How to Export Emails From Outlook (Every Mailbox, Every Folder)
Here is how to export emails from outlook for the whole company. Microsoft changed how mailbox exports work in 2025. Here's the current process for exporting every mailbox to PST, and the quick way to export a single mailbox.
For a whole company on Microsoft 365, export mailboxes through eDiscovery in the Microsoft Purview portal at purview.microsoft.com: create a case, search the mailboxes, then export to PST, one file per mailbox. Downloads now happen in the browser. The old eDiscovery Export Tool was retired in August 2025, so older guides are out of date. For one mailbox, classic Outlook for Windows can export a PST directly.
How to export emails from Outlook: before you start
| Method | Best for | Notes |
|---|---|---|
| Purview eDiscovery | Every mailbox in the company | Needs eDiscovery permissions and an E3 or E5 license for the user running it |
| Classic Outlook for Windows | One mailbox at a time | File, Open & Export, Import/Export, Export to a file, Outlook Data File (.pst) |
Microsoft retired Content Search, eDiscovery Standard and the eDiscovery Export Tool on August 31, 2025. Everything now runs from the new eDiscovery experience in the Purview portal.
Step by step
01Get eDiscovery access
Have your Microsoft 365 admin assign you eDiscovery permissions in Purview. The person running the export needs a Microsoft 365 E3 or E5 license.
02Create a case and search
At purview.microsoft.com, open eDiscovery, then Cases. Create a case, add a search that covers all mailboxes, and run it.
03Choose export options
On the search, select Export and name it. Choose Export items with items report and Create PSTs for messages. Select the option to organize data into separate PSTs so you get one file per mailbox, and keep the folder structure.
04Set package sizes
PST files can be capped at 1, 2, 5 or 10 GB, and zip packages at 2, 10, 20 or 40 GB. Defaults are 5 GB and 10 GB.
05Download in the browser
Track the job in Process manager. When it finishes, open Export packages and select Download packages. Use a current version of Edge, allow pop-ups and multiple downloads, and extract with 7-Zip or WinZip.
Deadlines to watch
| Deadline | Rule |
|---|---|
| Download window | Packages are deleted 14 days after creation |
| Run time | Exports running over 7 days are cancelled, so split large ones by date range |
How to find the size of your Outlook data
In the Microsoft 365 admin center, the Exchange mailbox usage report shows storage per mailbox. Add up all mailboxes, including shared mailboxes and former employees' mailboxes you kept.
What a full Outlook export is worth
AI companies license company records like this to train software agents on real work. Years of email with customers and vendors show how a company really runs. Buyers value complete mailboxes, including former employees, over a handful of current users.
Buyers price on depth: years of continuous history with real discussion in it. A partial export or a single report is worth far less than the complete record.
How much is your Outlook data worth? · Run the value calculator
Common problems
- Old export tool won't install. It was retired in August 2025. Downloads now happen in the browser from the Purview portal.
- Download keeps failing. Allow pop-ups and multiple downloads, allow cookies for the eDiscovery download domains, and turn off tracking prevention for the site.
- Export cancelled. Jobs running past seven days are cancelled. Split by date range.
- Packages gone. They're deleted after 14 days. Download as soon as the job finishes.
- Can't find PST export in new Outlook. Use classic Outlook for Windows for single-mailbox PST exports, or Purview for the whole company.
Common questions
How do I export all emails from Outlook for my company?
Use eDiscovery in the Microsoft Purview portal. Search all mailboxes, export to PST with one file per mailbox, and download from the browser.
How do I export one Outlook mailbox to PST?
In classic Outlook for Windows, go to File, Open & Export, Import/Export, Export to a file, then Outlook Data File (.pst).
Is the eDiscovery Export Tool still available?
No. Microsoft retired it on August 31, 2025. Exports now download directly in the browser.
Should I export Outlook before closing my business?
Yes. Once Microsoft 365 is cancelled and the retention period ends, the mailboxes are gone.