How to Save Outlook 365 Emails to Hard Drive in (2023)

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  • Updated on August 17th, 2023

Summary: Outlook 365 is a cloud-based email client and productivity suite offered by Microsoft, and it offers email management, calendar scheduling, task tracking, and collaboration tools. Many people use this software for professional or other work in the digital world. Every user needs to save their essential data on the hard drive. Thus, if you are wondering about a simple and direct solution to save Outlook 365 emails to the hard drive, this article is for you. Here, we’ll discuss three easy ways to download Office 365 emails to a hard drive. In addition, if you choose the professional method (Aryson Office 365 Backup Tool), you can save mailbox items directly.

Why Do We Need to Save Outlook 365 Emails to the Hard Drive?

Professional workers and many organizations save Outlook 365 emails to the hard drive. Because sometimes users need to learn the endpoint of the data. Here are some reasons to save Office 365 mailbox data on a hard drive.

  • Saving Outlook 365 emails to the hard drive is crucial for several reasons. It ensures data backup and protection against accidental loss or system failures. 
  • It allows offline email access, enabling users to retrieve important information without an internet connection. 
  • Archiving emails on the hard drive facilitates efficient organization and searchability, improving productivity and reducing dependency on the email server. 
  • It ensures compliance with legal and regulatory requirements, as some industries necessitate retaining email records for a specified period. Overall, saving Outlook 365 emails to the hard drive ensures data security, accessibility, organization, and compliance.

03 Best Ways to Save Outlook 365 Emails to a Hard Drive

We’ll discuss three ways to save emails from Outlook 365 to a hard drive. In the first and second methods, you can download your Office 365 mailbox to a hard drive using the Outlook desktop application. On the third one, you can save Outlook 365 emails directly to the hard drive in any number of sizes.

  1. Using the Save As PST Option.
  2. Using the Save As HTML Option.
  3. Using Aryson Office 365 backup Tool

Method 1: Save your Office 365 Mailbox to a Hard Drive Using the Save As PST Option

This is a long process to save Outlook 365 emails to the hard drive; you can download your Office 365 account by default file format by following these steps:

  1. Open Outlook on your computer.
  2. Click the “File” tab in the Outlook window’s top-left corner.
  3. Now click on Import and Export. In the “Open and Export” section. 
  4. The “Import and Export Wizard” will open.
  5. Choose the “Export to a file” option and “Next.”
  6. As the file type to export, choose the “Outlook Data File (.pst)” option and click “Next.”
  7. Select the email folders you want to export from your Office 365 account. If needed, select the “Include subfolders” box to include subfolders.
  8. Click on the “Browse” button to choose the destination location on your hard drive where you want to save the exported emails.
  9. Once you select the destination folder, click “Finish” to save or export.

Note: It’s challenging for non-technical users because this process is long and technical to back up your Outlook 365 emails.

Method 2: Download your Office 365 Mailbox to a Hard Drive Using the Save As HTML Option

This process is lengthy with this method; you can save each email by following the instructions:

  1. Firstly, open Outlook on your PC & “Log-In” Office 365 account.
  2. Find the email you want to save as an “HTML” file.
  3. Now click on the “File” menu at the top of the screen.
  4. In the menu that appears, select “Save,” and a box will pop up.
  5. Choose where to save the file on your computer’s hard drive.
  6. Name the file and select “HTML” as the file type.
  7. Click the “Save” button to complete the saving process.

Note: Repeat these steps for each email you want to save in HTML format.

What are the Limits of Manual Methods?

If you save your Outlook 365 email to your computer’s hard drive using this option, you can only access it if Outlook is installed. This means you can only read your emails in one specific location, no matter where you are. However, this method has a drawback: it requires you to go through six steps for each email, which can be quite time-consuming and tiring. Moreover, this method only works for certain types of emails, so if you have many emails in your Outlook 365 account, saving each email individually will take a significant amount of time.

Method 3: Best Solution to Save Outlook 365 Emails to a Hard Drive Professionally

The Office 365 backup tool is the best solution to save Outlook 365 emails to the hard drive. It allows you to use multiple features to hold directly. It offers various file formats. Also, you can restore your OST or PST files to Office 365. This software is designed with a simple GUI and an updated version. Therefore, non-technical users can use this tool quickly, which saves time and effort. By following these steps, you can download emails easily.

  1. Download and Install the “Aryson Office 365 Backup” Tool on your computer.
  2. After that, select the  “Backup” option and click the Next button.
  3. Log in to your Office 365 account and click the “Sign In” button.
  4. Next, choose the account as per your need to save.
  5. After all, select the folder from the “Tree structure” option and click Next.
  6. Choose the “Saving” option and other features as per your requirements.
  7. At last, click on the “Convert” button to save your Office 365 emails.

The Office 365 Backup Tool is a direct method to download various emails simultaneously. You can save any number of mailbox items. You can download a demo version, which allows you to keep your 50 mailbox items for free. Also, this software helps you manage your mailbox size and delete duplicate emails.


As we discussed, there are two manuals and one professional method to save Outlook 365 emails to the hard drive. Both practices are best, but the thing is, the manual process is technical according to the professional method. So, it’s hard to use for non-technical users. The manual way is lengthy. The professional method offers various features and options to keep the task short. It provides multiple file formats like PST, MBOX, PDF, etc. It’s easy to use. However, everyone can use this tool easily without technical experience.

About The Author:

As a lead technical writer, I know the technical problems faced by office and professional users. So, I decided to share all my technical knowledge through this blog. I love helping you with tough challenges when dealing with technical issues.

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