Exporting Outlook emails and contacts is useful when you are changing computers, creating a backup, moving data to another account, or preparing to migrate from Microsoft Outlook to another email service. Fortunately, Outlook provides built-in options for exporting mailbox data and contact information.
This guide explains how to export Outlook emails and contacts using Outlook for Windows, including how to save emails to a PST file and export contacts for future use.
Why Export Outlook Emails and Contacts?
Before making major changes to your email setup, creating a backup can help protect important information.
You may want to export Outlook data when:
- Moving to a new computer
- Switching Microsoft 365 accounts
- Creating an offline backup
- Migrating email to another Outlook profile
- Archiving older messages
- Saving contacts before changing accounts
- Troubleshooting an Outlook profile
- Preparing for an email migration
A properly created Outlook data file can contain emails, folders, calendars, contacts, and other mailbox information depending on the account and export options you select.
What Is a PST File?
Outlook commonly uses a PST (Personal Storage Table) file for exporting mailbox data.
A PST file can store Outlook information such as:
- Email messages
- Inbox and Sent Items
- Custom mail folders
- Contacts
- Calendars
- Tasks
- Notes
The exact information available for export can depend on your Outlook version and account type.
PST files are especially useful when you need to transfer Outlook information between computers or keep an additional local copy of important mailbox data.
How to Export Outlook Emails
The following method applies primarily to the classic Outlook desktop application for Windows.
Step 1: Open Outlook
Launch Microsoft Outlook on your Windows computer.
Make sure the account containing the emails you want to export is visible in Outlook.
Step 2: Open the Import and Export Wizard
Select File from the Outlook menu.
Depending on your Outlook version, select:
Open & Export > Import/Export
This opens the Import and Export Wizard.
Step 3: Choose Export to a File
Select:
Export to a file
Then click Next.
Outlook will display several file types that can be used for exporting information.
Step 4: Select Outlook Data File
Choose:
Outlook Data File (.pst)
Click Next to continue.
Step 5: Select the Mailbox Folder
Select the folder you want to export.
For example, you could select:
- Inbox
- Sent Items
- Archive
- A custom folder
- The entire mailbox
If you want to include subfolders, enable:
Include subfolders
This option is particularly useful when your mailbox contains multiple folders.
Step 6: Choose Where to Save the PST
Click Browse and select a location for the exported PST file.
Choose a location with enough free storage space.
For example, you might save the file to an external drive if the goal is to move the mailbox to another computer.
Enter a recognizable filename such as:
Outlook-Email-Backup.pst
Then click Finish.
Step 7: Set a Password if Needed
Outlook may provide an option to protect the PST file with a password.
A password can provide an additional layer of protection, particularly if the file contains sensitive business or personal information.
However, make sure you can remember the password. Losing access to a protected PST can create problems when you need to open the backup later.
How to Export Outlook Contacts
Contacts can be exported separately if you want a portable list of names, email addresses, phone numbers, and other contact information.
Step 1: Open the Export Wizard
In classic Outlook, go to:
File > Open & Export > Import/Export
Select:
Export to a file
Then click Next.
Step 2: Choose a File Format
Depending on your needs and Outlook version, you may be able to choose a format such as:
- Outlook Data File (.pst)
- Comma Separated Values (.csv)
CSV is particularly convenient when you need to transfer contacts to another application that supports spreadsheet-style contact data.
Step 3: Select Your Contacts Folder
Choose the Contacts folder associated with the account you want to export.
Click Next.
Step 4: Choose the Destination
Click Browse and select where you want to save the exported contact file.
Give the file a descriptive name, such as:
Outlook-Contacts.csv
or
Outlook-Contacts.pst
Click Finish to complete the export.
Export Emails and Contacts Together
If your goal is to create a more complete Outlook backup, exporting the mailbox to a PST file can be more convenient than creating separate exports.
When selecting the mailbox or top-level folder in the export wizard, enable Include subfolders.
This allows Outlook to include information stored within the selected folder structure.
Keep in mind that the exact content Outlook can export may vary depending on the type of account and Outlook configuration.
How to Export Only Selected Outlook Emails
You may not need to export your entire mailbox.
If you only want to preserve specific messages, you can organize them into a dedicated Outlook folder first.
For example:
- Create a folder named Important Emails.
- Move or copy the messages you want to preserve into that folder.
- Open the Import/Export Wizard.
- Choose Export to a file.
- Select Outlook Data File (.pst).
- Select the Important Emails folder.
- Enable Include subfolders if required.
- Save the resulting PST file.
This approach can produce a smaller and more manageable backup.
How to Export Outlook Contacts to CSV
CSV is useful when you want contacts that can be opened in spreadsheet applications or imported into another service.
