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How to Copy Email from Office 365 to Desktop? Here Comes the Solution!

Bella Blackwell ~ Modified: May 1, 2023 ~ 5 Minutes Reading

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 copy mail from Office 365 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 understand the process in a simple way.

User Scenario

“I am a frequent user of Office 365 account. Being working as a Sales Executive, I need 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 me some trustworthy solutions to process the same. Thanks!”

Is There Any Reliable Solution to Save Office 365 Emails to Desktop?

Yes, the Office 365 Mailbox Backup Tool is the all-rounder solution, which can help to copy email from Office 365 to desktop in an effective way. It is a versatile tool comprising endless features that can back up emails, 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.

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Simple 6-Step Working to Copy Emails from Office 365 to Desktop

Step 1. Download and launch the above-mentioned tool on your computer. Choose Office 365 as the source 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 validate button to validate the permissions.

Step 4. Browse Destination Path to copy email from Office 365 & choose the required PST file size in GB. Then, click on validate button to validate the permissions.

Step 5. Select the Microsoft 365 user mailboxes and validate license permissions. Lastly, hit the Start Backup button.

Must Read: How to Save Outlook 365 Email as EML – Learn Quick & Reliable Way

Top Manual Methods to Copy Email from Office 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. Copy Office 365 Emails to Desktop as HTML Format

  • Initially, open Office 365 profile on your personal computer
  • Find the email folder to export 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. Save 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 Import and Export dialog box, choose the Export to a File option
  • Now, select the Outlook data file option to copy Office 365 emails to desktop
  • Verify that you mark the checkbox corresponding to including Subfolders option
  • Then, click Finish to start copying Office 365 emails to desktop

3. Export 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 as PDF file format

Why Does the Above Manual Method Fail?

  1. 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.
  2. Technically Sound: In order to save Office 365 mailbox to desktop, one needs to pertain sufficient technical knowledge, thereby restricting naive users to perform it.

Automated Way to Copy Office 365 Emails to Desktop as PDF Format Using a Professional Solution

Step 1. Download, install, and open the software on your computer.

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Step 2. Select Office 365 as the source platform 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.


Concluding Words

Most of the users are hunting for instant and trustworthy methods to export Office 365 folders to the desktop. This article describes the commonly used manual strategies, however, with the varied set of consequences with the manual methods. It is advised to use the automated tool, which can efficiently copy email from Office 365 to desktop in PST file format.