Full Guide to Export Outlook 2016/2013/2010 Emails to PST
Scenarios of exporting Outlook emails to a PST file
The "Export" feature in Outlook desktop app allows you to copy your Outlook folders to a PST file or a CSV file, which can be useful in various scenarios, such as exporting emails to a PST file for backup or archiving purposes, or for transferring emails to a new device or email account.
- Move emails from one email account to another email account.
- To transfer emails from a PC to a PC or from a PC to a Mac, you can use various methods depending on the email client being used. If using Microsoft Outlook, you can export emails to a PST file on the PC, then import the PST file to the new PC or Mac.
- Make periodic backups.
To complete the export job, follow these steps: regardless of your purpose, you can successfully finish the export job by following the instructions below.
- How to export Outlook 2016/2013/2010 mailbox to PST
- Backup Outlook folders with best Outlook backup software
How to export Outlook 2016/2013/2010 mailbox to PST
To summarize, you can start by doing a mailbox cleanup to save the content you want and then leave the rest behind.
- In Outlook, choose File > Tools > Mailbox Cleanup.
- Do any of the following:
- To view the total size of your mailbox and of individual folders within it, you can follow these steps. First, go to your email provider's website and log in to your account.
- You can search for items that are older than a certain date or larger than a certain size using specific commands. For instance, you can use "older than" followed by the date, like "older than 2020" or "older than 5 years.
- Archive items by using AutoArchive.
- View the size of your Deleted Items folder and empty your Deleted Items folder.
- To resolve the issue, I recommend checking the size of your Conflicts folder and deleting it if it's taking up too much space. This should help free up storage space on your device.
To export an Outlook folder to a PST file, follow these steps: Go to the "File" tab in Outlook, click on "Options", and then select "Advanced". In the Advanced tab, click on "Export" and choose "Export to a file".
- In Outlook, click File > Open & Export > Import/Export.
- Click Export to a file, and then click Next.
- Click Outlook Data File (.pst), and click Next.
- Select the email folder under the target account, click Next, and check Include subfolders as necessary.
Note: To export your Outlook Inbox to a PST file, select the Inbox folder, as exporting multiple folders at once is not allowed. If you also want to export the Sent folder, you'll need to repeat the export process separately.
- Save the backup file to the default location or select another location by clicking Browse. You can also name the backup file as desired. Finally, click Finish.
Note: Don't export your PST file to OneDrive and ensure automatic sync isn't syncing to a OneDrive location, as OneDrive will block syncing for Outlook PST files.
- Enter and confirm a password to protect sensitive files, then click OK to start the export process.
Note: If you don't want to password protect the PST file, leave both fields empty and click OK.
Troubleshoot: Outlook not exporting all emails
When exporting an Exchange account to a local PST file, it actually exports to an OST file instead. If not all emails are cached to the OST file, not all emails will be exported.
To resolve this issue, first cache all emails from the Exchange server to a local OST file by going to File > Account Settings, double-clicking your Exchange account, and setting the "Mail to keep offline" slider to All.
Backup Outlook folders with best Outlook backup software
To create a backup for your Outlook folders, you can turn to the best Outlook backup software, Qiling Disk Master Professional, which offers all-around backup solutions.
- It allows you to backup various data in Outlook, including contacts, emails, notes, calendars, and tasks.
- The software supports various email accounts, including Outlook, Gmail, Hotmail, and any other account added to the Outlook client.
- Various backup devices are supported, including external hard drives, USB flash drives, NAS devices, and cloud drives.
- You can automatically backup your email data using the "Schedule Backup" feature.
- You can run incremental or differential backups to only save data that has changed since the last backup. This helps save storage space and time.
Download Qiling Disk Master now and learn how to backup Outlook emails with Qiling Disk Master as follows:
- Add the email account you want to backup to Outlook.
- If you're adding your first email account, go to Start > Outlook, enter your email address and click Connect.
- To add an additional email account, go to Start > Outlook > File > Add Account. This process is the same as adding the first email account.
- Install and launch Qiling Disk Master on your PC, click Backup, then select File Backup.
- Add Outlook Data task
Note: You can select multiple folders at once.
- Select a destination path to save the backup image.
- To customize your backup task, select the necessary options, schedule the backup, and choose a backup scheme. Once you've made your selections, click Proceed to initiate the backup of your Outlook data.
Conclusion
Now you know how to export Outlook emails to a PST file, which can be useful for moving emails from one email account to another. Alternatively, if you just want to make a periodic backup for your Outlook data, Qiling Disk Master is the best way to go, as it enables you to backup all data in Outlook and run the backup daily, weekly or monthly.
Qiling Disk Master is a tool that can create a bootable media, such as a USB drive, and also has the ability to detect and fix issues with bootable pendrives, making it a helpful tool for users who experience problems with their bootable drives.
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