Introduction

This article describes how to export one or more email folders within

• Outlook to a *.pst file and
• Gmail to a *.zip file.

For more information about how to transfer data from a Google account, visit Migrating Data out of Google Drive.

Instructions

It can be useful to export data for the purposes of offboarding, backing up, or importing to another program. 

Exporting from New Outlook Desktop in Windows

This will not export your Online Archive. See the section, Exporting the Online Archive, for more information.

1. Select File.
2. Select Open and export.
3. Select Export.
4. Select your email in the Showing export history for dropdown.
5. Select Get Started.
6. Select the folder you want to export.
7. Optionally check Include subfolders.
8. Select Next.
9. Choose appropriate options.
10. Select Next.
11. Select Choose file and give the file an appropriate name and location you can remember.
12. Select Export.

Exporting from Classic Outlook Desktop in Windows

If you wish to export your Online/In Place Archive, it's possible, but it has to be selected as a separate export. Exporting your Inbox will NOT export this archive. See Exporting the Online Archive below.

Exporting email from Exchange Online is only supported in the "Classic" version of Outlook Desktop. It is not supported in "New" version or the Outlook Web App. In the desktop app, you can switch between these versions by using the New Outlook toggle in the upper right of the app. 

1. Before you can export your email, change the Outlook setting to store all email in the local cache on your computer. Once you have changed this setting, it can take many hours to download your email.
   
   1. Start the Outlook desktop app. This will not work with the Outlook Web App.
   2. Click File.

      

   3. Click Account Settings.

      

   4. Click Account Settings again.
   5. Click your account.

      

   6. Click Change....

      

   7. Click and slide the Offline Settings slider to the right to All.

      

   8. Click Next.
      
   9. Click Done.

      

2. It can take many hours to download your email. Once all of the email you want to export is cached to your local system, export it as a *.pst file.
   
   1. Start the Outlook desktop app. 
   2. Click File.

      

   3. Click Open & Export.

      

   4. Click Import/Export.

      

   5. Click Export to a file.

      

   6. Click Next.

      

   7. Click Outlook Data File (.pst).

      

   8. Click Next.

      

   9. Click the folder you want to export with any relevant filters and options.

      

   10. Click Next.

       

   11. Click to choose any options, or accept defaults for the file name and location and how to handle duplicates.

       

   12. Click Finish.

       

   13. Choose whether to require a password to access the .pst file or not.
       
       • If you want an extra layer of security, you can secure the file with a password.
       • If you want to be able to access the .pst file without a password, click Cancel.

         

   14. Locate the *.pst file in the location you set. 

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Exporting your Inbox on a Mac

This will not export your Online Archive. See the section, Exporting the Online Archive, for more information. Additionally, only the Legacy Outlook on a Mac will export.

1. Open Outlook for Mac.
2. If you’re in New Outlook, switch back:
   1. Click Help in the menu bar.
   2. Select Revert to Legacy Outlook.
3. In Legacy Outlook, go to:
   1. File > Export (or Tools > Export, depending on your version).
4. In the Export to Archive File (.olm) window:
   1. Choose what you want to export:
      • Mail
      • Contacts
      • Calendar
      • Tasks
      • Notes
   2. Click Continue.
5. Select a location to save the file (e.g., Desktop or Downloads).
6. Click Save. Outlook will create an .olm file.
7. When the export finishes, click Done.

Exporting from Gmail (for alumni and retirees with Gmail service)

1. Log into your Gmail.
2. Go to the Download your data page.
3. Google products that have your data are automatically selected. To only download email, click Deselect All.

   

4. Scroll down to Mail and click the Mail checkbox.

   

5. Click All data included to select which data to include in the export.

   

6. Click the checkbox(es) corresponding to the type(s) of data you want to include.

   

7. Click OK.

   

8. Click Next step.

   

9. Select the options for type, frequency, and destination, or accept the defaults. Make sure to note which Delivery method you chose.

   

10. Click Create export.

    

11. You will receive an email confirmation of your request.

    

12. The request can take several hours or days to complete. You will receive an email once the request is complete. Contents of the email will vary depending on the chosen Delivery method. The below example shows the Send download link via email option.

    

13. The file you will receive is a *.zip file that contains your information in .mbox format. To import into Exchange Online, you will need to convert the file into a .pst format. 

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Exporting the Online Archive

In order to export the Online Archive, you must use the Classic Outlook for Desktop on a Windows machine. Mac machines, the new version of Outlook, and the Outlook Web App will not export the Online Archive. You can use the instructions in the section, Exporting from Classic Outlook Desktop in Windows, but when selecting the folder, scroll down till you see "Online Archive - PID@vt.edu".