How to Export Outlook Emails from Mac Using New, Classic & OWA

Ritu Roy | backup Email Backup How to's Outlook outlook.com Software | 10 minutes read | Modified on: 18-08-2026

Summary: If you want to keep a backup of your Outlook mailbox or move your data to another system, exporting your emails, contacts, and calendar is a useful option. Outlook provides different ways to save mailbox data, but the steps depend on whether you are using New Outlook, Classic Outlook, Outlook for Mac, or Outlook on the Web (OWA).

This guide explains each method in simple steps so you can export your Outlook data without unnecessary confusion. It also covers an alternative approach for situations where Outlook is not working properly, the profile cannot be accessed, or you need to save a large number of emails locally. Whether your goal is to protect your emails, transfer Outlook data to a new platform, or store a copy on your computer, this guide will walk you through the available export options.

Identify Your Outlook Version Before Exporting Mailbox Data

Before you start the export process, first determine which Outlook version you are using. The available export options and file formats can vary between the desktop, web, and Mac versions.

Outlook Version	Description	Common Export Format	Export Method
Outlook on the Web (OWA/Outlook.com)	Browser-based Outlook used with Microsoft, Hotmail, or Live accounts	PST*	Desktop Outlook may be required
Classic Outlook for Windows	Traditional desktop application, including Outlook 2016–2024 and Microsoft 365 versions	PST	Built-in export option
New Outlook for Windows	Modern Outlook app with a cloud-focused interface and selected Classic Outlook features	PST*	Availability depends on account and version
Outlook for Mac	Desktop Outlook application designed for macOS	OLM	Built-in export option

Note: Export capabilities can vary depending on your Outlook version, account type, subscription, and Microsoft updates. Check your specific Outlook setup before starting the mailbox export.

Although Outlook data can be saved in several formats, these options may not be ideal when your goal is to create a complete mailbox backup. Depending on the format, some mailbox information may not be preserved, and the process can become inconvenient when dealing with a large volume of emails.

However, if you only need to save Outlook emails in a specific format for sharing, archiving, or further use, you can choose the method that matches your requirement:

Choose the format based on how you plan to use the exported emails and whether you need individual messages or a complete mailbox backup.

Why Export Your Outlook Mailbox? Practical Reasons

Exporting an Outlook mailbox can be useful for much more than simply creating a copy of your emails. Whether you use Outlook.com, Outlook for Windows, or Outlook for Mac, keeping a local copy of your mailbox can make it easier to protect, move, and manage your data.

Here are some common reasons users choose to export their Outlook mailbox:

Create a reliable backup: Saving your Outlook emails locally gives you an additional copy of important messages. If you lose access to your account or encounter an unexpected issue, the backup can help you retain essential information.
Move to another email service: When switching from Outlook to another email provider, exporting your mailbox can make the migration process easier. The same applies when moving Outlook data between computers or platforms, such as transferring emails from Mac to Windows.
Keep emails available offline: A local copy of your mailbox allows you to access important messages even when you do not have an active internet connection.
Reduce mailbox storage usage: Downloading or archiving older emails can help free up space when your Outlook mailbox is approaching its storage limit.
Maintain business records: Organizations may need to preserve email conversations for compliance, auditing, HR documentation, or legal purposes. Keeping an offline copy can make important communication records easier to retain and retrieve when required.

In short, exporting Outlook data can help protect important information, simplify mailbox migration, provide offline access, and support long-term email archiving.

How to Back Up Mailbox Data from Outlook Classic Desktop

If you are using Classic Outlook on Windows, you can create a local copy of your mailbox using its built-in export feature. Depending on the type of data you need, Outlook allows you to export mailbox information to formats such as PST and CSV, including relevant contacts and calendar information.

Steps to Export Outlook Data from Classic Outlook

Open Classic Outlook on your Windows computer.
Click File and select Open & Export.
Choose Import/Export to launch the export wizard.
Select Export to a File and click Next.
Choose Outlook Data File (.pst) for a mailbox backup, or select Comma Separated Values (.csv) when you need compatible contact or other list-based data.
Select the mailbox or specific folders you want to save.
Choose the destination where you want to store the exported file.
Click Finish to begin the export.

If you need to save data from multiple folders or accounts, you may have to repeat the process for each required selection. This can become inconvenient when working with a large Outlook profile containing several mailboxes.

Tip: Export Only the Emails You Need

You do not always have to export an entire mailbox. Outlook’s built-in search and folder options can help you narrow down the messages you want to work with. Depending on your requirements, you can filter emails by sender, recipient, keywords, categories, unread status, attachments, importance, flagged status, message size, and other available criteria.

When the Built-in Export Isn’t Enough

For a small mailbox, Outlook’s native export feature is usually sufficient. However, handling very large or problematic PST files can be more challenging. A lengthy export may also be inconvenient when you need specific filters, multiple output formats, or access to data from a damaged PST file.

In such situations, a dedicated PST conversion or recovery tool can provide additional options. For example, CubexSoft PST Converter Tool is designed to export Outlook mailbox data into formats such as PST, MSG, and EML while retaining attachments and folder organization. Its recovery functionality can also be useful when working with corrupted or inaccessible PST files that Outlook’s standard Import/Export wizard cannot open.

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For routine backups, the built-in Outlook export option is generally the simplest starting point. For damaged files, larger migration projects, or more advanced export requirements, specialized software may offer greater flexibility.

