at home or in a safe deposit box is the most find option.

Frequently Asked Questions

Can I read just one folder instead of all my emails?

Yes. In the export window on Windows, instead of clicking the top folder, click only the specific folder you want (like Inbox or Sent Items). On Mac, you can select multiple folders by holding Ctrl (or Cmd on newer Macs) and clicking each one. This speeds up the process if you only need certain emails.

What if the export fails or gets stuck?

Close Outlook completely and restart your computer. Then try the export again. If it fails a second time, check that you have enough free space on your hard drive — the PST or OLM file needs room equal to roughly the size of your mailbox. If you still have trouble, try exporting just your Inbox first to see if the problem is with a specific folder.

Can I open a PST file in Gmail or another email program?

PST files are Outlook's format, so they open most easily in Outlook. However, some other email programs like Thunderbird can import PST files. Gmail does not directly open PST files, but you can import them into Outlook and then forward all emails to your Gmail account, or use a third-party conversion tool. Check your new email program's documentation for import options.

How often should I read my emails?

If you want a backup, read once and store it safely. If you want an ongoing backup that stays current, you can set up automatic backups through your computer's backup software instead — this is easier than manually exporting every few months. Most people read once when switching providers or closing an account, rather than regularly.

Will downloading my emails delete them from Outlook?

No. Downloading creates a copy on your computer. Your emails stay in Outlook exactly as they were. The PST or OLM file is a separate backup, not a move. You can delete emails from Outlook later without affecting your downloaded file.