Body
This article explains how to back up Outlook email using a PST file in classic Outlook for Windows, new Outlook for Windows, and Outlook for Mac.
Important: You must use the Outlook desktop app to export mailbox data. Outlook on the web does not provide the same PST export options.
File type note: Classic Outlook for Windows and new Outlook for Windows can export to an Outlook Data File, also known as a .pst file. Outlook for Mac exports to an Outlook for Mac archive file, also known as a .olm file, not a PST file.
Online Archive requirement: If you need to back up your Online Archive or In-Place Archive, use classic Outlook for Windows. Online Archive backup will not be completed using new Outlook.
Storage warning: Do not save active PST files directly to OneDrive or another synced folder. Save the PST locally first, then copy it to a safe backup location if needed.
Before You Begin ▾
Before exporting your Outlook email, review the following:
- Make sure you are using the Outlook desktop app, not Outlook on the web.
- Make sure the correct mailbox is added to Outlook.
- Allow Outlook time to fully download and sync your mailbox before exporting.
- If you use classic Outlook with Cached Exchange Mode, confirm that Outlook has downloaded the full date range you want to export.
- If you need to back up your Online Archive or In-Place Archive, use classic Outlook for Windows.
- Do not use new Outlook to back up the Online Archive or In-Place Archive.
- Choose a local folder, external drive, or approved secure storage location for the exported file.
- Do not save active PST files directly inside your OneDrive sync folder.
What is exported? Exporting creates a copy of your Outlook data. It does not delete the original email from Outlook.
Online Archive note: The Online Archive, also called In-Place Archive in some versions of Outlook, is separate from the regular Archive folder. If you need both your mailbox and Online Archive backed up, export each location as needed from classic Outlook.
Classic Outlook for Windows: Export to PST ▾
Use these steps to export email from classic Outlook for Windows to a PST file.
Online Archive backup: Use this classic Outlook method if you need to back up your Online Archive. Select the Online Archive mailbox or archive folder location during the export process and make sure Include subfolders is checked.
- Open classic Outlook on your Windows computer.
- Select File.
- Select Open & Export.
- Select Import/Export.
- In the Import and Export Wizard, select Export to a file, then select Next.
- Select Outlook Data File (.pst), then select Next.
- Select the mailbox or folder you want to export.
- If backing up the Online Archive, select the Online Archive mailbox or the specific archive folder you need to export.
- Check Include subfolders if you want to include all folders under the selected mailbox or folder.
- Select Next.
- Select Browse and choose where to save the PST file.
- Enter a file name for the PST file.
- Select how Outlook should handle duplicates if exporting to an existing PST file.
- Select Finish.
- If prompted, you may add an optional password to the PST file, or leave the password fields blank and continue.
Tip: If you want to back up your entire mailbox, select the mailbox name at the top level and make sure Include subfolders is checked.
Important: If Outlook is only caching recent email, older messages may not be included in the export. Confirm your mailbox has fully synced before exporting.
Archive reminder: The regular Archive folder and the Online Archive are not the same location. If you need both, confirm that each one is included or exported separately.
New Outlook for Windows: Export to PST ▾
New Outlook for Windows includes a PST export option for mailbox email or selected folders.
Online Archive limitation: Do not use new Outlook to back up the Online Archive or In-Place Archive. If you need to back up archive mailbox content, switch to classic Outlook for Windows and use the classic Outlook export steps.
- Open new Outlook on your Windows computer.
- Select File > Settings.
- Go to Data Files.
- Select Export.
- Select Get started.
- Follow the export wizard to select the mailbox or specific folders you want to export.
- Choose where to save the PST file.
- Wait for the export to complete.
Important: PST support in new Outlook is more limited than classic Outlook. Calendar and contacts stored in PST files may not be available in new Outlook. If the export option is not available, does not meet your needs, or you need to export the Online Archive, switch to classic Outlook and use the classic Outlook export steps.
Switch from New Outlook to Classic Outlook ▾
If you are using new Outlook and need the full classic Outlook PST export experience, switch back to classic Outlook.
Required for Online Archive backup: If you need to back up your Online Archive or In-Place Archive, switch to classic Outlook for Windows. New Outlook should not be used for Online Archive backup.
- Open new Outlook.
- Look for the New Outlook toggle near the top-right corner of the Outlook window.
- Turn off the New Outlook toggle.
- Follow the prompts to open classic Outlook.
- After classic Outlook opens, use the Classic Outlook for Windows: Export to PST steps in this article.
Note: If classic Outlook is not installed on the computer, you may need to install the Microsoft 365 desktop apps via
portal.office.com or contact the Help Desk for assistance.
Outlook for Mac: Export to OLM Archive ▾
Outlook for Mac does not export directly to a PST file. Outlook for Mac exports mailbox data to an Outlook for Mac archive file, also known as an .olm file.
Important: Microsoft states this export feature is available in Legacy Outlook for Mac. If you do not see the export option, switch to Legacy Outlook for Mac or check for Outlook updates. You can switch to the Legacy version by toggling the Legacy Outlook option located next to the search bar, or by selecting Help from the menu bar and then selecting Revert to Legacy Outlook.
Online Archive backup: If you specifically need to back up the Online Archive as a PST file, use classic Outlook for Windows. Outlook for Mac exports to OLM, not PST.
- Open Outlook for Mac.
- Select the Tools tab.
- Select Export.
- In the Export to Archive File (.olm) window, select the items you want to export.
- Select Continue.
- Choose where to save the archive file.
- Select Save.
- After the export finishes, select Finish.
Need a PST file? If you specifically need a PST file, use Outlook desktop on Windows. Outlook for Mac exports to OLM, not PST.
After the Export Completes ▾
After your Outlook data has been exported, review the backup file and store it securely.
- Confirm that the PST or OLM file was created in the location you selected.
- If you backed up the Online Archive, confirm that the exported file contains the archive folders you intended to save.
- Keep the backup file in a secure location.
- Do not leave sensitive email data in an unsecured location.
- If you used a removable drive, safely eject it after copying the backup.
Important: PST and OLM files may contain email attachments and sensitive information. Protect the backup file appropriately.
Troubleshooting ▾
- If you do not see File in Outlook on Windows, you may be using Outlook on the web instead of the desktop application.
- If you need full PST export options, use classic Outlook for Windows.
- If you need to back up the Online Archive or In-Place Archive, use classic Outlook for Windows.
- Do not use new Outlook to back up the Online Archive or In-Place Archive.
- If you do not see Export in new Outlook, switch to classic Outlook and use the classic Outlook export steps.
- If the Online Archive does not appear in classic Outlook, confirm that your archive mailbox is enabled and that Outlook has had time to sync.
- If you are using Outlook for Mac and do not see Export, check for updates or switch to Legacy Outlook for Mac.
- If old email is missing from the export, make sure Outlook has fully downloaded the mailbox before exporting.
- If archive folders are missing from the PST, repeat the export in classic Outlook and make sure you selected the Online Archive mailbox or archive folder and checked Include subfolders.
- If the export fails, try exporting a smaller folder first.
- If the PST file is very large, save it to a local drive or external drive with enough space.
- Do not export the PST file directly into a OneDrive synced folder.
Still Need Help?
If you need help backing up Outlook email, Online Archive content, or Outlook data to a PST or OLM file, please contact the Help Desk at 561-297-3999 or submit a ticket for assistance.
Submit a Help Desk request