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Been searching the best way to download Office 365 emails lately? Here is all you need! Get the explicit solutions to save all your Office 365 online mailbox data to local storage with methods that are mentioned here.

“My organisation has provided me with an Office 365 account for email purposes. I am leaving from here very soon, but I would like to download my emails to my PC. I don’t find any way to do this distinctly. How do I download all emails from Office 365 that I can load into another email client?”

Since Office 365 is a cloud-based Suite, we somehow need to have a backup or simply export the data to on-premises. Microsoft doesn’t provide a direct method through which you can download the mailbox data to your local storage, however you can adapt a couple of approaches which we are going to discuss below.

Also Read :How to Backup Office 365 Essentials Account – Complete Guide

How to Download Office 365 Emails – 3 Best Ways

These are the best 3 approaches I believe, user must opt to if wondering how do I download all emails from Office 365 mailbox.

Techniques to Download Office 365 Email:

1. Configuration of O365 account with Outlook desktop
2. Automated Direct Method to Save Emails of O365 webmail
3. Save Outlook Web App Email Files as HTML / PDF

Let’s understand each method in detail.

Method #1 – Configure Office 365 with Outlook Desktop Application

Prerequisite: For this approach, you need to have installed any desktop version of Outlook on your system.

1. Go to your system’s Control Panel and choose Mail
2. Click on Add option on the Mail window
3. Now in the opened dialog box choose Manual setup or additional server types >> hit Next
4. Here choose “Office 365”, followed by entering your Office 365 logincredentials >> click Next
5. Your Office 365 account will be verified in a while and then you will see Autodiscover.xml login window where you need to enter O365 login details >> hit Next
6. If everything goes right, you will receive a notification window with Congratulation messages

You have to open your Outlook account and check all your Office 365 emails.

Now that you have configured Office 365 account with Outlook desktop version, it’s time to download Office 365 emails to desktop. Follow the below steps:

• Open Outlook >> go to File option >> click on Import & Export
• Under Import & export wizard choose Export to a File
• Choose Outlook data file option to migrate emails to PST file.
• Mark check the checkbox to include Subfolders >> click Finish.

Method #2 – Direct Solution to Download All Office 365 Emails (Experts Suggested)

The automated tool named as SysTools Office 365 Email Backup and Restore is a smart choice to quickly download Office 365 mailbox data into PST and EML formats securely. Built with advanced algorithms, the backup utility provides multiple features along with backing up the huge Office 365 data in one shot.

You got to export Office 365 shared mailbox data as well. With the Restore option, you can restore a PST file from your local storage to Office 365 cloud mailbox.

You can download the free version of the tool here and then follow the below steps:

1. Download and Install O365 Backup tool
2. Login as either Office 365 administrator or Single User
3. Select the Office 365 Backup option to download mail >> click Next
4. Browse a location for data to be saved >> click Export
5. Choose file type & other settings like Date filter or Naming convention if required >> hit Start to save O365 mail.

Method #3 – Save Email Files As HTML or PDF

This method is really simple and can be applied to download Office 365 email files one by one. But it becomes a daunting process when applied to save a lot number of email messages. Follow the below steps:

As HTML-

• Go to Mail view >> Open the inbox folder containing required emails.
• Go to File option >> click Save As >> provide a location path to the emails on your local storage.
• Now select the file format HTML from the Save As drop down menu >> hit Save.

As PDF-

Since PDF is not a default file format supported by Microsoft, we can’t directly save emails in PDF extension. For that, we will have to choose the html format first and then follow the below steps:

• First of all, follow the above steps performed for HTML.
• In Outlook, navigate to File >> choose Open >> browse the HTML file created initially.
• Navigate to File >> hit Save As >> choose PDF format from the drop down menu >> Tap Save

Wrapping Up

Users can opt for any of the above-described methods on how to download Office 365 emails. The configuration method would be lengthy and time-consuming, and if the data is huge, Outlook freezes. The software is an instant way to download all emails from Office 365 Outlook to the desktop in a short time span. So make a choice according to your convenience.

Frequently Asked Queries

No, PDF is not a default file format supported by Microsoft. Hence to save Office 366 emails as PDF first you need to convert your data into HTML and then into PDF file.

Yes, if your system is installed with MS Outlook then you can access your Office 365 emails within it. Only you need to do is configure your account in Outlook application with Office 365 credentials. This will also help you to save your emails in the local system.

Follow the steps to download your O365 data in HTML format:
1) Go to the Mail View.
2) Open the mailbox which you want to save.
3) Select Save As from File option and provide the destination file location.
4) Select the file format as HTML from the drop down menu & save.

Yes with the help of Office 356 backup and restore automated solution you can save your data selectively. It provides the date filter option which allows you to save the data between the particular date.

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NOTE:

Between mid October 2019 and mid February 2020 everyone in the Army was migrated to use their PIV Authentication certificate for Email access. You no longer use the Email certificate for Enterprise Email or any CAC enabled websites

Mac users who choose to upgrade (or already have upgraded) to Mac OS Catalina (10.15.x) will need to uninstall all 3rd Party CAC enablers per https://militarycac.com/macuninstall.htm AND reenable the built in smart card ability (very bottom of macuninstall link above)

If you purchased your Mac with OS Catalina (10.15.x) already installed, you can skip the uninstall part above and follow the instructions below.

6 'high level' steps needed, follow down the page to make this a painless systematic process

Step 1: Is your CAC reader Mac friendly?

Visit the USB Readers page to verify the CAC reader you have is Mac friendly.

Visit the USB-C Readers page to verify the CAC reader you have is Mac friendly.

'Some, not all' CAC readers may need to have a driver installed to make it work.

NOTE: Readers such as: SCR-331 & SCR-3500A may need a firmware update (NO OTHER Readers need firmware updates).

Information about these specific readers are in Step 2

Step 2: Can your Mac 'see' the reader?

Plug the CAC reader into an open USB port before proceeding, give it a few moments to install

Step 2a: Click the Apple Icon in the upper left corner of the desktop, select 'About This Mac'

Step 2b: Click 'System Report...' (button)

Step 2c: Verify the CAC reader shows in Hardware, USB, under USB Device Tree. Different readers will show differently, most readers have no problem in this step. See Step 2c1 for specific reader issues.

Step 2c1: Verify firmware version on your SCR-331 or GSR-202, 202V, 203 CAC, or SCR-3500a reader. If you have a reader other than these 5, Proceed directly to step 3

Step 2c1a-SCR-331 reader

If your reader does not look like this, go to the next step.

In the 'Hardware' drop down, click 'USB.' On the right side of the screen under 'USB Device Tree' the window will display all hardware plugged into the USB ports on your Mac. Look for “SCRx31 USB Smart Card Reader.” If the Smart Card reader is present, look at 'Version' in the lower right corner of this box: If you have a number below 5.25, you need to update your firmware to 5.25. If you are already at 5.25, your reader is installed on your system, and no further hardware changes are required. You can now Quit System Profiler and continue to Step 3.

Step 2c1b-SCR-3500A reader

If you have the SCR3500A P/N:905430-1 CAC reader,you may need to install this driver, as the one that installs automatically will not work on most Macs. Hold the control key [on your keyboard] when clicking the .pkg file [with your mouse], select [the word] Open

Step 3: Verify which version of MacOS do you have?

(You need to know this information for step 6)

Step 3a: Click the Apple Icon in the upper left corner of your desktop and select 'About This Mac'

Step 3b: Look below Mac OS X for: Example: Version 10.X.X.

Step 4: Figure out which CAC (ID Card) you have

(You need to know this information for step 6)

Look at the top back of your ID card for these card types. If you have any version other than the six shown below, you need to visit an ID card office and have it replaced. All CACs [other than these six] were supposed to be replaced prior to 1 October 2012.

Find out how to flip card over video

Step 5: Install the DoD certificates (for Safari and Chrome Users)

Go to Keychain Access

Click: Go (top of screen), Utilities, double click Keychain Access.app

(You can also type: keychain access using Spotlight (this is my preferred method))

Select login (under Keychains),and All Items (under Category).

Download the 5 files via links below (you may need to <ctrl> click, select Download Linked File As... on each link) Save to your downloads folder

Please know... IF You have any DoD certificates already located in your keychain access, you will need to delete them prior to running the AllCerts.p7b file below.

https://militarycac.com/maccerts/AllCerts.p7b,

https://militarycac.com/maccerts/RootCert2.cer,

https://militarycac.com/maccerts/RootCert3.cer,

https://militarycac.com/maccerts/RootCert4.cer, and

Double click each of the files to install certificates into the login section of keychain

Select the Kind column, verify the arrow is pointing up, scroll down to certificate, look for all of the following certificates:

