Back up email messages locally using Outlook

Introduction

There are two reasons to back up emails locally (in addition to keeping them on the server) email messages: 

1. It allows messages to be accessed when the computer is not connected to the Internet.
2. It allows one to delete messages from the server — thereby reducing the total storage used that counts towards one’s remote storage quota — and still maintain a record of any saved messages.

Outlook on Apple

1. Open the Microsoft Outlook app on your Mac.
2. At the top, you’ll see a list of options. Click File.
   
    
    
3. Now, click Export from the drop-down list.
   
    
    
4. A new window will appear asking you which files you’d like to export, then click Continue.
   
    
    
5. On this page, choose where you want to export the emails. You can select your Documents, the iCloud, and even your Desktop. Choose the one that you prefer.
   
    
    
6. When you’ve selected, click Continue, and your emails will be saved there.

Outlook on Windows

1. Open the Microsoft Outlook app on your Windows.
2. Click File. 
   
    
    
3. Go to the second tab marked Open and Export, and then click on the option for Import/Export.
   
    
    
4. In the Import and Export Wizard, pick Export to a file, then Next.
   
    
    
5. You’ll be given a choice of two files. Make sure you select Outlook Data File (.pst).
   
    
    
6. Pick the email folder you would like to back up. Then click Next.
   
    
    
7. Pick a location to save with the Browse button. Then click on Finish.