How to Save Office 365 Emails to Desktop Locally? – Learn from Experts

A majority of users around the world opt for the Office 365 productivity bundle for the seamless working of their business operations. However, there are scenarios when users want to free up their mailboxes storage space. This is why they want to save Office 365 emails to desktop. There are some ways to execute this operation that can get users out of trouble. Not all the methods are reliable but some of them are actually a boon for users worldwide.

In this comprehensive article, we are going to explore the needs of users for which they want to execute such an operation. Furthermore, you can find the manual solution with the limitations that come along with it. The Automated approach is also discussed below for users who are looking for a professional solution. Before all, let’s start with the user query.

Understand the User Query- How to Save Office 365 Emails Locally?

We receive a lot of user queries on a daily basis & it is quite difficult to reply them all individually. This is why we analyze the most frequently asked queries & come up with solutions to help multiple users at once. One such query is below that we received from Alissa Garner, a technical analyst from the USA.

This is not the only query we got. We have thousands of similar user queries. To start learning the solution, let’s begin with the needs of users & then we can easily understand all the solutions.

What’s the Need to Save Office 365 Emails to Desktop?

There is not any fixed reason. It may vary by every user’s requirement. However, below is the list of the most common reasons that users consider before undergoing this operation.

• To Save Storage Space
  The most common reason for such an operation is to save storage space in the O365 mailbox. As we all are aware that Microsoft levies heavy charges for extending storage space in mailboxes. To avoid this, users want to save the old emails on the desktop to accommodate new emails.
  

• Security Purposes
  Security is another concern here. Although Microsoft claims they have high-tech secure infra for protecting their databases, they do not take responsibility for data loss. They have mentioned this in their terms & condition. To be extra secure, saving an extra copy is a wise choice.
  

• To EnjoyOther Benefits
  An extra copy of the data files enables users to get 24×7 access. That too from anywhere n the world. Doesn’t matter if the server is facing downtime or the user is not connected to the internet. They can still access their crucial data files. In addition, to save termed employee’s data, an extra copy saves a decent amount of money for any organization.

Learn How to Save Office 365 Emails Locally Using the Manual Approach

The manual method shouldn’t be your first choice as it may severely put your vital data files at risk. This solution is for users who are looking for a free solution to save just a few files. You may face issues if you try to save emails on your local system in bulk.

Step-1. Configure your Office 365 Account to Outlook & wait till it syncs completely.

Step-2. Go to File menu >> Click on the Open & Export option >> Click the Import/Export button.

Step-3. Click on the “export to a file” option & proceed further to save Office 365 emails to desktop.

Step-4. Click on the “Outlook Data File (.pst)” option & then Click on the Next button.

Step-5. Select the Folder where your Outlook application saves the files.

Step-6. Now, at last, Provide the Destination Path on the Desktop to accommodate these files.

Why the Manual Method is Not a Reliable Solution?

Now before you get excited by the solution, hold on & do not forget to be aware of the drawbacks that you have to face. The manual solution is indeed free but at what cost? It has several disadvantages that can make you regret your decision later.

• Data is crucial for businesses & that is why securing that is the top-most priority for any user. Now, the manual method is not totally secure. Users can experience various security errors including data loss & advanced file corruption.
• Time is a valuable resource for organizations & the manual method literally takes ages to complete the whole operation. It is much slower than the other solutions & impacts reducing work efficiency. Users need to compromise time to save Office 365 emails to desktop manually.
• There are not many features to save emails selectively in the manual method. It lacks the date range & other significant filters that save users from saving unnecessary files on their local system. This method is outdated & is not considered as the smart solution.

Explore the Impeccable Solution to Solve User Query

As the manual method is not an ideal option to execute this operation, users should switch towards the most trusted automated approach. As the name suggests, this involves a tool that can automatically perform multiple steps on its end. This evidently saves users time & effort that directly increases work efficiency.

NXT Software is the first choice of millions of users worldwide to counter the query “how to save Office 365 emails locally”. This tool is enriched with plenty of useful features that can reduce users’ workload. In addition, various filters are there for saving only the selective files. Many It experts liked the way this tool protects data integrity. This is all possible because of the dynamic programming algorithms that developed used in developing this dedicated tool.

The Final Judgement

After deeply discussing the manual & automated solution for such operation, we’re at the end of this article. This task wasn’t really difficult but new users may find it a little tricky as they do not have the technical knowledge. Moreover, we discuss both the manual & automated ways to save Office 365 emails to desktop without any issues.

If you want to undergo such an operation, the automated solution can provide you the accurate results in a hassle-free manner. Moreover, it offers several benefits that you cant find in the manual solution. You can also consider the manual method but just as your last option to avoid errors.