Email is an integral part of modern communication, and with the proliferation of services like Outlook, its never been easier to stay organized and connected.
However, there may come a time when you want to save your emails outside of Outlook, in a format thats more accessible and allows you to use them in different ways.
In this article, well discuss how to accomplish this, from exporting emails as an Outlook Data File (.pst), to saving individual emails as HTML, Text, or other formats.
Well also discuss the pros and cons of each method, and provide troubleshooting tips to help you along the way.
Read on to learn more!
Table of Contents
Short Answer
One way to save Outlook emails outside of Outlook is to use the File > Save As option.
This will allow you to save the email as an HTML, text, or MHT file.
You can then store this file outside of Outlook, such as on your computer or a USB drive.
Additionally, you can use the File > Export option to export emails from Outlook to a new PST file, which can then be stored outside of Outlook.
What is an Outlook Data File (.pst)?
An Outlook Data File (.pst) is a file format used to store Outlook email messages, contacts, tasks, calendar events, notes, and other items.
It is the default file format used by Microsoft Outlook, and it is also used by some other email programs.
The .pst file stores all of the Outlook items in one place, making it convenient for archiving, backing up, or transferring data between computers.
The .pst file is a proprietary format, meaning it can only be opened and used with Outlook.
It also allows Outlook to compress data, which can save a significant amount of disk space.
The .pst file is the most reliable way to save Outlook emails outside of Outlook.
All emails, folders, and attachments associated with the emails are preserved when the .pst file is generated.
The .pst file is also the best way to transfer all of your Outlook data from one computer to another, as it preserves all of the existing data and can be imported into Outlook on the other computer.
Additionally, the .pst file can be password protected for added security.
How to Export Emails from Outlook as an Outlook Data File
Exporting emails from Outlook as an Outlook Data File (.pst) is a great way to save emails outside of Outlook for archiving purposes or for transfer to another computer. This file format preserves all of the emails, folders, and attachments associated with the emails. It is an easy process to do, and the steps are as follows:
1. Open Microsoft Outlook and select the folder from where you want to export the emails.
2. Go to File > Open & Export > Export to a file.
3. Select Outlook Data File (.pst) as the file format.
4. Choose the folder to export from, and click Next.
5. Choose the location and name for the Outlook Data File, and click on Finish.
The exported Outlook Data File (.pst) will now be saved in the location you specified, which can then be imported into Outlook on the other computer.
This way, you can save Outlook emails outside of Outlook and keep them preserved even when Outlook is not installed on the computer.
How to Import an Outlook Data File into Outlook
Saving Outlook emails outside of Outlook can be a great way to archive important messages or to transfer emails to another computer.
Once you have exported your emails as an Outlook Data File (.pst), you can then easily import them into Outlook on the other computer.
This format preserves all of the emails, folders, and attachments associated with the emails, making it a great way to quickly transfer your emails.
To import an Outlook Data File (.pst), first open Outlook and select File > Open & Export > Import/Export.
Within this menu, select the option for Import from another program or file and click Next.
On the next screen, select Outlook Data File (.pst) as the file type and click Next.
Youll then be asked to select the file that you want to import.
After selecting the file, select the options for how you want to handle duplicates and click Next.
Finally, youll have the option to choose which folders you want to import from the file.
Select the folders that you want to import and click Finish to complete the process.
The Outlook Data File (.pst) format is a great way to quickly transfer your emails to another computer.
It preserves all of the emails, folders, and attachments associated with the emails, making it a great way to quickly and efficiently transfer your emails.
With just a few clicks, you can transfer your emails from one computer to another.
How to Save Individual Emails as HTML, Text, or Other Formats
Saving individual emails in HTML, Text, or other formats is a great way to quickly archive or transfer emails outside of Outlook.
This method preserves all of the content from the emails, including attachments and formatting.
It also allows you to easily view any exported emails in any web browser.
To save individual emails as HTML, Text, or other formats, you’ll first need to open the email in Outlook.
From there, you can find the “Save As” menu option in the File menu.
