Exporting Multiple Emails From Outlook

A client called this week with a question – in providing IT Services to such a diverse group of businesses, we get some pretty good ones. My customer was looking for a simple way to export multiple emails from Outlook onto a USB drive. I’ve exported individual emails from Outlook before but never a group of emails.

The solution is deceptively simple, but still a good trick to know just in case.

The case is this: you want to export an email from Outlook. Said another way: you want to extract the email as a stand alone file for sharing with someone else versus simply forwarding them the email.

There are two reasons you may want to do this: extracting the email as a file to attach to some other (non-Outlook aware) application or, in this particular case, respond to a request to detail all correspondence with a certain individual.

To Export One Email

  • Open the email and select File then Save As – the email is saved as an .EML file and can be opened by most email applications (even ones that aren’t Outlook).

In this case, our client wanted to export multiple emails. Opening each one and doing a File | Save As just isn’t practical.

To Export Multiple Emails

  1. Highlight the emails you want to export by clicking on them, then drag them to the location in Explorer you want to export them to.

Super simple, but a trick I didn’t know.

Here is a hint on selecting items:

  1. To select a contiguous list of emails – click the first email then hold down shift and click the last email
  2. To select a non-contiguous list of emails, click the first email then hold down control while you click all other emails

Try it out for yourself!

Here are some other Outlook tips and trick: