How to download all messages in Outlook - desktop

Outlook for Windows defaults to download only the last 12 months of email into its Offline Cache when an account is added. To download ALL email messages to make the viewing and searching of older email messages faster complete the following steps…

Download from Shared Mailbox

1. Click on the File tab near the top-left corner of the window, then click the Account Settings button, and then click Account Settings… from the drop-down menu list.

2. Double-click on the shared mailbox listed in the window that appears.

3. Drag the slider for Download email for the past: from near the middle of the window to the far right to set it at All then click on the Next button at bottom-right.

4. A prompt stating Account successfully updated. You need to restart Outlook for these changes to take effect will appear. Click the Done button at the bottom of the page, and then close the Account Settings window.

5. You don’t need to Restart Outlook immediately, but delay opening Outlook for several seconds after it is closed.

Download from Personal Mailbox

Before beginning export:

• Make sure you are logged into the correct email account before you start your export.

• Perform a mailbox cleanup. Save the content you want to keep and remove the rest.

Begin exporting all items (email, contacts, and calendar) from Outlook to a .pst file:

Ensure the account you want to export is already added to the desktop version of classic Outlook. If it isn’t, please add the email account.

1. At the top-left of the ribbon in Outlook, choose File.

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2. From the left bar, choose Open & Export > Import/Export.

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3. Click Export to a file > Next.

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4. Choose Outlook Data File (.pst) > Next.

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5. Select the name of the email account to export (see image below).

   Ensure that Include subfolders is selected. This ensures that everything in the account will be exported: Inbox, Calendar, Contacts, and Tasks. Then, click Next.

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6. Once the File Explorer opens, click Browse to select where to save the Outlook Data File (.pst file). Enter a file name, and choose OK to continue.

7. After your email data is exported to a .pst file, you have the option to import the data to other email accounts.

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