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To make an independent copy of Outlook email and other mailbox data, export it to an Outlook Data File (.pst) in classic or supported versions of Outlook for Windows. Outlook.com does not offer a browser-only mailbox export in Microsoft’s documented process; use desktop Outlook. Legacy Outlook for Mac exports to an .olm file. The right steps depend on your Outlook edition, account type, and whether all the mail you want has synchronized.
Choose the backup method for your Outlook version
| Outlook version or account | Documented export route | Important qualification |
|---|---|---|
| Classic Outlook for Windows | File > Open & Export > Import/Export; export to an Outlook Data File (.pst). | Cached Exchange Mode may export only the mail currently stored in the cache. |
| New Outlook for Windows | Settings > Files > Export; select a mailbox or folders in the export wizard. | PST features and prerequisites vary by installed version and device. Check Microsoft’s current export guidance and PST support details. |
| Outlook.com | Use desktop Outlook to export the mailbox. | Microsoft’s documented process is not a direct browser-only download. The export includes a copy of email, contacts, and calendar through the export date. |
| Legacy Outlook for Mac | Export to an Outlook for Mac Data File (.olm). | Windows uses PST; legacy Mac uses OLM. |
Microsoft’s Outlook.com export instructions explain the desktop requirement and file formats. New Outlook’s PST capabilities can depend on version; opening a PST may require classic Outlook, matching 32-bit or 64-bit architecture, a Microsoft 365 subscription, and a non-ARM environment. Confirm requirements for the version you have before relying on a PST workflow.
Export a PST in classic Outlook for Windows
- Check the account and synchronization. Confirm the correct account is selected and that Outlook has downloaded the folders and date range you want. Cached Exchange Mode can limit an export to items currently in the cache; if older messages are missing, adjust synchronization settings or turn off Cached Exchange Mode before exporting. Verify the resulting file contains the intended folders and dates.
- Open the export wizard. Select File > Open & Export > Import/Export.
- Choose the file format. Select Export to a file, then Outlook Data File (.pst).
- Select what to export. Choose the account or folder. Include subfolders if you want their contents included.
- Choose the destination and filename. Select a local destination for the export and give the PST a recognizable name.
- Finish the wizard. Set a PST password only if you want to protect the file that way, then complete the export.
Exporting creates a copy; it does not remove the exported items from Outlook. Microsoft’s full PST export steps and cache guidance cover the wizard and its limitations.
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A PST export can include email and attachments, plus other Outlook items such as contacts, appointments, tasks, notes, and journal entries when those items are present in the selected content and supported by the app. The Outlook.com export description says the copied mailbox data includes email, contacts, and calendar through the export date.
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An export is not a complete copy of Outlook’s configuration. Microsoft lists folder views, permissions, AutoArchive settings, message rules, and blocked-sender lists among the items not included. If you need those settings on another computer, plan to recreate or transfer them separately.
Account type affects what needs backing up
- Microsoft 365, Exchange, and Outlook.com: Mail is generally stored on the service, but synchronization is not the same as an independent backup. For a work or school Exchange account, ask the administrator about retention, archiving, and recovery policies; a personal PST export does not establish what the organization can restore.
- POP: These accounts commonly store information in PST files. Find and transfer the relevant Outlook data file if you are moving computers.
- IMAP: Account setup affects where data is stored and what is available locally; check the files and folders associated with your Outlook configuration.
- OST: This is an offline synchronized copy of server information. Microsoft says an offline OST does not need to be backed up as a separate data file because it is already a copy of live server information.
See Microsoft’s guidance on finding and transferring Outlook data files for the distinctions between account types and data files.
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Store the completed backup safely
Do not export a PST directly to a OneDrive folder or configure automatic synchronization to target that location: Microsoft warns that OneDrive blocks automatic syncing of Outlook PST files. This is different from copying a completed PST to a separate safe location afterward. Microsoft names another hard drive, a USB flash drive, or cloud storage such as OneDrive or Dropbox as possible places for a copy. Keep the original export intact while making and checking any additional copy.
For a physical copy, an external hard drive is one possible destination; no particular brand, model, capacity, or speed is required by Microsoft’s export instructions. The drive stores the file but does not create or update the backup for you.
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Keep the backup current
Microsoft states, “There’s no automated way to periodically backup everything (old and new).” AutoArchive handles older items by moving them; it is not a periodic full copy of old and new mail. To maintain an independent backup, export again when you need an updated copy and place each completed file in safe storage. Microsoft’s Outlook backup overview explains PST backup and AutoArchive.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Open or restore a PST
Opening a PST lets you browse its contents in Outlook; importing is a separate workflow for bringing items into a mailbox. The available steps depend on the Outlook edition at the source and destination. Follow the Microsoft instructions for the version you have: open and find items in a PST or import email, contacts, and calendar from a PST. Keep the original PST unchanged until you have checked the imported items.
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