How to Save Email from Office 365 Webmail to Desktop? Step-By-Step Guide
Have you ever met with an instance to urgently access your Office 365 emails offline? As accessing to Office 365 mailbox items requires internet connectivity. Therefore, it is suggested to save email from Office 365 webmail to desktop. So that the emails can be accessed easily, which is available at your local drive at any time. As a result, we have come up with this blog to help you simply understand the process
User Scenario
“I frequently use my Office 365 account. Working as an HR Executive requires me to constantly access my Office 365 contacts. I have been searching for a long time for methods to copy Office 365 emails to Desktop. So, please suggest some trustworthy solutions to process the same. Thanks!”
Table of Content
Is There Any Reliable Solution to Download Email from Outlook 365 to Desktop?
Yes, the Office 365 Mailbox Backup Tool is the all-rounder solution, that can help to copy mail from Outlook 365 to desktop in an effective way. It is a versatile tool comprising endless features that can backup Exchange Online mailboxes to PST along with contacts, calendars, and documents easily.
In the case of exporting selective emails, one can avail of the date-filter option that is featured to save selective emails of the mentioned date range. Another feature that makes the entire process efficient is the option to copy Microsoft 365 emails to the computer in bulk..
Simple 6-Step Working to Copy Emails from Office 365 to Desktop
Step 1. Download and launch the tool mentioned above on your computer. Pick the Source as Office 365 and Outlook as the destination platform.
Step 2. Enable the Email and other required mailbox categories checkbox under Workload Selection. Apply date filter, if required.
Step 3. Enter Office 365 Admin Email Address Along with Application ID. Now click on the validate button to validate the permissions.
Step 4. Browse Destination Path to copy email from Office 365 and choose the required PST file size in GB. Then, click on the validate button to validate the permissions
Step 5. Select the Microsoft 365 user mailboxes and validate license permissions. Lastly, hit the Start Backup button to save email from Office 365 webmail to desktop.
Must Read: How to Save Outlook 365 Email as EML – Learn Quick & Reliable Way
Top Manual Methods to Download Email from Outlook 365 to Desktop in Different File Formats
Well, users can avail of the manual methods to transfer email from Outlook 365 to desktop using the below listed frequently used techniques,
1. Save Office 365 Email to Desktop as HTML Format
- Initially, open the Office 365 profile on your personal computer
- Find the email folder to download the emails to HTML file format
- Now, right-click on the page and select the Save As an option
- After which, a file explorer window will be displayed, choose the desired location to save the exported emails
- From the Save as type, select Webpage, Complete option, and click on the Save button
- Finally, the copy of Office 365 emails will be saved in HTML format
- Repeat the steps for the remaining Office 365 emails to be exported
2. Download Outlook 365 Emails to Desktop as PST Format
- Firstly, Launch and Configure Office 365 account on the Microsoft Outlook application
- Now, select the File menu and click on Import and Export option
- From the Import and Export dialog box, choose the Export to a File option
- Now, select the Outlook data file option to copy mail from Outlook to desktop
- Verify that you mark the checkbox corresponding to including the Subfolders option
- Then, click Finish to save email from Office 365 webmail to desktop.
3. Save Office 365 Emails to Desktop as PDF Format
- In this, one can save Office 365 emails locally as PDF file format
- For that, save the emails in HTML format as mentioned above
- Then, open the HTML file in Microsoft Word by clicking File>>Open
- Once the HTML file is opened, go to the File menu and select Save As the option
- From the drop-down list, choose PDF as the file type
- Now, click Save to copy email from Office 365 to desktop in PDF file format
Also Read: How to Export Office Mailbox to PST Easily?
Why Does the Above Manual Method Fail?
- Complex and Tedious Process: It involves configuring the account and saving each email individually. Hence, a user must dedicate a particular amount of time to copy Office 365 emails to desktop.
- Technically Sound: To save Office 365 mailbox to desktop, one needs to possess sufficient technical knowledge, thereby restricting naive users from performing it.
How to Save Email from Office 365 Webmail to Desktop as PDF Format Using a Professional Solution?
Step 1. Download and Open the software on your computer.
Step 2. Select the Source platform as Office 365 and PDF as the destination.
Step 3. Enable the Emails checkbox and apply the inbuilt Date Filter.
Step 4. In the Source tab, use Office 365 Admin account credentials to log in. Then validate the permissions.
Step 5. In the Destination tab, select the location to save the copied Office 365 emails to desktop as PDF file format. Choose the required naming convention, and validate the permissions.
Step 6. Add the source users, using any of these three methods such as
- Fetch Users: It automatically fetches users from the Source domain.
- Import Users: It imports users through CSV.
- Download Template: It downloads a template to be used as a sample for creating a CSV file.
Step 7. Select required users to Export and validate required permissions. Click on the Start Export button to download email from Outlook 365 to your desktop.
Concluded Words
Most users are hunting for instant and trustworthy methods for how to save email from Office 365 webmail to desktop. Therefore, this article describes the commonly used manual strategies with their varied set of consequences. So for a hassle process, it is advised to use the automated tool, which can efficiently copy email from Office 365 to desktop in PST file format.
Frequently Asked Questions
Q1. How to copy emails in PST files from Office 365 webmail to desktop efficiently?
Ans – You can go with the Office 365 backup tool to download email from Outlook 365 to PST file format without hassle.
Q2. Can I use the automated tool to download all user’s emails in one shot?
Ans – Yes, you can add users to the tool and download the emails of all users easily.
Q3. Is there any method to save Office 365 email to desktop into a PDF file?
Ans – There is no direct manual method to do so. But you can use the above-mentioned Office 365 export tool to get the emails into PDF file format.
Q4. How to copy all the emails into HTML file?
Ans – Execute the below steps to get emails into HTML file.
- Step 1. Open the Office 365 account and emails.
- Step 2. Now, hit right-click on the page and Save As
- Step 3. Provide the destination location.
- Step 4. Choose HTML from the drop-down then Save.