How to Export All Emails from Outlook – Step-by-step Guide

Whether you are moving from Outlook to a help desk solution or simply want to swap your mailing system, chances are you would like to move all your current data to the new home. If so, then we have exactly what you need. Yes, today we’ll take a look at how to export outlook emails to excel using the native method, as well as show you what you can do without tool. So, without any further delay, let’s start moving that data.

Outlook File Formats — The Basics

Now before we jump into the process, we’d love to talk about file formats as these will play a vital role later. Typically, most people want to export Outlook emails to Excel but little did they knew that the system only exports stuff in .pts file format. While it does technically support other extensions, they just don’t cover everything.

“But HDM, what .pts is?” you might be wondering. And the answer to that is pretty simple, .pts is basically a personal storage file and it is a proprietary file format developed for the Outlook mail system. Microsoft itself recommends that you use this type of file as it is designed to store all your data in a compressed state to reduce the storage footprint.

Alright, now that you know what pts is, let’s take a look at the .CSV file format. Why? Cause this is the most common file extension out there and it can be used in many different ways. Now .CSV on its own stands for Comma Separated Value and we know that it doesn’t explain anything. Essentially, it is a file format that cannot be edited but it is accepted by virtually any system, including Outlook.

Since there’s not much we can discuss in this section let us move on and see how to download email from Outlook.

Export Mail From Outlook — The Native Method

As we already said, we’ll start this tutorial by outlining the native method. So, first thing first, head over to the Outlooks website and login to your account. Once there, open the top-right menu by clicking on it and select the File menu. Then you have to pick the Open & Export sub-menu and select Import/Export.

Import and export emails from Outlook

 

Once you are there, you will see a window that asks you to pick an Export option, in our case, hit the “Export to a file” method. You will then be prompted to select what file format you want to use.

Export outlook emails to a file

Images source: Lifewire

You’ll see both CSV and PST, click on PST and hit the Next button. You then will be asked to select what kind of data you want to store. Pick whichever folder you need to export and hit the Next button. After that, pick a save location for the file and select Finish. And that’s pretty much it.

Export Mail From Outlook — Our Method

Now let’s talk about our method. But before we do that, we’d like to stress that it is a paid solution, unlike the native one. The process is quite simple and it doesn’t take a lot of time. So, head over to the migration page.

Export OUtlook emails automatically

Once you are there, just select Outlook from the drop-down menu and then do the same in the next field but only select CSV. After that, you will be asked to provide credentials (without them, it is impossible to perform the export), select what you want to move and hit run. Wait till the process finishes, download your file, and move on with your work.

Benefits of Using Our Method

For you to better understand the benefits of our method, we decided to state the benefits of using our tool. And the first thing that you can do is that you are not limited in any way. All your data will pass through in one go and you don’t have to worry that some elements will be lost or will require manual export.

The second benefit is that by using our export tool, you can export outlook emails directly to your help desk of choice. No need to mess with files nor do you need to write a dedicated API script for transfer purposes. In other words, it is fully automated. Then there’s the fact that everything is 100% secure. You don’t have to worry about data breaches and/or loss of said data.

automated outlook emails export to a help desk

Lastly, our solution can adapt your information to the target platform. In practice, this will make all your problematic emails into tickets, contacts will become customers, and account owners will become agents. Pretty convenient.

Want to learn how Seneca Hill successfully exported all its emails from Outlook? Click here to find out.

Bottom Line

If you are looking for a viable method on how to download Outlook email, look no further. Our migration wizard will move all your stuff in just a few clicks, meaning that you don’t have to bother using different files and mess with the import process. It is also way more reliable as the tool technically copies your data to the new system, meaning that it doesn't expose it to anything at all. All in all, if you are interested in moving your data, you can leave us a message and we’ll get you started in no time. But for now, that’s all we have. See you in our next article.

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