A typical process is:
- Open Outlook.
- Go to File > Open & Export > Import/Export.
- Select Export to a file.
- Choose Comma Separated Values.
- Select the Contacts folder.
- Choose a destination.
- Enter a filename.
- Complete the export.
The exported CSV file can then be opened with Microsoft Excel or imported into compatible contact-management services.
PST vs. CSV: Which Should You Use?
The best format depends on what you are trying to accomplish.
| Format | Best For | Typical Data |
|---|---|---|
| PST | Outlook backup and migration | Emails, folders, contacts, calendars, and other Outlook data |
| CSV | Contact transfer | Contact fields such as names, addresses, and email addresses |
If you are moving Outlook data to another Outlook installation, PST is generally the more appropriate format.
If you simply need a portable list of contacts, CSV can be more convenient.
How to Import the Exported Data Later
Creating a backup is only half of the process. You should also know how to restore or import it.
To import a PST file in classic Outlook:
- Open Outlook.
- Select File.
- Choose Open & Export.
- Select Import/Export.
- Choose Import from another program or file.
- Select Outlook Data File (.pst).
- Browse to your PST file.
- Choose how duplicate items should be handled.
- Select the folders you want to import.
- Complete the wizard.
The imported information can then appear in Outlook alongside your existing mailbox data.
Tips for a Safe Outlook Export
1. Check Available Storage
Large mailboxes can produce large PST files. Make sure your destination drive has sufficient free space.
2. Keep the Original Data
Do not delete your original emails immediately after exporting them.
First, verify that the exported data is usable.
3. Test the Backup
After creating a PST file, consider opening or importing it on a test Outlook profile or another computer.
A backup is much more useful when you know that it can actually be restored.
4. Use a Secure Storage Location
If the exported file contains sensitive information, store it somewhere secure.
Avoid leaving an important PST file on an unsecured public or shared computer.
5. Use Descriptive Filenames
Instead of names such as backup.pst, use filenames that identify the account and date.
For example:
Outlook-Backup-September-2026.pst
This makes it easier to identify older backups later.
Common Problems When Exporting Outlook Data
The Export Option Is Missing
The available export features can differ between Outlook versions. If you cannot find the Import/Export wizard, verify which Outlook application you are using.
The newer Outlook experience does not always provide the same desktop features as classic Outlook.
The PST File Is Very Large
A large mailbox can result in a large PST file.
Consider exporting only the folders you actually need or organizing older messages before creating the backup.
Contacts Are Missing
Make sure you selected the correct Contacts folder during the export process.
If multiple accounts are configured in Outlook, each account can have its own contact data.
Some Emails Are Not Included
Check the folder selected during the export process and confirm that Include subfolders was enabled when appropriate.
Also verify whether the messages are stored in another folder, archive, or separate mailbox.
Best Practices for Outlook Email and Contact Backups
A reliable backup strategy should go beyond creating a single file and forgetting about it.
Consider maintaining:
- A primary Outlook data backup
- A second copy on separate storage
- A clearly labeled backup date
- A secure location for sensitive data
- Periodic backup updates
- A tested restoration process
For particularly important business information, keeping backups in more than one physical location can reduce the risk of losing everything because of hardware failure or accidental deletion.
Frequently Asked Questions
Can I export all my Outlook emails?
Yes. In classic Outlook, you can use the Import/Export wizard and select the mailbox or appropriate top-level folder before exporting it to a PST file.
Can I export Outlook contacts without exporting emails?
Yes. You can select the Contacts folder during the export process and save the information separately, including as a CSV file when supported.
Does exporting Outlook emails delete them?
No. Exporting creates a separate copy of the selected information. Your original Outlook messages remain in the mailbox unless you manually delete them.
Can I use a PST file on another computer?
Yes. A PST file can generally be opened or imported into a compatible Outlook desktop installation.
Is CSV better than PST for contacts?
It depends on your goal. CSV is convenient for moving contact information between applications, while PST is more closely associated with Outlook data and can preserve a broader range of Outlook information.
Should I back up Outlook before changing computers?
Creating a backup before replacing or resetting a computer is a sensible precaution. It gives you an additional copy of important information in case something goes wrong during the transition.
Conclusion
Knowing how to export Outlook emails and contacts can make computer upgrades, account migrations, and backup tasks much safer. For comprehensive Outlook data, a PST export is useful because it can preserve mailbox folders and other Outlook information. For contact lists that need to work with other applications, CSV can be a practical choice.
Before deleting or moving your original Outlook data, always verify that the exported files are complete and accessible. A tested backup provides much greater protection than an export that has never been opened or restored.