Export Mailbox from New Outlook for Windows

New Outlook for Windows also includes mailbox export functionality, although availability can depend on the account type and subscription. For users with an eligible Microsoft 365 account, the export option can be used to save mailbox data locally.

Open New Outlook on your Windows computer.
Click the Settings icon.
Navigate to Files > Export.
Select Get started.
Follow the on-screen instructions to choose the mailbox or folders you want to export.
Complete the wizard to save the exported data.

Before starting a large export, check that your account and Outlook version support the required export feature.

Export Outlook Mailbox from Mac

Outlook for Mac handles mailbox exports differently from Windows. In Legacy Outlook for Mac, you can export selected mailbox items to an OLM archive file for local storage.

Open Outlook for Mac.
Select Tools > Export.
In the export window, choose the data you want to save, such as Mail, Contacts, Calendar, Tasks, or Notes.
Click Continue.
Select the destination where you want to save the OLM archive.
Click Finish to complete the export.

The export feature and available options can vary between Legacy Outlook and New Outlook for Mac. If the required export option is unavailable in your version, you may need to use another supported method.

Need Outlook for Mac Data in Another Format?

OLM is the native archive format used by Legacy Outlook for Mac, but it may not be suitable when you need to use the mailbox with another application. In that situation, an OLM conversion tool can be used to convert the archive into formats such as PST, EML, MSG, or other supported formats while retaining mailbox organization and email information.

Workaround: Access Outlook for Mac Mail through OWA

If you cannot export the mailbox directly from your Mac version of Outlook, you can access the same account through Outlook on the Web (OWA). From there, individual messages can be downloaded or saved using the options available in the web interface.

Keep in mind that OWA is more suitable for handling individual messages than creating a complete mailbox archive.

How to Export Outlook.com Emails from the Web

If you only need to save a small number of messages from Outlook.com, you can download them individually.

Method 1: Save Emails Individually

Open Outlook.com and sign in.
Go to your Inbox or the folder containing the required message.
Open the email you want to save.
Click the three-dot menu.
Look for the available download or Save As option.
Choose the available file format and save the message to your computer.

You will need to repeat these steps for each message, so this method is better suited to a small number of emails.

For a complete mailbox export containing emails, contacts, calendars, and other data, the web version may not provide the same export capabilities as desktop Outlook. In such cases, configuring the account in a supported desktop Outlook application can provide additional export options.

Export Outlook.com Mailbox in Bulk

When you need to save a large Outlook.com mailbox, manually downloading messages one at a time can quickly become impractical. A dedicated Outlook.com backup or export application can provide an alternative by processing mailbox data in bulk.

For example, CubexSoft Outlook.com Backup Tool is designed to create a local copy of Outlook.com mailbox data and offers multiple output formats. Depending on the supported features, users can export emails with or without attachments and apply filters such as date range, sender, recipient, subject, or keywords. It can also be useful when the goal is to migrate Outlook.com messages to another email service or save mailbox information in a particular file format.

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How to Bulk Export Outlook.com Emails

When you have hundreds or thousands of emails in Outlook.com, saving each message separately can take a lot of time. CubexSoft Email Migration Tool offers a simpler way to download mailbox data in bulk and store it on your computer.

Here is a straightforward way to use the tool:

Install and launch CubexSoft Email Backup Tool on your computer and select Outlook.com as the source account.
Provide your Outlook.com login details and complete the required authentication. Once connected, the software will load your available mailbox folders.
Select the entire mailbox or choose only the folders you need, such as Inbox, Sent Items, Drafts, or custom folders.
Select the format in which you want to save the mailbox. The available options may include PST, MBOX, MSG, EML, PDF, HTML, and CSV, depending on the software version.
If you only want specific messages, apply filters such as sender, recipient, subject, keywords, or date range instead of exporting everything.
Select a folder on your computer where the exported Outlook.com data should be stored.
Click the appropriate backup or export button to start processing the selected mailbox. The tool will save the selected emails and supported attachments according to your chosen settings.
Once the operation is complete, open the destination folder and check a few emails, attachments, and folders to confirm that the backup contains the expected information.

This method can be useful when you need to create a local copy of a large Outlook.com mailbox without manually downloading individual messages. Before performing a large export, it is recommended to verify the supported formats and features in your current version of the software.

Key Benefits of a Dedicated Export Tool

A specialized Outlook.com export solution can provide additional flexibility when the built-in options are not enough:

Export a large amount of mailbox data in a single operation.
Save emails in formats such as PST, MBOX, MSG, EML, PDF, CSV, and other supported formats.
Include or exclude attachments according to your requirements.
Filter messages by date, sender, recipient, subject, or keywords.
Use the exported data for backup, archiving, or migration to another email platform.

FAQs About Outlook Mailbox Export

Can I export all my Outlook emails to my computer?

Yes, the available method depends on your Outlook version. Classic Outlook for Windows provides a built-in PST export option, while Legacy Outlook for Mac supports OLM export. New Outlook and Outlook on the web have different capabilities depending on the account type and current Microsoft features.

Why are some older Outlook emails missing from my export?

Older messages may not be available locally if the Outlook account has not completely synchronized with the desktop application. Account configuration, synchronization settings, mailbox size, and the condition of the Outlook data file can also affect what is available for export. Check that the required emails are fully synchronized before starting the export.

Can I export Outlook emails directly from a browser?

You can save individual messages through Outlook on the web using the download or save options provided by the interface. However, creating a complete mailbox backup containing all emails and other mailbox items is more limited through the browser. For a full export, a supported desktop Outlook application or dedicated backup solution may be more appropriate.