New Outlook save all emails: Why you need this solution?
“How do I backup all my emails from the new Outlook app? I’ve been using the new version for months and need to export everything for compliance purposes, but I can’t find the same export options that were available in classic Outlook.”
This question reflects a common challenge many organizations face when transitioning to Microsoft’s New Outlook experience. The interface changes have moved familiar features to different locations, and some traditional export methods require alternative approaches in the modernized application environment.
New Outlook email backup on Windows 11
The New Outlook application represents Microsoft’s unified email experience across desktop and web platforms, but this modernization has changed how users access traditional mailbox export functions. Unlike classic Outlook where PST export was prominently featured in the File menu, the new version requires different approaches to achieve comprehensive email backup and data export.
We will show three proven methods to download mailbox data from New Outlook, including PST file creation, cloud-based backup solutions, and automated export workflows. You’ll learn to backup individual folders, complete mailboxes, and maintain ongoing data preservation strategies that work seamlessly with the new Outlook interface.
Before proceeding, ensure you have administrative access to your Microsoft 365 account, sufficient local storage space for export files, and appropriate organizational permissions for data export activities. We’ll be using New Outlook desktop application, Microsoft 365 admin center, and PowerShell commands where applicable.
Exporting emails from Outlook: Method 1 – PST file creation
The most comprehensive approach to export new Outlook emails involves creating Personal Storage Table files that contain complete mailbox data including emails, contacts, calendar items, and folder structures.
- Access the New Outlook application and navigate to the File menu located in the upper-left corner of the interface, then select the Account Settings option to reveal additional configuration choices.
- Choose “Account Settings” from the dropdown menu, which opens a new dialog window displaying your connected email accounts and their current synchronization status with detailed connection information.
- Click the “Data Files” tab within the Account Settings dialog, where you’ll find options to manage existing PST files and create new export files for your mailbox data.
- Select “Add” to create a new Personal Storage Table file, then choose a secure location on your local drive where the exported data will be stored safely.
- Navigate to File menu again and select “Open & Export” followed by “Import/Export” to launch the comprehensive data export wizard that handles various file formats and export scenarios.
- Choose “Export to a file” from the Import and Export Wizard options, then select “Outlook Data File (.pst)” as your preferred export format for maximum compatibility across systems.
Expert Tip: Create separate PST files for different date ranges or folder types to manage large mailboxes more efficiently and reduce export processing time.
Export new Outlook emails: Configuring export parameters
- Select the specific folders you want to export from the folder tree structure, including Inbox, Sent Items, Drafts, and any custom folders you’ve created for organizational purposes.
- Check the “Include subfolders” option to ensure complete data export of nested folder structures and maintain the original mailbox organization in your backup file.
- Choose the export file location and provide a descriptive filename that includes the date range and mailbox identifier for easy identification in future data recovery scenarios.
- Configure the export options by selecting “Replace duplicates with items exported” to ensure the most current version of each email is preserved in the backup file.
- Click “Finish” to begin the export process, which may take several hours depending on your mailbox size and the amount of data being processed.
Method 2 – Cloud-based backup solutions
Modern organizations increasingly rely on cloud-based approaches to export mail New Outlook data, leveraging Microsoft’s native backup capabilities and third-party solutions for comprehensive data preservation strategies.
- Access the Microsoft 365 admin center through your web browser and navigate to the Exchange admin center where mailbox management tools are centrally located for organizational oversight.
- Select “Recipients” from the left navigation menu, then choose “Mailboxes” to display a comprehensive list of all user mailboxes within your organization’s tenant environment.
- Click on the specific user mailbox you want to export, then select “Manage mailbox delegation” to configure appropriate permissions for data export activities and administrative access.
- Navigate to “Compliance management” section and select “In-Place eDiscovery & Hold” to create a discovery search that encompasses the specific mailbox data you need to preserve.
- Create a new eDiscovery case by clicking “New” and providing detailed case information including the export purpose, date ranges, and specific search criteria for targeted data retrieval.
Important Tip: eDiscovery exports maintain legal compliance standards and provide detailed audit trails for organizational data governance requirements.
Saving emails from new version: Automated export workflows
- Configure search parameters by specifying date ranges, sender/recipient criteria, and keyword filters to narrow down the export scope and reduce processing time significantly.
- Review the search results preview to verify that your parameters capture the intended mailbox data before proceeding with the full export process that may consume significant system resources.
- Click “Export” and choose “Export Exchange content” to begin the automated backup process that creates downloadable archive files containing your specified mailbox data.
- Download the export files using the provided secure link and verification code that Microsoft generates for each export session to maintain data security standards.
- Extract the downloaded files to a secure location and verify the integrity of exported data by spot-checking various folders and email items for completeness.
Method 3 – PowerShell automation
Advanced users can leverage PowerShell commands to create automated export workflows that handle large-scale mailbox data extraction with minimal manual intervention and enhanced scheduling capabilities.
- Open PowerShell as administrator and install the Exchange Online Management module by running the command that connects your local environment to Microsoft 365 services for remote mailbox management.
# Install Exchange Online Management module
Install-Module -Name ExchangeOnlineManagement
# Connect to Exchange Online
Connect-ExchangeOnline -UserPrincipalName admin@yourdomain.com- Create a new mailbox export request using the New-MailboxExportRequest cmdlet with specific parameters for target mailbox, export location, and content filtering options as needed.
# Export specific user mailbox to PST file
New-MailboxExportRequest -Mailbox "user@yourdomain.com" -FilePath "\\server\share\exports\user_backup.pst"- Monitor the export progress using Get-MailboxExportRequest command to track completion status and identify any potential issues that might require administrative intervention during the process.
- Configure automated scheduling by creating PowerShell scripts that run at predetermined intervals, ensuring consistent backup operations without manual oversight requirements for busy administrative teams.
Troubleshooting common issues
During the export process, several challenges commonly occur that can interrupt data backup operations or result in incomplete mailbox exports that require specific resolution approaches.
- Export process fails with “insufficient permissions” error: Verify that your account has the necessary Mailbox Import Export role assigned in Exchange admin center and restart the export process after permission updates.
- PST file becomes corrupted during large exports: Split large mailboxes into smaller date-range exports using content filters, and use the