Monday, March 20, 2023

Easy Ways to Save Email from Office 365 Webmail to Desktop

Easy Ways to Save Email from Office 365 Webmail to Desktop

With the widespread adoption of digital technology, email has emerged as an essential mode of communication for individuals and businesses alike. As the trend towards cloud-based email services, including Office 365, continues to gain momentum, users are increasingly seeking ways to securely store and retrieve important emails from their webmail accounts onto their desktops. 

In this blog, we will outline a step-by-step process to save email from office 365 webmail to desktop, ensuring that you can easily access it whenever you need to. Here, you will get the manual method along with a professional tool i.e., Office 365 Backup Tool.

How to Save Email from Office 365 Webmail to Desktop?

There are multiple methods for saving emails from Microsoft 365 Webmail. However, the following section provides the most effective and efficient approach for exporting emails from Office 365 to your hard drive.

Approach 1: export emails from office 365 webmail in PST Format

To save Microsoft 365 emails in PST format to your desktop, you can start by configuring your Office 365 profile on the Outlook application. Follow the steps below to do so:

    Open MS Outlook and navigate to File >> Add Account.

    If you are using Outlook 2016 or later versions, enter your Office 365 email address and password, then click on the Connect button.

    If you are using Outlook 2013 or older versions, select the E-mail account option, and enter your Name, Email Address, and Password.

Once you have configured your Office 365 account on Outlook, you can save your emails to your desktop in PST format by following these guidelines:

    Click on the File option and select the Import and Export button.

    In the subsequent Import and Export window, choose the Export to a File option.

    Select the Outlook data file (.pst) option to save your Office 365 files locally in PST format.

    Click on the Browse button to select a saving location for your Office 365 emails.

    Once you have chosen the saving location, click on Finish to complete the task of saving your Office 365 mailbox to your desktop.

Approach 2: Save Office 365 Emails as PDF Files Locally

To save your Office 365 emails locally as PDF files, follow the steps below:

1.     Click on File >> Open and open the HTML file in MS Word.

2.     Go to the File menu and select the Save As option.

3.     Choose the PDF file type option.

4.     Click on the Save button to start saving your Outlook 365 emails to your desktop.

By following these steps, you can easily save your Office 365 emails as PDF files to the desktop of your local PC.

Approach 3: Convert Office 365 Emails to HTML Format and Save them Locally

Converting Office 365 emails to HTML format is another way to save email from Office 365 webmail to desktop. Follow the steps below to complete the procedure:

1.     Go to the Mail view and open the mailbox folder containing the email file you need to save.

2.     Click on File >> Save As.

3.     In the File Explorer window, go to the destination path where you want to save the email file.

4.     Name the file and select HTML from the Save as Type drop-down box.

5.     Click on the Save button.

6.     Repeat these steps for the rest of the emails.

By following these steps, you can convert your Office 365 emails to HTML format and save them locally to your desktop.

Loopholes of Manual Approach

The manual to save email from Office 365 webmail to desktop has certain limitations. Some highlighted drawbacks are:

1.  Tedious and Time-Consuming: The manual process of saving Office 365 emails to the desktop can be quite time-consuming and tedious, especially if you have a large number of emails to save.

2.     Expertise Required: The manual process also requires some level of expertise with the Outlook application, which not all users may possess.

3.     Risk of Data Loss: There is always a risk of data loss while saving emails manually. A mistake during the process or an unforeseen technical issue can result in the loss of important emails.

4.     Limited File Formats: Manual methods may also have limitations on the file formats that can be used to save emails.

Approach 4: Professional Solution to Save Office 365 Emails to Desktop

The Office 365 Email Backup Tool is a reliable and trusted solution to save email from Office 365 webmail to desktop, including emails, contacts, calendars, and more. 

With this tool, you can rest assured that your data is securely backed up and can be easily restored in case of any data loss or accidental deletion. With the help of this utility, users can perform the Office 365 tenant-to-tenant migration

Whether you need to backup a single mailbox or multiple mailboxes, the Office 365 Email Backup Tool offers a simple and user-friendly interface to manage your backup tasks. 

Additionally, the tool provides various backup options, including full backup, incremental backup, and selective backup, to meet your specific backup needs. By using the Office 365 Email Backup Tool, you can ensure that your Office 365 data is safe and easily recoverable at all times.


In conclusion, saving important emails from Office 365 webmail to desktop is a crucial task to ensure easy access and safekeeping of valuable information. While there are manual methods available to achieve this, they can be tedious, time-consuming, and require technical expertise. 

On the other hand, using a professional Office 365 backup tool ensures efficient and secure backup of all email data. With this tool, users can backup their Office 365 account data, including email, contacts, calendars, and more, and store it locally on their desktops in various formats such as PST, EML, HTML, and more.