How to Download Emails From Outlook on Web, Desktop, and Mobile

Quick Tips

• Open the email in Outlook, click on the File tab > select Save As to save the email as an MSG file.
• Select the emails > right-click and choose Save As to save them as individual MSG files.
• Go to File > Open & Export > Import/Export > Export to a file > Outlook Data File (.pst) to save multiple emails or an entire mailbox.
• Open the email > click on File > Print and choose Microsoft Print to PDF as the printer.

How to Download an Email From Outlook’s Web Version

Note: You may choose to skip this method if you have multiple emails you want to download.

Step 1: Open Outlook on your preferred browser and log in to your account.

Step 2: Select and open the email you want to download.

Step 3: Click on the three dots in the top-right corner of the email section.

Step 4: From the drop-down, click on Download.

That’s it. You have successfully saved an offline copy of your selected Outlook email on your computer. If you use Outlook for Windows and want to save your email offline, continue reading.

How to Save Outlook Emails to Hard Drive on Windows

Unlike Outlook web, Outlook’s desktop version lets you download multiple emails simultaneously. However, there’s a catch. If you download a single email, you can save it in text only, Outlook Template, Outlook Message Format, Unicode, HTML, or MHT file. On the flip side, if you download multiple emails, .txt is the only format available for you to use.

Step 1: Press the Windows key on your keyboard, type Outlook, and click Open.

Step 2: Select the email you want to download.

Note: You can bulk-select the email by holding the Ctrl button.

Step 3: Once selected, click on File in the top left corner.

Step 4: Click on Save As from the left pane.

Step 5: Type a name for the file, choose a file format from the Save as type, and click Save.

There you go. The selected emails get saved on your computer with ease. Keep reading if you are not a Windows user but have a Mac.

How to Export Emails from Outlook for Mac

You can only download one email at a time, and that too in only one format, i.e., .eml. Follow the below-mentioned steps.

Step 1: Press Command + Space on your keyboard, type Outlook, and press Return.

Step 2: Select the email you want to download.

Note: You can bulk-select the email by holding the Ctrl button.

Step 3: Once selected, click on File in the top left corner.

Step 4: From the drop-down menu, select Save As.

Step 5: In the pop-up, name the file, select the download location, and click Save. 

That’s it. You have successfully saved the email on your Mac, which you can open using a text editor of your choice. If you can’t access your Mac or Windows PC and want to export an email from Outlook for mobile, move to the following method.

How to Download an Email from Outlook Mobile App

The official option for downloading your email on Outlook is limited to web and desktop application versions. On the mobile front, you must print your email as PDF to save your email for offline use. Follow the instructions below.

Step 1: Open the Outlook app on your Android or iOS device.

Step 2: Open the email that you want to save offline.

Step 3: Tap on the three-dot icon below the email’s subject and tap on Print.

You will be taken to the print preview screen.

Step 5: Tap on the three-dot icon at the top-right corner and select Save as PDF.

Step 7: Name the file and tap on Save. 

There you have it. You have exported email from Outlook and saved it for offline work. If there are any questions we missed addressing in this article, check out the FAQ section below.

FAQs on Downloading Emails From Microsoft Outlook

Now that you know how to download emails from Outlook, you can save important emails for future reference, backup, transfer them to another platform, or export them to other email clients.