Backup Office 365 Emails Locally in PST, EML, MSG File Formats

Query: During the COVID period, our employees are working-from-home nowadays. Due to security protocols, we are unable to assign them their Office 365 email accounts. However, for continuity of their work we decided to backup Office 365 emails locally in PST format, so that employees can access these emails from their computer. Kindly suggest a way to save emails on desktop from multiple Office 365 user accounts.

Solution: Don’t worry! You can easily backup your Office 365 emails into multiple file formats. If any user wants to access emails in a desktop-based email client such as MS Outlook then they can backup emails in PST file format. Moreover, we will also explain the methods to save emails on the desktop in EML, MSG format for offline reading.

Best Method to Backup Office 365 Emails Locally Of Multiple Users

Currently, Microsoft doesn’t provide any solution for its users to backup Office 365 emails. The only way to backup emails of multiple user accounts is via an automated tool. And, one of the best third-party tools is SysTools Office 365 Export tool. This utility allows to take backup of multiple Office 365 users account in PST, EML, MSG formats. Moreover, during the backup process, the tool provides various features such as category filter, date-range filter, split pst option, etc. Using this utility any user can also take backup of its account data without Admin credentials. Apart from just normal mailbox, too provides the option to backup archive mailbox emails in the desired format.

A step-by-Step method to backup office 365 emails are:

1. Download and Launch Office 365 Export tool on your machine.

2. Login via Admin Id and password to take backup of multiple user accounts with their account password.

Note: Login via Admin account also allows to take backup of shared mailbox data also.

3. Select the user accounts whose emails need to be backup >> Next.

4. Choose the email-format as “PST” for backup & click on the ‘Split PST’ option to get a variable size pst file.

5. Select the category as “Emails” and set a date range filter for selective data backup

6. Browse the destination location to save the backup files & click on the Start button.

That’s it! By following the above 6 steps you will be able to backup Office 365 emails of multiple users on the local computer in the desired file format. Along with just the user mailbox, the above tool will allow you to take backup of the shared mailbox and archive mailbox emails also.

Features Offered By Automated Tool

  • Backup emails, contacts, calendar, archive mailbox from each user accounts.
  • Allows saving emails to desktop in PST, EML, MSG Formats.
  • Save Shared Mailbox data via Admin account only
  • Split pst option to get small size pst file
  • Category and date-range filter for selective data backup
  • Incremental Backup feature to skip previously backup files.

Tips: See How to Download PST from Microsoft Office 365


In the above article, we have provided the step-by-step working to backup Office 365 emails locally. You can use the aforementioned tool to easily save emails on desktop in multiple file formats. To try the demo version of tool download it for free and backup the first 100 emails and 25 other items into the desired file format.