Export Outlook 2010

Exporting Outlook 2010 is a cinch.  Follow the instructions below for MAC and PC.

MAC Instructions

Exporting the whole mailbox, one folder, or a category of mail

There is more than one way to export email from a desktop installation of Outlook for Mac, but the
following steps are the most reliable way to ensure that you export everything you want.

1. Click on File in the toolbar at the top of the screen.
2. Select Export.
3. Select Outlook for Mac Data File (.olm)
4. If you want to archive your entire body of email, select “Items of the following types” and
choose “Mail.”
5. If you only want to archive one folder, you can assign that folder a category and choose “Items
that are in the category” and then select the category that you assigned to that folder.
a. How to assign categories: (In the top menu bar, click Message > Categorize > Edit
b. From here, you can add or rename the categories.
c. Close out of the Edit Categories window.
d. From the Home tab in Outlook, click on the folder you want to categorize and select all
the messages in the folder “Categorize,” then select the category you want to assign to
that folder from the drop-down list.
e. Now the items in that folder should be categorized.
6. A window will appear and ask if you want to delete items from your Outlook folder after export.
This is up to you. Click yes or no, then click the right arrow.
7. A window will appear that will allow you to choose a place to save your export. Save it
somewhere on your computer where you will be able to find it again, or on a flash drive.
8. Click “Save,” then the window will close and you will see another window saying “Export
Complete.” Click “Done” and the export will be complete.

Exporting individual emails

1. Right click on the email you want to export.
2. Select “Print.”
3. In the window that appears, click on the button that says “PDF” and choose “Save as PDF.”
4. A window will appear that will allow you to save the PDF wherever you choose. Choose a
meaningful name for the file. Click “Save” and you have finished.

PC Instructions

1. Under “File,” click “Options.” Then select “Advanced.”
2. Under the “Export header, click “Export.”
3. Select “Export to a File,” then “Outlook Data File (.pst).”
4. Choose the folder you wish to export. If you want to export the whole mailbox, select “Inbox.” If
you want to export a single folder, select that folder. If you want to export multiple folders, go
back to your mailbox, create a new folder and drag the folders you want to export into it.
5. Click “Next,” then click “Browse” to select where you want to save the PST file. Select the rule
for duplicates that suits your preferences. Click “Finish.”
6. If you are transferring the PST file to the Archives, do not add a password. Just click “OK.”

Exporting individual emails

1. Select the email you want to export.
2. Click “File,” then “Save as.”
3. Choose the format in which you would like to save the message. Outlook Message format can
be read only by Outlook, while Text Only and HTML can be opened in other applications.
4. Input your desired file name and choose where you would like to save the file, then click “Save.”