How to Save Emails to USB Drive Quickly? Tested Methods

Summary: Correspondence either for personal affairs or business purposes originates from the exchange of emails. The fact that digital communication allows performing business functions and storing information in the email account proves that it is quite safe. However, the necessity of keeping messages away from the internet, creating copies for offline storage purposes, or driving data to the external storage is what many users are concerned about if looking for email storage methods.

Thus, assuring message safety and ensuring to save emails to USB drive timely and periodically is required to keep the important data safe. This article considers methods to save emails to USB drive or employ specialized software tool for emails exporting. Special way of email storing through MailsWare program is characterized by its efficiency in the saving of emails process.

Top Reasons to Save Emails to USB Drive

• Constant Accessibility: It allows you to maintain access to your emails without relying on the cloud, so your regular business activities are not affected by an internet failure, unforeseen networking problems, or ongoing server maintenance.
• Protection of Your Account: Being able to preserve all of your significant correspondence means that you can retrieve your information even if your account is restricted due to unanticipated reasons.
• Convenient Access on the Local Machine: This feature ensures that all of your emails are kept on your USB drive so that you can access, view, and manage your archived mails whenever you want, without an active internet connection.
• Total Control Over Your Information: Keeping your data on a portable USB drive means that you have full control over your files regardless of the fact that different cloud storage systems may change their policies all the time.

How to Save Emails to USB Drive Manually?

1. Step 1 – Gather Credentials: First of all, ensure that you have the requisite email ID and password of the source mail platform for which you wish to save emails on a USB drive. Along with that, do ensure that any necessary security credentials, specifically the app password or a two-factor authentication code or any other configuration code(s) are setup and properly 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 save emails in USB drive using the incoming IMAP and outgoing SMTP mail server configurations along with SSL/TLS.
4. Step 4 – Synchronize Mailbox: Give 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 – Save Emails to USB Drive: Go to File > Open & Export > Import/Export to export your email account data. Select Export to a file (.pst). Click on your source account name, and choose the destination location as the connected USB drive to save emails on USB drive.

Limitations of Manual Method

• Time Consumption and Labor-Intensive Process: The manual way to save emails to USB drive 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.
• Slow Process: The manual process of saving emails to USB drive could be enormously slow, depending on the size of mailbox that is being backed-up, the size of the connected USB drive, the USB port speed along with the other system resource allocation. The transfer of data might really ask for a real patience, considering all such parameters.

Save Emails to USB Drive Using Automation Software: MailsWare

MailsWare Email Backup Toolkit is a sophisticated and user-friendly program that allows users to export their emails right onto a local USB drive. The program has advanced features that 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 prominent cloud-based platforms. This flexibility allows users to have everything they need for a seamless email backup and migration. By merging a simple interface with advanced features like email filters, custom file names, automated scheduling and batch processing, MailsWare makes data management look effortless and straightforward.

How to Save Emails to USB Drive Automatically? Easy Steps

1. Download, install and launch the MailsWare utility on your PC.
2. Select required email platform from the list and input its Username & Password to login.
   
3. Select IMAP Server if your email source is not in list. Input User ID, Password, IMAP Host details to login.
4. Click Login. It will successfully fetch your email data that you can preview and select items to save emails to USB drive.
   
5. Click Select Saving Options and select format in which to save emails to USB drive. Select destination path of connected USB drive.
   
6. Click Backup button to save emails to the USB drive connected to the PC.
   
7. Once the process gets successfully completed, a notification dialog message will be shown to the user confirming the same.

Distinctive Features of the Tool

• The software programming of the tool 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.
• Offers Selective Export for the Email Folders like, exporting only the Sent folder, or excluding email content & attachments, etc.
• Provides multiple target file-formats and destination cloud-based platforms to backup or migrate the data.
• Besides USB drive, also enables backup to other useful storage media such as, Hard Disk, 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

In conclusion, regardless of whether you choose traditional manual archiving or use certain automated programs such as MailsWare, saving your emails on a USB drive is a valid and secure method of giving your data long-term safety and mobility. By taking the proper measures to save your emails offline, you can secure your important email data from unexpected digital inconveniences and thus have a peace of mind.

Common Queries

Q: Can you save emails to a USB drive without using any external software?

You can do it manually by using a desktop email client, such as the popular Microsoft Outlook or Mozilla Thunderbird. This method involves configuration of your email account and exporting folders or simply dragging messages to the relevant format of the local file. However, it has got notable shortcomings of its own.

Q: What file formats can I use with a USB drive for email backup software like MailsWare?

MailsWare is one of the multifunctional email backup software programs.  It allows saving emails on a USB drive in all popular file formats available for export, conversion, or migration, such as PST, EML, MSG, MBOX, PDF, etc.

Q: Can I read emails from a USB drive without an internet connection?

Yes, you can! You can easily access emails saved on your USB drive. After transferring your emails to USB, they are saved in the offline file formats that you can open and search using the local file viewer on any computer connected to a USB drive.

Also See: How to import PST to IMAP?