How to Export Email to PST without Outlook Installation?

Summary: Email exchanges form the basis for both personal and business correspondence. Digital communications provide secure functionality for business communications and personal correspondence for the user’s mailbox. However, the need to change from one provider to another in terms of changing the mailbox, the email setup, or retaining old information is common for many users.

Hence, ensuring the protection of critical emails is essential to safeguard the email information. The guide provides the analysis of the manual as well as automated methods, that can be utilized in order to export emails to PST file format. The process of email protection with the help of specialized program, such as MailsWare, ensures efficiency of the protection process.

Significant Reasons to Export Email to PST File

A PST file is a file type invention of Microsoft Outlook for retaining emails, calendar entries and contacts along with all the data available in the mailbox. The process of exporting emails into PST file format brings many advantages as mentioned below:

• Access regardless of Internet: You will always have access to emergency messages without being online.
• Safety: You will not have any worries about the data being lost as everything will be kept on your HDD or external drive.
• Convenient transfer: If there comes a time when you need the emails transferred to other Microsoft Outlook devices you can easily transfer all the emails.
• Mailbox performance: You can use this file type to make more space on your mail server.

How to Export Email to PST Manually?

1. Step 1 – Gather Credentials: Make sure that you have email ID and password of the source mail platform for which you wish to export emails to PST. Any necessary security credentials specifically the app password or 2FA code, etc. should be configured.
2. Step 2 – Ensure Account Access: Access your source mail account platform just to check and verify whether your login and the additional security credentials are active and working.
3. Step 3 – Configure Outlook: Open Microsoft Outlook and set up your source email account for which you wish to export emails in PST using the incoming IMAP and outgoing SMTP mail server configurations along with SSL/TLS.
4. Step 4 – Synchronize Mailbox: Give Outlook enough time to load and sync all the mail messages and folders from the servers of your source email platform, depending on the size of the mailbox to be exported.
5. Step 5 – Export to PST: Go to File > Open & Export > Import/Export to export your email account data. Click on your source account name, and choose the destination location to save the backup on your computer in PST format.

Limitations of Manual Method

• Time Consumption and Labor-Intensive Process: The manual way to export emails to PST file format or backups of several emails involves upholding and monitoring the entire process continuously that requires enormous amount of time and manual effort.
• Risk of Inaccuracies: The manual operation of moving, storing, and handling files is prone to errors. Deleting important emails and overlooking structuring and folders are common occurrences.
• Lack of Automation: Manual export procedures are not able to facilitate automatic updates in the background. Therefore, whenever there are updates or new activities in your source email account, you have to start the backup process from scratch again.
• Requirement to Install Extra Program: The manual process of email backup creation does not eliminate the need to have a licensed version of Outlook installed on your computer, causing unnecessary software waste if you do not use Outlook regularly.

Export Email to PST File Using Professional Tool: MailsWare

MailsWare Email Backup Toolkit is a sophisticated and user-friendly program that allows users to export their emails right onto a local hard drive. The program has advanced features which allow users to save directory structures, messages headers, and attachments intact. The software supports many export options with famous formats like PST, MBOX, PDF, EML and MSG as well as directly migrating to various online services. This flexibility allows users to have everything they need for easy email backup and migration. MailsWare makes data management look very easy and straightforward.

How to Export Email to PST File Format in a Stepwise Manner?

1. Download, install and launch the MailsWare utility on your PC.
2. Select your preferred email platform from the email source list. Input your mail account credentials, i.e. Username & Password. Make sure that any additional security credential such as Authentication codes, etc. are kept handy to authorize the login. In case you want to backup multiple email accounts, select the checkbox Use Batch Mode to input their login credentials using a CSV file.
   
3. In case you are unable to find your desired email platform in the email source list, please select IMAP Server option. Input your login credentials along with IMAP Host & Port details.
4. Click Login. It will successfully fetch your email data that you can preview and select items to backup as per your choice. Another incredible feature called Incremental Backup can be chosen to allow backup of only new or modified emails since your last backup.
   
5. Then click on the drop-down button of Select Saving Options and select PST option to export the files in PST format on the hard drive of your PC. Split PST option allows you to split the target PST file in your desired size for an easy data management and usage. Set the Destination Path where you want to store the backup files on your computer.
   
6. Choose Filters Options to create backup based on specific email attributes like To, From, CC, including additional friendly parameters.
   
7. Click the Scheduler option in case you want to create customized backup schedules as per your choice.
   
8. Click on the Backup button to allow software start the export process of your emails in PST.
9. Once the process gets successfully completed, a notification message will be shown to the user confirming the same along with a Savinglog.txt file comprising of the log of overall events.

Powerful Features of the Tool

• The software programming is done in a way that it does not hamper the integrity of emails during the process.
• Preserves email metadata, body, formatting and other vital/essential attributes of the email contents.
• It backs up your emails along with their attachments in the same format as they originally were, at the time of creation.
• The tool works fast and eliminates all the complications faced by users during backup.
• Allows you to backup selective email data using filter options or criteria such as, Sender, To, From, etc.
• Enables user to schedule the backup process by setting the timestamps.
• Provides multiple target file-formats and destination cloud-based platforms where the data could be backed-up or migrated.
• Besides hard drive, also enables backup to other useful storage media such as, USB, Flash Drive, NAS Storage, etc.
• Allows bulk export of your emails using the advanced & inbuilt Batch Mode feature.
• Offers the most powerful and dynamic Incremental Backup feature.
• Has customized file-naming capability that enables user to save the backed-up files in a specific naming format.
• Seamlessly compatible with both Windows & Mac powered PCs.

The Final Takeaway

It is essential that your digital communication is secured according to the different methods or email settings. It is a fact that if you want to change your mailbox data to PST file format you can do so with the help of trusted and professional tool like MailsWare to ensure safety and availability of your past data, attachments and other important files.

Common Queries

Q: What’s the major benefit of backing up an email account?

The major benefit of taking backup of emails is to protect important communication against all kinds of possible threats to email safety.

Q: Is it possible to backup email manually?

Of course! You’re free to backup your account up by yourself simply by configuring your account in Microsoft Outlook or another desktop application with the help of IMAP settings.

Q: Which types of formats can be used while working with email backup software, such as MailsWare?

MailsWare is a multifunctional software application which is able to store email data in a number of popular formats, such as PST, PDF, MBOX, EML, MSG, in accordance with your exporting, viewing or migrating needs.

Also See: How to import PST to IMAP?