How to export your email to a pst or local folder in Microsoft Outlook?

Creating a PST or local folder in Microsoft Outlook

Once your Office 365 account is configured in Outlook.  This document is written to take a person through the steps of creating a pst file (Win) or moving email to a local folder (Mac).

Note:  The following process can lead to removing the email from your Office 365 account completely.  Once the data is removed from the Office 365 servers you are responsible for the data. If the PST file gets corrupted or local folder gets deleted from the computer, then this data can be gone forever.  So please make sure to keep a backup of the pst file and store it in a safe place.

Outlook 2010

Create an Outlook Data File (.pst) to save your information

Once you have the file created you can copy or move the emails to that folder.

Outlook 2013 and 2016

Create an Outlook Data File (.pst) to save your information

Once you have the file created you can copy or move the emails to that folder.

Outlook 2011

Follow these steps using Outlook 2011 on a Mac to create Personal folders. Personal folders (on your computer) are folders that are local to your machine. Email put in these folders are NOT on the server, which decreases your email quota.

  1. In Outlook 2011, select Preferences under the Outlook menu
  2. Under Personal Settings, select General Icon
  3. Uncheck both boxes under Folder List (make sure nothing is checked)
  4. Close out of this preference
  5. In Outlook, on left side, under your folders look for “ON MY COMPUTER” folders
  6. Click on On my computer Inbox
  7. Go up to Menu icons and select NEW – FOLDER
  8. Type in the name you wish to call this folder
  9. Click out of folder, and you now created a folder locally on your Mac.

The last step is to move mail from other folders into your newly created Local folders.

Outlook 2016

Follow these steps using Outlook 2011 on a Mac to create Personal folders. Personal folders (on your computer) are folders that are local to your machine. Email put in these folders are NOT on the server, so it decreases your email quota.

  1. In Outlook 2016, right click On My Computer under the accounts list on the left side.
  2. On this men click New Folder.
  3. Type in the name you wish to call this folder
  4. Click out of folder, and you now created a folder locally on your Mac.

The last step is to move mail from other folders into your newly created Local folders.

Don't See Your Question Here?
Check out UNC's Office 365 Migration site. There are a lot of resources to help you become familiar with Office 365.

Check out Microsoft's FAQs for Office 365 (https://support.office.com/). Microsoft also has some great training videos you can watch to become familiar with using Office 365 applications. Please visit the Office Training Center.