Summary

Businesses, and organizations use Microsoft 365 to manage their emails and other important information. But if you’re storing all your email data in a cloud account and don’t have a dedicated backup, that can become problematic if you need to work offline, migrate your mailboxes, or keep an extra copy of important business communications. Local storage of email is a convenient way to keep a separate copy of important information.

Microsoft 365 users can download Microsoft 365 mailbox data on their computer in a file format that they can access with the help of an Office 365 Backup Tool. Office 365 Backup Expert is built to export Office 365 data to formats like PST, MSG, EML, EMLX and MBOX. The users can select the format that suits their email client and backup needs best.

In this article, you will learn why local backups are important, how to backup Microsoft 365 emails step by step and what features to look for when choosing a backup solution.

Why to Save Microsoft 365 Emails Locally?

Microsoft 365 does provide cloud based email services, but for a number of reasons it is still a good idea to keep an additional backup.

1. Offline Access: If the email files are stored locally, they can be accessed through compatible applications without the need for an active connection to the original mailbox.

2. Additional Data Protection. Having a backup allows you to keep a copy of important messages if emails are accidentally deleted or become inaccessible

3. Email Migration: Exporting files can facilitate migrating messages to a supported email client or another environment.

4. Business Record Management: Companies can keep copies of essential conversations, invoices, customer communications and other business records.

5. Storage Flexibility: Exported files can be saved to a computer, external hard drive, or other appropriate location.

Remember that a local backup is an additional copy, not a safeguard against all types of data loss. Users must safeguard their backup files and keep additional copies as required.

Office 365 Backup Expert is a professional data backup tool that can help you to backup Office 365 data. It can backup Office 365 users mailbox, contacts, tasks, notes, journals, calendar, etc. Also, it can backup OneDrive for Business and SharePoint sites.

Office 365 Backup Expert is a desktop utility for exporting data from Office 365 account into multiple file formats. According to its product information, users can link their Office 365 accounts, select the data they wish to export, choose an output format, and save the results locally.

The software can export emails, and also provides solutions for other Office 365 data like calendars, tasks, notes and documents, as detailed on its product page.

Key Points:

1. Export in Multiple Formats

The software supports a variety of output formats for different email management needs.

PST: Works with Microsoft Outlook compatible workflows.

MSG: Good for saving single messages in a format tied to Outlook.

EML: Compatible with many e-mail clients.

EMLX: Typically associated with Apple Mail.

MBOX: Compatible with a large number of email clients and mailbox management tools.

Before you begin the backup, select a format appropriate to your intended use.

2. Export Specific Data

Users might want to export individual folders instead of the whole mailbox. Choosing the necessary data can assist in the organization of the backup process and minimize unnecessary output.

3. Local Storage choices

The utility gives you the option to select the destination folder for the exported files. You can select a suitable location on your computer and then copy the backup to external storage.

4. Backup Process Controlled by the User

Product info includes options for selecting account data and control of export process. These capabilities can be useful for users willing to control their backup based on some specific requirements .

5. Email Client Compatibility

Different email clients allow you to export in different formats. Choosing the right format allows users to prepare their mailbox data for future access, migration or recordkeeping.

How to Download Microsoft 365 Emails Locally: Full Guide

Here is how to set up a local backup copy of your Microsoft 365 emails using

Office 365 Backup Expert.

Step 1: Get and Install the Software

Visit the official page of DataVare Office 365 Backup Expert:

Pick the right version and install it on your computer. Before installation, check the system requirements and download the software from the official site.

Step 2: Run the application

Launch Office 365 Backup Expert after installation. Review Options and select the workflow that suits your requirement to export Office 365 mailbox.

Step 3: Link Your Office 365 Account

Enter the necessary account details and complete the authentication steps as directed by the app. Additional verification or administrator approval may be required, depending on your Microsoft 365 organization’s security settings.

Log in using an account that has access rights to the mailbox you want to back up. Never give your password to someone you don't know.

Step 4: Choose the Required Mailbox Data

Once you are connected, you should browse the mailbox data that is available and select the folders or items that you want to export.

For example, you can select Inbox, Sent Items, Drafts or any other folder containing important messages. If you want to make a backup of all your e-mail, make sure all the folders you want to backup are selected.

Step 5: Select an Output Format

Select the output format based on how you intend to use it.

Select PST if you will be working with a compatible Outlook environment.

Choose EML if you want separate message files.

Choose MSG for Outlook-compatible message workflows.

Choose MBOX if you use an MBOX-based email app that's supported.

Use EMLX to prepare messages for a compatible Apple Mail workflow.

Choose a format that will support any information you want to include.

Step 6: Choose Destination Directory

Navigate to the local folder where you want to save the exported data. Choose a location with enough free storage space.

You may wish to create a folder named something like “Microsoft 365 Email Backup – October 2026” to make it easier to manage. If the emails are sensitive data, use a drive with adequate security and restrict access to authorized users.

Step 7: Begin the Backup Process

Verify the folders you picked out, the output format and the output path. Use the controls provided in the application to start the export process.

Allow the operation to complete without stopping the application or turning off the computer unnecessarily. How long this takes will depend on the size of your mailbox, the speed of your internet connection, and how often you access your account.

Step 8: Check Your Exported Files

Once the process is complete, open the destination folder and check that the desired files have been created. Test the backup if possible by opening or importing a sample file into a compatible email application.

Look for important messages, attachments, dates and folder organization, where supported. Do not change the original mail box until you are sure the backup is complete.

Alternative Method: Export Emails via Outlook

Users who have a Microsoft 365 mailbox configured in a compatible desktop version of Outlook may also be able to export email data to a PST file by employing Outlook’s built-in export feature.

As a general process :

· Launch Outlook and select File.

· Select Open & Export, and then Import/Export.

· Select Export to a file.

· Choose Outlook Data File (.pst).

· Select the mailbox folder you want to export.

· Select a destination and file name.

Perform the export, then check the resulting PST file

Even if the process is straightforward, users can have a hard time. Some practical trouble shooting tips:

Authentication or sign-in failure: Confirm your account details, network connection, and your organization’s sign-in policies. Verify whether admin approval or a particular authentication method is needed.

Mailbox export incomplete: Ensure the right folders were selected and that the account has permission to access them. Look for any error messages, and re-run the export as needed.

Not enough disk space. Before you start another backup, make sure the destination drive has enough free space.

Attachments missing or bad formatting: Test exported messages in a compatible application and verify that critical records match the original mailbox. Don’t assume that all formats preserve all features to the same degree.

Backup interrupted. Make sure you have a working network connection and check the software for recovery or restart options before you start again.

Best Practices for Handling Local Email Backups

To make your backup strategy more reliable, follow these suggestions:

Conclusion

A pragmatic approach to saving Microsoft 365 emails locally can be used for making additional copies of vital communications, aiding in email migration, and improving access to archived records. Users can opt for Outlook's own PST export feature or use a specific utility if they require more export formats, provided their configuration supports it.

Office 365 Backup Expert offers a choice of exporting Office 365 data in PST, MSG, EML, EMLX and MBOX file formats. This guide walks users through preparing a local backup, selecting a suitable destination, and inspecting the exported files.