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

Published By Ashwani Tiwari
Tej Pratap Shukla
Approved By Tej Pratap Shukla
Published On March 15th, 2024
Reading Time 7 Minutes Reading

Summary: This guide is specially crafted for users seeking a reliable way to save Outlook 365 email as EML. If you have a similar query then go through this guide and explore different ways using with you can perform this task with flying colors.

Query 1. Can any one suggest me a best solution which help me to save Outlook email as EML file. I need to keep the local copy of my important Outlook email messages, so that I can avoid the risk of data loss during any unexpected situations.

Query 2. I am using Outlook 365 account from very long time for the web based email management. But my system is installed with the Thunderbird desktop application. I got an urgency to mange my work in Offline so I need the offline copy of my Outlook emails for the reference purse. Is there any solution to take my save Outlook 365 email messages in EML format.

Do you have similar queries? Don’t worry we have the answers to all your questions related to this. Nowadays most cloud users are aware of the importance of the security of their online data. So they are searching for the most simple and secure way to save their email data locally. Hence, in this write-up, we are going to provide you with the best solutions for the same.

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Now, before going any further, let’s understand the reason behind this operation.

Reasons Behind Saving Outlook 365 Email as EML

For several reasons, someone might save an Outlook 365 email as an EML file. Here are a few possible reasons:

  • EML format ensures compatibility across email clients such as Thunderbird, Apple Mail, and Outlook Express.
  • Most importantly files easily retain email structure, attachments, and email headers for preservation.
  • EML file Offers a simple and lightweight file format for storing individual emails.
  • It is ideal for archiving emails while maintaining their original formatting.
  • EML files are easily portable and can be transferred across different platforms.
  • Facilitates easy sharing of individual emails without the need for the entire mailbox.
  • Preserves the integrity of emails, preventing data loss or corruption.
  • Allows access to emails offline without reliance on specific email platforms.

Now let’s understand the different approaches, using which a user can execute this task safely.

There are Generally Two Ways  to Save Outlook 365 Email as EML

  • Manual Solution (Time Consuming & Error-Prone)
  • Automated Solution (Quick & Reliable)

Traditional Manual Way for Outlook 365 Save Email as EML Format

Outlook 365 allows you to download a single email message at a time manually. You can easily execute this task by following the below steps, however, this process is not adequate for bulk data download. 

Since you can only download a single message at a time, hence, you may find this a tedious task if you have to save tons of emails in EML file format. 

Here are the Manual Steps on How to Save Outlook 365 Email as EML: 

Step 1. Log in to your Office 365 account navigate to all apps, and click on Outlook.

Step 2. Now compose a new email and select the email you want to save as an EML file.

Step 3. Drag and drop the email into the newly composed email.

Step 4. Now from the attached email, click on the drop-down icons and hit download.


Step 5. It will download that Office 365 email as EML file format on your computer.

Also Read: Comprehensive Guide to Move Files from One Channel to Another in Teams

Most Reliable and Automated Solution to Save Outlook Email as EML

The manual method can work for you, but only for limited emails if you need to download bulk emails then you might find yourself stuck in this process. Which would eventually consume a large amount of time to complete the conversion process.

Hence, we suggest you PCVita Office 365 Export Tool, it is an alternative solution to avoid such a situation and save your email data securely in the EML format. Using this tool you can also export Office 365 mailbox to PST format.

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Quick Software Steps to Save Outlook Email as EML Format

Step 1. Begin by installing and launching the above tool on your PC. Navigate to the main screen select Office 365 as the source platform, and designate File System as the destination platform.

Step 2. In the tool window, access the workload selection to enable the necessary Mailbox items for export, such as emails, contacts, and calendars. Optionally, apply a Date Filter if specific data within a range needs exporting.


Step 3. Proceed to log in using the credentials of your Office 365 admin account to validate the required permissions.

Source screen

Step 4. Specify the destination path where the resulting EML files will be saved on your computer and validate the required permissions.

destination screen

Step 5. Add users utilizing one of the following methods:

  • Fetch Users – Automatically retrieve users from the Source domain.
  • Import Users – Bring in users via a CSV file.
  • Download Template – Obtain a sample CSV template to create your user list.

fetch users

Step 6. Select the users whose data you intend to export and proceed by clicking Start Export process.

start export

By downloading the Outlook 365 mailbox into EML format users can save each email message separately on the desktop. It will help in the easy accessing & sharing of single email messages instead of accessing the entire mailbox data.

EML is the single email format supported by most email clients hence saving email messages in EML files will allow the user to import the data EML supporting desktop-based email applications and manage the email data in offline situations.

Also Read: How to Migrate Mailboxes from One Microsoft 365 Tenant to Another?

Final Words

In the above blog, we discussed two methods to save Outlook 365 emails as files. Which helps you secure your cloud mailbox data. Both manuals, as well as tool-based solutions, are mentioned in the above section. You can use any of the methods according to your preference. We recommend the automated solution for a fast and secure way to save your Outlook email data in EML format.


Q1. How to save Outlook 365 email as EML quickly?

Since it depends upon the number of emails and the approach you prefer to perform this task. If you have a few emails that you want in EML, then you can easily drag and convert. However, if you have a large number of emails or a complete mailbox to save as EML then you can choose the software discussed and you can execute this task in less than 6 steps.

Here are the 5 steps to save Outlook 365 email as EML:

  • Step 1. Download, Install, and Run the Software.
  • Step 2. Choose Office 365 & File System as Platforms.
  • Step 3. Enable Emails Workload & Apply Date Filter.
  • Step 4. Set Destination Path & Create User Mapping.
  • Step 5. Select User Accounts & Click on Start.

Q2. How to convert these files to PST file format?

If you want to convert your EML files into Outlook 365-supported files then you can use the EML to PST Converter, it is a one-stop-shop solution that can cater to all your needs and works like a charm.


By Ashwani Tiwari

I am an Expert Technical Analyst, specialized in assisting users with complex technological challenges. Through my blogs and articles, I offer expert guidance to help tackle these technical issues effectively. My true passion lies in providing valuable insights and simplifying complicated technicalities, enhancing user understanding and confidence.