How Do I Export Emails from Outlook for Mac Easily?
If you are wondering, how do I export emails from Outlook for Mac, you can use its built-in export feature to save emails and other mailbox items as an archive .olm file. Outlook for Mac 2011, 2016, 2019, 2021, and 2024 support OLM export, while New Outlook for Mac users may need to switch back to Legacy Outlook to access this option.
Outlook for Mac is widely used by businesses and professionals for managing emails and other mailbox data. It offers useful features such as advanced search, email scheduling, message recall, and a customizable toolbar. Outlook stores mailbox data locally, but users can export their emails and other items to an OLM file for backup or migration purposes. Let’s explore the steps to export emails from different versions of Outlook for Mac.
Top Reasons to Export Emails from Outlook for Mac
There are several situations where users may need to export emails from Outlook for Mac. Some common reasons include:
- Create a local backup of emails and other mailbox items to protect against accidental deletion or system issues.
- Move mailbox data to a new Mac or another Outlook profile.
- Keep important emails for future reference when leaving an organization or changing accounts.
- Remove older emails from the active mailbox to manage storage and improve Outlook performance.
- Maintain an archive of emails for legal, compliance, or record-keeping purposes.
How to Find Your Outlook for Mac Version?
Before learning how do I export emails from Outlook for Mac, it is useful to check which Outlook version is installed because the export steps may differ between versions. Follow these steps:
- Open Outlook on your Mac.
- Click Outlook from the top menu bar.
- Select About Outlook.
- In the About Outlook window, check the information shown next to License to identify your installed Outlook version.
How to Export Emails from Outlook Mac 2011?
Outlook for Mac 2011 includes a built-in export feature that lets you save emails and other mailbox items as an OLM file. Follow these steps:
- Open Outlook for Mac 2011 and click File from the menu bar.
- Pick Export and select Outlook for Mac Data File (.olm).
- Select the mailbox items you want to export and click the right arrow to continue.
- When the Delete After Exporting option appears, choose the required option and click the right arrow.
- Select a destination to save the OLM file and click Save.
- Wait for the export process to complete. Once the Export Complete window appears, click Done.
For Outlook Mac 2016, 2019, 2021, and 2024
- Launch Outlook on your Mac and make sure the Legacy Outlook toggle near the search bar is turned On.
- Go to File > Export.
- The Export to Archive File (.olm) window will appear. By default, all available mailbox items are selected. Uncheck any items you do not want to export.
- Click Continue to proceed.
- Enter a name for the OLM archive file and choose the desired save location.
- Click Save and wait while Outlook exports the selected emails and other mailbox data.
- When the “Your data has been exported” message appears, hit Finish.
- Open the selected destination folder and verify that the exported OLM file is saved successfully.
For New Mac Outlook
New Outlook for Mac currently does not provide the built-in option to export mailbox data as an .olm file. If you need to export emails from Outlook for Mac, first switch back to Legacy Outlook and then use its export feature.
- Open Outlook on your Mac.
- Click Help in the top menu bar.
- Select Revert to Legacy Outlook.
- When the confirmation window appears, click Revert.
- Outlook will restart in Legacy Outlook mode.
- Once Legacy Outlook opens, follow the previously mentioned steps to export your emails as an OLM file.
Can’t Export Emails from Outlook for Mac? Try These Fixes
If the Export option is unavailable or greyed out in New Outlook for Mac, try the following solutions to access and export your mailbox data.
Fix 1: Switch Back to Legacy Outlook
New Outlook for Mac may not currently provide the option to export emails directly as an OLM file. If available, switch to Legacy Outlook and use its built-in Export feature to save your mailbox data.
However, Microsoft is retiring Exchange Web Services (EWS) for Exchange Online in October 2026, which affects continued use of Legacy Outlook with Exchange Online mailboxes. Therefore, users should consider Microsoft’s supported Outlook experience when planning their long-term email export or migration strategy.
Fix 2: Ask Your Admin to Remove the Outlook Policy Block
In an organization, administrators can use Microsoft 365 policies to control whether users can switch between New Outlook and Legacy Outlook. If the option is blocked, contact your Microsoft 365 administrator and ask them to check the migration policy settings. Once the restriction is removed, you may be able to switch to Legacy Outlook and export the required emails as an OLM file.
How to Convert OLM File into PST File? Use Professional OLM File Converter for Mac
If you want to open an exported OLM file in Windows Outlook, you cannot import it directly because OLM is the mailbox file format used by Outlook for Mac, while Windows Outlook uses PST. Therefore, you need to convert OLM file to PST before accessing Mac Outlook data in Windows Outlook.
CubexSoft OLM Converter for Mac provides a simple way to convert OLM to PST along with other supported file formats. It allows users to preview emails and other mailbox items before conversion and export OLM data while maintaining the original folder structure.
Along with PST, the tool supports various other saving options, allowing users to export OLM mailbox data according to their requirements. Now, let’s see how to migrate OLM mailbox database to PST format using OLM to PST Converter for Mac Tool. Watch the video below to understand the conversion process step by step.
Final Thoughts
Exporting Outlook for Mac emails is straightforward, but the steps can vary depending on the Outlook version you use. If you need to move Mac OLM data to Windows Outlook, you can use Mac OLM Migrator to migrate the OLM file to PST and other supported formats. So, if you are looking for how do I export emails from Outlook for Mac, follow the appropriate export method for your Outlook version and use the converter when you need to access the exported data on Windows.
Common Questions About Outlook for Mac Email Export
Q1. How do I export emails from Outlook for Mac without Legacy Outlook?
New Outlook for Mac may not support direct OLM export. Switch to Legacy Outlook and use the built-in Export option.
Q2. Can I export Outlook for Mac emails to PST directly?
No, Outlook for Mac exports mailbox data to OLM. To create a PST file, use OLM Export for Mac.
Q3. Can I export selected emails from Outlook for Mac?
Yes, during the OLM import process, you can select the required mailbox items instead of exporting the entire mailbox.
Q4. Where does Outlook for Mac save the exported OLM file?
Outlook saves the OLM file in the location you select during the export process. You can open that folder to verify the exported file.
