How to Export Your Mailbox in Outlook for Windows 11

Why export your mailbox?

Exporting your Outlook mailbox creates a secure backup of your emails, contacts, and calendar. This is important if your account gets corrupted, you lose access, or you want to move to a new email service or computer. It also helps free up server space by clearing out old messages.

What happens when you are done?

After you export your mailbox in New Outlook, the system prepares your data, which can take up to four days, and sends you an email with a download link. In Classic Outlook, the export happens right away on your computer and is saved locally.

How to export your mailbox in New Outlook

To export your mailbox in the New Outlook app, first open Outlook and click the gear icon for Settings. Then, go to General, followed by Privacy and data. Select the email account you wish to export and click the ‘Export mailbox’ button.

1. Open the Outlook app on your computer.
3. Click the Settings button, which looks like a gear icon in the top right corner.

4. 

5. Click the General tab on the left. Then, click Privacy and data on the right.

6. 

7. Pick the email account you want to export.
8. Click the Export mailbox button.

9. 

10. Wait for the email notification from Microsoft with your download link.

Note: These steps do not require admin privileges.

How to export your mailbox in Classic Outlook

For Classic Outlook, you’ll use the Import/Export Wizard to create a .pst file. Click ‘File’, then ‘Open & Export’, and choose ‘Import/Export’. Select ‘Export to a file’, then ‘Outlook Data File (.pst)’, choose your folder, and pick a save location.

1. Click File in the top left corner.
2. Select Open & Export, then click Import/Export.
3. Choose Export to a file and click Next.
4. Select Outlook Data File (.pst) and click Next.
5. Select the folder you want to export and ensure Include subfolders is checked.
6. Choose a location to save your file, such as 📁C:\Users\GenericUser\Documents\OutlookBackup.pst.copy

Note: This process does not require admin privileges.

Troubleshooting and Common Errors

If your export fails, check for data corruption. Large files can sometimes cause performance issues. Microsoft recommends keeping your .pst file under 50GB to ensure stability. If you encounter errors, try running the Inbox Repair tool located at 📁C:\Program Files\Microsoft Office\root\Office16\SCANPST.EXE.copy

Summary

Exporting your Outlook mailbox is crucial for keeping your emails, contacts, and calendar safe, whether you use the New or Classic version. Backing up your data protects it and helps manage storage. Always save your exported .pst file securely, and consider adding a password for extra protection.