How to Save Emails from Outlook to Desktop? An Easy Guide!

Emails often contain important communications and information which the user keeps accessing from time to time. Many users are concerned about their email data as they cannot afford to lose it due to any mishap or circumstances. Therefore, if you’re wondering, “Can you backup Outlook emails?” The answer is yes! In this article, we will guide our users with multiple manual methods on how to save emails from Outlook to Desktop. We will also enlighten our users with the innovative software to backup Outlook emails to P.C smoothly and efficiently. Let’s begin with understanding the importance of backing up emails.

Why Backing Up Outlook Emails is Important?

• Many people fear losing their important emails due to accidental deletion, cyber-attacks or email client failure. Hence, to prevent data loss, people save emails from Outlook to desktop.
• With the ongoing rise in email phishing practices, people prefer to delete their sensitive data from email clients and save it on their local system.
• Certain organizations and industries like healthcare, public sectors, finance etc, need email data for compliance and legal regulations, hence, ensuring email backup becomes an important practice.
• Users who are planning to switch from Outlook to another email client, should backup Outlook emails to P.C in order to facilitate smooth email migration without losing any data.
• Since Outlook offers limited storage space, people often run out of their email storage. Thus people clear their email data by saving important emails from Outlook to desktop and make space for new emails to be received.
• People with travel-based jobs sometimes need to access data offline when traveling in low-connectivity regions. Saving emails on computers allows them to access email data even without an internet connection.

Manual Method to Save Emails from Outlook to Desktop

#1 Save Emails Using PDF Method

1. Firstly, run the Outlook email account on your P.C.
2. Next, open the email you need to save. 
3. Then, go to the File tab and click the Print option.
4. Now, choose Microsoft print to PDF from there.
5. Finally, select desktop as saving location and click the Save button.

Limitations of the PDF Method:

• Users need to save each file individually and in case of a large number of files, the process can become time-consuming and slow.
• This method doesn’t guarantee complete backup of emails, as users can lose their attachments and metadata during the export process.

#2 Save Emails Using MSG Method

1. Firstly, run Microsoft Outlook and open the email you want to save. 
2. Next, go to the File option and select Save As option.
3. The, choose the desktop as your saving location.
4. Finally, click the save button to save emails from outlook to desktop

Drawbacks of MSG Method

• MSG files are only accessible in Outlook which means you cannot access your MSG files in any other email client or program.
• Users cannot easily search or find any specific file across multiple emails, they may have to open each file one by one which can be a time-consuming process.

#3 Save Emails Using PST Method

1. Firstly, open Outlook and go to the File option.
2. Next, select the Open & Export option and then choose Import/Export.
3. Then, select Export to a file and press the Next button.
4. Now, select Outlook Data File (.PST) option.
5. Next, choose the Outlook folders you need to save.
6. Now, select the desktop location to download Outlook emails to P.C.
7. Finally, press the Finish button to save outlook emails to computer.

Challenges of PST Method

• In case of numerous emails containing large attachments and embedded images the export process can become very slow. Users might lose data, or the files could get corrupted due to internet interruptions or human error.
• Users may lose the email integrity and folder structure of emails as original during the backup process.
• Saving emails using the PST method can restrict users to one email client only which is Outlook. As PST files are specific to Outlook, they cannot be easily opened or accessed by other email clients or programs.

Innovative Software to Save Emails from Outlook to Desktop

As we see all manual methods discussed have certain limitations and obstacles that makes a user go through multiple challenges while saving Outlook emails to the local system. Taking all these factors into consideration, our developers have designed a high-tech software to encompass all the manual drawbacks. The 4n6 Email Backup App is an advanced tool to backup outlook emails to P.C in batch at one go.

The efficient tool can export emails to multiple email formats like PST, EML, MBOX, document formats like HTML, PDF, TEXT, CSV, email services like Gmail, Office 365, Thunderbird and IMAP. Users can pick any option as per their requirement and make a backup of all their email files in the respective format. The tool ensures a complete backup of email content including all the data like attachments, embedded images, contacts, calendars, email addresses and metadata. It also offers an option to add selective data for backup and moreover users can apply filters on selecting emails based on a specific criterias like date range, subject, sender and receiver details, etc. Users can even extract a particular content like email addresses, phone numbers and attachments in case they don’t need a backup of complete email content.

The tool guarantees complete privacy of user’s data as it processes files locally without uploading any of them on the server. It’s a 100% trusted software and maintains email integrity and folder hierarchy of email data as original.

Quick Method to Backup Outlook Emails:

1. Firstly, download and run the software on your P.C.
   
2. Next, click the Open button and choose Add Account.
   
   
3. Then, enter the Outlook mail account credentials.
   
   
4. Now, hit on the Export button, select the desired format and choose the desired email folders to backup.
   
5. Finally, hit the Save button to download all emails from Outlook to P.C.
   
   

Conclusion

As we come to the end, we guided our users with multiple manual methods to save emails from Outlook to desktop. Unfortunately, all manual methods have respective limitations due to which users face multiple difficulties while backing up Outlook emails. Therefore, we suggest our users choose innovative and advanced software to overcome all the manual constraints and streamline the backup process.