How to Download Emails from Outlook in Bulk or as PDF

Do you want to back up Outlook emails to your hard drive? Then, downloading or exporting the email from Outlook is a good choice. This post from NewsPivot shows you how to download emails from Outlook in bulk or as PDF.

Microsoft Outlook is a personal information manager software system from Microsoft, available as a part of the Microsoft 365 software suites. It is available for Mac, Windows, and mobile devices. In addition, it also has a web version.

Though primarily being popular as an email client for businesses, Outlook also includes functions such as calendaring, task managing, contact managing, note-taking, journal logging, web browsing, and RSS news aggregation.

Some people may want to know how to download emails from Outlook when leaving their jobs. In addition, downloading emails to a hard drive is also a way to back up Outlook emails. How to export emails from Outlook? The following content will give you the guides.

Also Read: Microsoft Outlook 2019 Download and Install for Windows 11/10

How to Export Emails from Outlook

How to download a particular email from Outlook? Here is the way.

1. Launch the Outlook app.
2. Open the target email that you want to save.
3. Then click the File tab and select Save As.
4. Choose a folder to save the email and type a name for the file.
5. Select a file type like an Outlook file, an HTML, or a text file.
6. Click the Save button to save the target email to your computer.

Then, you can open the HTML file using a browser or open the text file using Notepad.

Besides, some people may notice another app named Outlook (new). It is not a replacement for the Outlook desktop program, but a replacement for the Windows Mail / People / Calendar app. If you want to know how to export emails from the Outlook new app, refer to the following steps:

1. Launch the Outlook (new) app.
2. Highlight an email and right-click it. Then, select Save as.
3. Select a location to save the downloaded email file. The file should be a .eml file.

If you want to open the downloaded email file, you can right-click it and choose Open with > Outlook (new).

Also read: Outlook Download for Windows 11/10

How to Download Emails from Outlook in Bulk

Some people may want to know how to download emails from Outlook in bulk. Then, here is the way.

1. Launch the Outlook app.
2. Click the File tab and click Open & Export. Click Import/Export.
3. Click Export to a file and select Outlook Data File (.pst). Click Next.
4. Select the email folder that you want to export.
5. Click the Browse button to choose a location to save the exported file.
6. The exported Outlook emails will be saved in a .pst file. If you want, you can add a password to protect the PST file.

Also Read: How to Update Outlook on Windows

How to Download Emails from Outlook as PDF

Some people may want to download emails from Outlook as PDF. Here is the way.

1. Launch the Outlook app and click File > Print.
2. In the Print dialog box, select a PDF printer. The Outlook email will be printed to PDF and opened in your PDF viewer automatically.
3. To save multiple Outlook emails to PDF, you should press shift and click to select several emails you want to save to PDF. Then, click File > Print > Microsoft Print to PDF to save multiple Outlook emails in one PDF.

The Outlook (new) app can also print the emails to PDF. Here is the way.

1. Launch Outlook (new) and highlight an email.
2. Click the three-dot icon on the ribbon and click the Print button.
3. On the pop-up window, click the Print button in the upper left corner.
4. Select the print options if necessary. Then, click the Print button to get a PDF file.

Also Read: How to Create an Email Group in Outlook 365

Bottom Line

How to download emails from Outlook as PDF? How to download emails from Outlook in bulk? You can get the tutorial in this post to back up Outlook emails.