DOD EMAIL CA-33 through DOD EMAIL CA-34,

DOD EMAIL CA-39 through DOD EMAIL CA-44,

DOD EMAIL CA-49 through DOD EMAIL CA-52,

DOD EMAIL CA-59,

DOD ID CA-33 through DOD ID CA-34,

DOD ID CA-39 through DOD ID CA-44,

DOD ID CA-49 through DOD ID CA-52,

DOD ID CA-59

DOD ID SW CA-35 through DOD ID SW CA-38,

DOD ID SW CA-45 through DOD ID SW CA-48,

DoD Root CA 2 through DoD Root CA 5,

DOD SW CA-53 through DOD SW CA-58, and

DOD SW CA-60 through DOD SW CA-61

NOTE: If you are missing any of the above certificates, you have 2 choices,

1. Delete all of them, and re-run the 5 files above, or

2. Download the allcerts.zip file and install each of the certificates you are missing individually.

Errors:

Download Outlook 365 Mac

Error 100001 Solution

Error 100013 Solution

You may notice some of the certificates will have a red circle with a white X . This means your computer does not trust those certificates

You need to manually trust the DoD Root CA 2, 3, 4, & 5 certificates

Double click each of the DoD Root CA certificates, select the triangle next to Trust, in the When using this certificate: select Always Trust, repeat until all 4 do not have the red circle with a white X.

You may be prompted to enter computer password when you close the window

Once you select Always Trust, your icon will have a light blue circle with a white + on it.

The 'bad certs' that have caused problems for Windows users may show up in the keychain access section on some Macs. These need to be deleted / moved to trash.

The DoD Root CA 2 & 3 you are removing has a light blue frame, leave the yellow frame version. The icons may or may not have a red circle with the white x

If you have tried accessing CAC enabled sites prior to following these instructions, please go through this page before proceeding

Clearing the keychain (opens a new page)

Please come back to this page to continue installation instructions.

Step 5a: DoD certificate installation instructions for Firefox users

NOTE: Firefox will not work on Catalina (10.15.x), or last 4 versions of Mac OS if using the native Apple smartcard ability

Download AllCerts.zip, [remember where you save it].

double click the allcerts.zip file (it'll automatically extract into a new folder)

Option 1 to install the certificates (semi automated):

From inside the AllCerts extracted folder, select all of the certificates

<control> click (or Right click) the selected certificates, select Open With, Other...

In the Enable (selection box), change to All Applications

Select Firefox, then Open

You will see several dozen browser tabs open up, let it open as many as it wants..

You will eventually start seeing either of the 2 messages shown next

If the certificate is not already in Firefox, a window will pop up stating 'You have been asked to trust a new Certificate Authority (CA).'

Check all three boxes to allow the certificate to: identify websites, identify email users, and identify software developers

or

'Alert This certificate is already installed as a certificate authority.' Click OK

Once you've added all of the certificates...
• Click Firefox (word) (upper left of your screen)
• Preferences
• Advanced (tab)
• Press Network under the Advanced Tab
• In the Cached Web Content section, click Clear Now (button).
• Quit Firefox and restart it

Option 2 to install the certificates (very tedious manual):

Click Firefox (word) (upper left of your screen)

Preferences

Advanced (tab on left side of screen)

Certificates (tab)

View Certificates (button)

Authorities (tab)

Import (button)

Browse to the DoD certificates (AllCerts) extracted folder you downloaded and extracted above.

365 For Mac

Note: You have to do this step for every single certificate

Note2: If the certificate is already in Firefox, a window will pop up stating: 'Alert This certificate is already installed as a certificate authority (CA).' Click OK

Office For Mac Installer

Note3: If the certificate is not already in Firefox, a window will pop up stating 'You have been asked to trust a new Certificate Authority (CA).'

Check all three boxes to allow the certificate to: identify websites, identify email users, and identify software developers

Once you've added all of the certificates...
• Click Firefox (word) (upper left of your screen)
• Preferences
• Advanced (tab)
• Press Network under the Advanced Tab
• In the Cached Web Content section, click Clear Now (button).
• Quit Firefox and restart it

Step 6: Decide which CAC enabler you can / want to use

Only for Mac El Capitan (10.11.x or older)

Microsoft 365 Download For Mac

After installing the CAC enabler, restart the computer and go to a CAC enabled website

NOTE: Mac OS Sierra (10.12.x), High Sierra (10.13.x), Mojave (10.14.x) or Catalina (10.15.x) computers no longer need a CAC Enabler.

Try to access the CAC enabled site you need to access now

Mac support provided by: Michael Danberry