How to Backup and Save Outlook Email to Hard Drive?

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Saving important emails locally helps you create backups, keep records, or access messages without internet access. In Microsoft Outlook, you can store emails on your computer in just a few clicks.

Here’s how you can save Outlook emails to your hard drive — with both a built-in manual method and a recommendation for an automated tool (Cigati Outlook Backup Tool) to make the process easier and safer.

#1: Save Individual Emails Manually (Free)​

You can save emails directly from Outlook as files:

Outlook for Windows​

1. Open Outlook and select the email you want to save.
2. Click File → Save As.
3. In the dialog box:
   • Choose a location on your hard drive.
   • Select a file format such as:
     • .msg (Outlook Message)
     • .txt (Plain Text)
     • .html (Web Page)
4. Click Save.

Outlook for Mac​

1. Select the email.
2. Go to File → Save As.
3. Choose a location and file format (e.g., .eml).
4. Save.

This method works well for a few emails, but it can be time-consuming if you have many.

#2: Bulk Export All Emails (Using Outlook Export)​

If you want to save many emails at once:

Export to a PST File​

1. Open Outlook.
2. Go to File → Open & Export → Import/Export.
3. Choose Export to a file.
4. Select Outlook Data File (.pst).
5. Choose the folders you want backed up (Inbox, Sent, etc.).
6. Choose a location on your hard drive and click Finish.

A PST file stores all selected emails, folders, and attachments. You can reopen it in Outlook later.

#3: Recommended Tool – Cigati Outlook Backup Tool​

If you want a safe, fast, and automated way to save your Outlook data (especially for regular backups), consider the Cigati Outlook Backup Tool.

Why this tool?​

Backs up ALL Outlook emails, contacts, calendars, and more
Saves emails to multiple formats (PST, EML, PDF, etc.)
Lets you schedule backups
Can backup in bulk with filters (date range, folder type)

This is especially helpful if you:

• Need regular email backups
• Want to save emails in formats other than PST
• Are you managing lots of folders and messages