How to Save Email from Office 365 Webmail to Desktop – Perfect Solution

We have recently received a query in our mailbox regarding, “How to save email from Office 365 webmail to desktop?”

“Please guide me, I am unable to save my Office 365 emails on my PC. I tried many techniques but none of them downloaded my complete mailbox data. It is very disappointing. I am asking you to please help me provide a suitable solution to my problem.”

This is just one query, we receive many similar questions related to the Office 365 mailbox backup almost every day. So, we have decided to prepare an in-depth blog to explain how to save Office 365 emails to the desktop.

There are two major approaches to backup Office 365 mailbox: Professional and Manual. We explain both of them one by one. So, let us start with the professional approach.

How to Save Email From Office 365 Webmail via Pro Approach?

CloudMigration Office 365 Email Backup Tool is the best solution to save email from Office 365 webmail to your PC. As it is a professional tool, you can save your emails in distinct file formats. Also, this proficient software allows you to migrate your Office 365 emails to various email clients. To simplify the process and customize the resultant file as per your requirement, the application provides you with numerous advanced features. Along with all the above functionalities, it is widely compatible with all versions of Windows OS.

Now, let us take a quick look at how to save email from Office 365 webmail

• Launch the CloudMigration Office 365 Email Backup Tool. Run it as administrator.
• Select the Backup option and enter the required Office 365 credentials. Press Sign in.
• After that, choose desired user mailboxes and hit the Next button.
• Check the mailbox preview and tick the items you want to back up. Click on the Next button.
• Now, expand the Save/Backup/Migrate As field and choose the desired option from the list.
• Lastly, select other options as per your requirements and click on the Convert button.

Manual Solution to Save Office 365 Emails to Desktop

There are different manual procedures available to save emails from Office 365 webmail to desktop. You can opt for any one as per your suitability. Performing the manual approach does not require any third-party application. However, you must have the basic Office Suite installed on your PC. So, you can use their functionalities to download your Office 365 emails in desired file formats.

Let us check how to save email from Office 365 webmail.

#1. Export Email from Office 365 to Desktop in PST File Format

• First, you need to configure your Office 365 email account to the MS Outlook desktop application.
• After adding the account, click on the File button from the top menu bar.
• Now, select the Open & Export tab and click on the Import/Export option.
• In the Import/Export wizard, select the Export to a file option and press the Next button.
• After that, choose the Outlook Data File (.pst) option from the list. Hit Next.
• Select the Outlook folder you want to backup and press the Next button.
• Define the destination location for the output file and click on the Finish button to start the migration.

#2. Backup Office 365 Emails as HTML File

• Launch the Outlook application and open the desired email you want to save.
• Now, click on the File button from the top menu bar.
• Select the Save As option from the left section.
• In the Save As a wizard, define the saving location of the email.
• Expand the Save As type field and choose HTML. Click on the Save button to save the selected email as an HTML file.
• Repeat the process for all the desired Office 365 mailbox data.

#3. Save Office 365 Emails to PC in PDF File Format

• To save Office 365 emails in PDF file format, you have to first download your emails as HTML After that, perform the below-mentioned steps.
• Go to the location where you saved the Outlook emails. Select the File and Right-Click on it.
• Now, click on the Open with option and choose the MS Word
• After that, the file will get opened in MS Word.
• Click on the File option from the top and press the Save As
• Now, click on the Browse button and manually define the name and destination location.
• Next, expand the Save as Type field and choose the PDF option. Click on the Save button.

The above-mentioned solutions are the most effective manual solutions to how to save email from Office 365 webmail to desktop in different file formats. Although the manual methods are effective, they have certain drawbacks that make these methods inappropriate for some users.

Till now, we have explained both the professional and manual approaches to back up your Office 365 emails. Let us compare which one is better for you.

Professional Solution v/s Manual Solution – Which One is Better?

Professional Solution	Manual Solution
The backup complete mailbox at once	Does not allow complete mailbox backup
Fast and effective migration in a few simple steps	The procedure is quite complicated and time-consuming
A secure and reliable technique to backup your data	Chances of data loss and disturbing hierarchy are always available
Provide advanced features	Does not offer flexibility
Allows you to save Office 365 emails in distinct file formats	Only a few saving file types are available
Migrate Office 365 to other email clients	Require a completely different procedure to perform migration to other email clients
Easy procedure and ideal for non-technical users	Technical expertise is required to follow the steps

As you can see from the comparison table, the professional solution is the most appropriate method to save emails from Office 365 webmail to a desktop if you are a non-technical user. Also, it delivers more functionalities as compared to the manual approach. So, you can opt for this method when you want a precise and customized backup.

Sum Up

I hope this article has provided you with all the required information regarding how to save email from Office 365 webmail to a desktop. We discussed both professional and manual solutions. Although both approaches are effective, we recommend you choose the professional method because it offers more flexibility and options as compared to manual techniques.

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