Exporting Email Messages
- Kerri Elizabeth Ward
Analytics
Organize Your Emails
If emails are in folders: Select those folders during the export.
If not organized: Create a new folder in Outlook and move the emails you want to export into it.
Check Outlook Settings (Important)
If you're using Outlook in Cached Mode, some emails may not appear in the export. To avoid this:
Go to File > Account Settings > Account Settings.
Select your email account, then click Change.
Uncheck Use Cached Exchange Mode.
Click Next > Finish and restart Outlook.
Note: Disabling cached mode may slow down performance, but you can re-enable it after exporting.
Export Emails to a .PST File
Open Outlook (ensure cached mode is off).
Go to File > Open & Export > Import/Export.
Select Export to a File and choose Outlook Data File (.pst).
Select the folder(s) to export (include subfolders if needed).
Choose a location to save the .PST file and click Finish.
Send the .PST File
After exporting, send the .PST file to the recipient.
Recipient Options for Using the .PST File
As an archive: The recipient can add the .PST file to their Outlook as a secondary data file.
To transfer emails: The recipient can open the .PST file and drag the emails into their main mailbox for permanent access.
By following these steps, you can easily transfer your emails to someone else.