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For a portable backup of Outlook email, export the mailbox or selected folders to a separate data file: a PST in Outlook for Windows, or an OLM from legacy Outlook for Mac. The right steps depend on whether you use classic Outlook, new Outlook, or Outlook for Mac—and whether your messages live on a mail server or only on your computer. An export creates a copy, but it does not preserve every Outlook setting or prove that the file can be restored.
First identify your Outlook app and account
Outlook can show mail stored on a server or mail stored in a local data file. These are different backup situations. Microsoft says Exchange, Microsoft 365, and Outlook.com messages are generally kept on the mail server. A PST export gives you an independent copy. With POP or IMAP, important data may instead be stored in local Outlook data files, so identify the account and data file before relying on a server copy. See Microsoft’s guidance on finding and transferring Outlook data files.
- Classic Outlook for Windows: Use the Import/Export wizard to save mail to a PST.
- New Outlook for Windows: Microsoft’s export instructions use Settings > Files > Export. PST opening and importing have separate requirements.
- Outlook.com: Export through a desktop Outlook application; Windows can create a PST, while legacy Outlook for Mac can create an OLM.
- Outlook for Mac: The documented OLM route is for legacy Outlook for Mac, not a universal Mac workflow.
Microsoft’s feature set and labels can change. Its feature-comparison page was last updated September 23, 2026; check the current instructions for your installed Outlook version before starting: new Outlook and classic Outlook feature comparison.
Back up email from classic Outlook for Windows
- Open classic Outlook and confirm the account whose mail you want to save.
- Select File > Open & Export > Import/Export.
- Choose Export to a file, then Outlook Data File (.pst).
- Select the mailbox folder to export. Select the mailbox or an appropriate parent folder if you want its subfolders included.
- Choose a filename and save location, then select Finish. You can set a password for the PST when prompted.
Microsoft’s full instructions are on its Outlook email backup page. The exported PST is a separate copy; it does not remove the original mailbox items.
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Make sure the export includes the mail you need
An export can only include mail Outlook has downloaded. Before you create the PST, check the account’s sync range. In classic Outlook, go to File > Account Settings > Account Settings, select the account, choose Change or Account Name and Sync Settings as shown for your account, and set the mail download range to All when available and appropriate.
Cached Exchange Mode can also limit what is available to export. Microsoft’s guidance says its default cache contains the past 12 months, and an export may be limited to the current cache. If you need older mail, follow Microsoft’s current export guidance for disabling Cached Exchange Mode before exporting; first allow Outlook to finish downloading the required data. The exact settings can differ by account and Outlook build. See Microsoft’s PST export instructions.
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Export from new Outlook or Outlook.com
New Outlook for Windows
Microsoft’s current export route in new Outlook is Settings > Files > Export. Follow the wizard to choose the mailbox or folders and create the export. Available options can vary as Microsoft updates new Outlook. Microsoft’s export guidance notes that calendar and contacts saved in PST files are not available in new Outlook, and PST access features have additional requirements; check the current export guidance and PST access requirements for your device.
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Microsoft documents exporting an Outlook.com mailbox to PST using new or classic Outlook for Windows, or to OLM using legacy Outlook for Mac. The export requires a desktop Outlook application and is a copy of email, contacts, and calendar through the export date. See Microsoft’s Outlook.com mailbox export guide.
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Know what a PST backup contains—and what it does not
Microsoft says PST exports include attachments. They do not export all Outlook configuration: among the exclusions it names are folder properties, message rules, and blocked sender lists. Treat a PST as a copy of selected mailbox data, not a complete image of your Outlook setup or a replacement for documenting rules and settings you may need to recreate.
Store the file safely and verify it
Save the export to a location with enough available space that you control, then make a separately managed second copy—such as on an external drive—if you need protection against loss of the computer holding the first file. An external drive is optional; it is not required to create the PST. Microsoft’s export instructions advise against saving the PST directly to a OneDrive location during export. Keep the export destination and any later, separately managed copy distinct.
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Do not assume a successful export is a usable backup. Check that the file exists and has a plausible size, then test opening or importing it on a suitable Outlook installation. Microsoft’s restore guidance explains how to import email, contacts, and calendar from a PST.
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Classic Outlook
In classic Outlook, select File > Open & Export > Import/Export, then choose the option to import from an Outlook Data File (.pst). Follow the wizard to select the file and decide how to handle its folders. Importing copies items into Outlook; it does not delete the original items, and attachments are included.
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New Outlook
New Outlook can open or import PSTs only in supported environments. Microsoft’s current access guidance lists requirements including classic Outlook installed, matching 32-bit or 64-bit architecture, and a Microsoft 365 subscription for the documented new Outlook access route; ARM Outlook is not supported in that guide. Requirements can change, so check Microsoft’s current PST opening instructions on the device where you plan to restore.
Importing a PST does not recreate omitted rules, blocked sender lists, folder properties, or other mailbox configuration. If you need a full move to another computer rather than an archive copy, separately account for those settings and confirm that the target Outlook version supports the PST contents.
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