From the dropdown menu, select the appropriate format for the email you want to save.
For example, if you want to save the email as an HTML file, select “HTML” from the list.
You’ll then be prompted to choose a location to save the file.
Once the file has been saved, you can use it to view the email outside of Outlook.
For example, if you saved the file as an HTML file, you can open it in any web browser and view the email as it would appear in Outlook.
Additionally, you can also use this method to transfer emails to another computer, as the files can be easily copied over.
Pros and Cons of Exporting Emails as an Outlook Data File
Exporting emails from Outlook as an Outlook Data File (.pst) has both advantages and disadvantages.
On the plus side, this method of archiving or transferring emails offers a comprehensive solution that preserves all emails, folders, and attachments associated with the emails.
This means that you can easily access any important emails or attachments you may need at a later date, without having to search through multiple files or applications.
Additionally, because the file format is compatible with all versions of Outlook, you can easily import the file into Outlook on another computer.
On the other hand, exporting emails as an Outlook Data File can be a time-consuming process.
Depending on the size of your mailbox, it can take several hours to complete the export.
Additionally, the file is much larger than other file formats, such as HTML or Text, so it may take up more storage space.
Additionally, Outlook Data Files cannot be opened in other applications, so if you need to access emails in a different format, you will need to export the emails as a different file type.
Pros and Cons of Saving Individual Emails as HTML, Text, or Other Formats
When it comes to saving individual emails outside of Outlook, there are several different options available.
One option is to save the emails as HTML, which is the format used by most web browsers.
HTML files contain the emails in their original format, including all of the text, images, and other content included in the email.
This is great for preserving the look and feel of the original email, but can be difficult to transfer to another computer.
Text files are another option for saving individual emails outside of Outlook.
Text files contain the text content of the emails, but without any formatting or images.
This makes them much easier to transfer to another computer, but also eliminates any formatting or visuals that were part of the original email.
Finally, individual emails can also be saved in other formats, such as PDF, DOCX, or RTF.
These formats provide a middle ground between HTML and text files, preserving some of the formatting and visuals of the original email while still making it easy to transfer to another computer.
Each of these options has its own pros and cons, so its important to consider which format is best for your needs.
HTML offers the most complete preservation of the original email, but can be difficult to transfer.
Text files are much easier to transfer, but lack any formatting or visuals.
Other formats provide a middle ground, but may not be supported by all computers.
Troubleshooting and Tips for Exporting Data Files
Exporting emails from Outlook can be a complicated process, so its important to be aware of a few tips and tricks that can make the process easier.
First, it is important to remember that when you export emails from Outlook, the entire folder structure is preserved.
This means that if you have emails stored in multiple subfolders, they will be exported as well.
As a result, it is important to review the folder structure before exporting to make sure that all of the emails you want to save are included.
It is also important to keep in mind that Outlook Data Files (.pst files) are not compatible with other email clients.
If you need to transfer emails to a computer with a different email client, you will need to save them in a different format.
Fortunately, it is possible to save individual emails in HTML, Text, or other formats, which can then be imported into other email clients.
Once your data file has been exported, it is important to make sure that all of your emails are backed up.
This can be done by transferring the file to an external hard drive or cloud storage service.
Additionally, it is a good idea to keep a backup of the file in case the original is lost or corrupted.
Finally, if you are transferring emails from one computer to another, it is important to make sure the Outlook versions match.
If the versions are not compatible, the emails may not be able to be imported.
It is best to check with the manufacturer of the computer to make sure the versions are compatible.
By following these tips and tricks, you can ensure that the process of exporting Outlook emails is as smooth and successful as possible.
Final Thoughts
Exporting Outlook emails as an Outlook Data File or saving individual emails as HTML, Text, or other formats can help you easily transfer emails to another computer or archive them for future use.
Make sure to consider the pros and cons of each method before deciding which is right for you.
If youre having trouble exporting Outlook emails, try some of the troubleshooting and tips mentioned in this article.
Now that you know how to save Outlook emails outside of Outlook, why not give it a try?