How to Download Emails from Microsoft Outlook

ByLance T. Lee

Jul 27, 2022
monticello/Shutterstock

If you want to keep a copy of an email for offline use or if you want to upload your emails to cloud storage, Microsoft Outlook makes it easy to download one or more of your emails. You can do this in desktop, web, and mobile versions of Outlook. We’ll show you how.

In Outlook for desktop and web, you have an official option to download your emails. However, on the mobile version, you need to print your emails to PDF to save your emails for offline use. If you wish to do so, consult our dedicated guide on the subject.

RELATED: How to print to PDF on any computer, smartphone or tablet

Save emails from desktop version of Outlook

In the Outlook desktop app, you can download one or more emails at a time. If you choose to download a single email, you can save that email in .MSG, .TXT, .OFT, HTML, or .MHT file format. However, if you are downloading multiple emails, .TXT is the only format you can use.

To get started, launch Outlook on your computer. Then select one or more emails that you want to download. You can make multiple selections by holding down Ctrl (Windows) or Command (Mac) and clicking on your emails.

In our example, we will choose a single email to download to our computer.

Select the email to download.

While your email to download is selected, in the upper left corner of Outlook, click “File”.

Select "Case" in the upper left corner.

Then, in the left sidebar, select “Save as”.

Picking out "Save as" from the left sidebar.

You will see your computer’s standard “Save As” window. Here, select a folder in which to save your email, type a name for the email file in the “File name” field, choose a file format from the “Save as type” drop-down menu, and click “To register”.

Save an email from Outlook to the computer.

You are ready. Your selected email has been successfully saved in the chosen format on your computer.

Download an email from the web version of Outlook

In the web version of Outlook, you can only download one email at a time. Also, the only file format you can save your email in is .EML. You can open .EML files on your computer using applications such as Windows Mail and Outlook.

To start the email download process, launch a web browser on your computer and open Outlook. Log in to your email account on the site if you haven’t already. Once logged in, select the email you wish to download.

Choose the email to download.

In the email section, in the upper right corner, click on the three dots.

Select the three dots in the upper right corner.

In the menu that opens, choose “Download”.

Picking out "To download" in the menu.

In the standard “Save As” window on your computer that opens, choose the folder where you want to save your email file and click “Save”.

Save an email from Outlook on the web to the computer.

You now have an offline copy of your selected Outlook email on your computer. Enjoy!


Along the same lines, if you use Gmail, you can also download your Gmail emails.

RELATED: How to download emails from Gmail


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