How to Export Your Mailbox in Outlook for Windows 11

The new Outlook for Windows app for Windows 11 offers a clean look for your email. It supports Microsoft 365, Outlook.com, Hotmail, and Gmail accounts.

This app includes many tools like email signatures, external email accounts, out-of-office automatic replies, email sorting, subscription management, email forwarding, and setting default From address.

Outlook keeps your emails, calendar entries, and contacts in a mailbox. You can ask for a copy of this data at any time using the Export feature.

Why export your mailbox?

Exporting your data creates a backup. This protects your information if your account is corrupted or if you lose data. It is also useful if you want to switch to a different email service. Finally, it helps you clear out old messages to save space.

What happens when you are done?

The system will prepare a file for you. This process can take up to 4 days. Once it is finished, you will get an email with a link to download your data.

How to export your mailbox in Outlook

Follow these steps to save a copy of your mailbox:

1. Open the open the new Outlook app app on your computer. You can find it by clicking the Start button and searching for “Outlook.”

2. Click the Settings button, which looks like a gear icon in the top right corner.

3. Click the General tab on the left. Then, click Privacy and data on the right.
4. Pick the email account you want to export. If you have more than one, you must repeat these steps for each account.

5. Click the Export mailbox button.

6. You will see a message saying the export has started. Keep an eye on your inbox for an email from Microsoft. It will contain the link to download your file.

Note: These steps do not require admin privileges.

Summary

Exporting your mailbox is a simple way to keep your data safe. By using the Privacy and data settings in the Outlook app, you can request a full backup of your emails, calendar, and contacts. The process takes a few days, but it ensures you have a copy of your important information stored safely outside of the app.