How to Move Your Emails Out of Outlook

The three ways to transfer Outlook emails

You can move emails out of Outlook by exporting them to a file, forwarding them to another email account, or using Outlook's built-in migration tools. Which method works best depends on where you want the emails to go — whether that's another email provider like Gmail, a backup file on your computer, or a different Outlook account.

The export method creates a file you keep and control. The forwarding method sends new messages automatically but does not move old ones. The migration method works best if you are switching to another email service entirely and want everything moved at once.

All three are free and do not require special software, though the time it takes varies with how many emails you have.

Key Takeaways

• Exporting to a PST or IMAP file saves your emails as a backup file on your computer that you can open later or import into another email program.
• Setting up forwarding in Outlook settings sends all new incoming mail to another address, but does not move emails already in your inbox.
• IMAP syncing lets you access the same emails from multiple devices and programs at once, without copying them.
• If you are switching email providers completely, use the import or migration feature in the new service — most major providers have a tool to pull emails directly from Outlook.
• Large exports (over 2 GB) may need to be split into smaller files to avoid errors during the transfer.

Exporting emails to a backup file on your computer

Exporting creates a single file (called a PST file) that holds all your emails, folders, and contacts. You can store this file anywhere on your computer, move it to an external drive, or send it to someone else. This method is useful if you want a permanent backup or plan to import the emails into a different email program later.

Open Outlook and go to File > Open & Export > Import/Export. Choose "Export to a file" and select PST format. Outlook will ask you which folder or account to export — you can choose your entire inbox or just specific folders. Pick a location on your computer to save the file, give it a name, and click Finish. The export may take several minutes if you have thousands of emails.

Once the file is created, you can import it into Gmail, another Outlook account, Apple Mail, or any email program that reads PST files. Keep the file in a safe place; if you delete it, you lose the backup.

Setting up automatic forwarding for new emails

Forwarding sends all new incoming messages to another email address automatically. This does not move your existing emails — only new ones that arrive after you turn forwarding on. It is useful if you are keeping your Outlook account but want copies of new mail going somewhere else.

In Outlook, go to File > Info > Manage Your Account > Forwarding. Enter the email address where you want new messages sent. You can choose to keep a copy in Outlook or delete it after forwarding (most people keep a copy). Click Save and Outlook will start forwarding when ready.

To move emails that are already in your inbox, you will need to use the export method or manually move them. Forwarding only handles mail that arrives from that point forward.

Using IMAP to sync emails across devices

IMAP is a way to connect Outlook to your email account so the same emails appear on your phone, tablet, and computer all at once. Instead of copying emails, IMAP keeps them on the server and lets multiple devices read them. This is different from exporting — nothing is copied to a file.

To set up IMAP in Outlook, go to File > Account Settings > Account Settings. Select your email account and click Change. Choose IMAP instead of POP3, enter your email provider's IMAP server address (usually found on their website), and click Next. Outlook will sync your emails across all devices using that account.

IMAP works best if you use Outlook on multiple devices and want everything in sync. If you want to move emails to a completely different email service, exporting is usually faster.

Importing emails into Gmail or another email service

Most email providers have their own tool to pull emails directly from Outlook without you having to create a PST file first. Gmail's import tool, for example, can connect to your Outlook account and move emails in the background while you keep using both accounts.

In Gmail, go to Settings > Forwarding and POP/IMAP > Import mail and contacts. Click "Start the import" and enter your Outlook email address and password. Gmail will ask which folders to import and when to start. The import runs in the background and can take hours or days depending on how many emails you have.

Other providers like Yahoo Mail, ProtonMail, and Thunderbird have similar import features. Check your new email provider's help section for the exact steps — the process is usually similar but the menu locations differ.

What to do if the export file is too large

Outlook limits PST files to about 2 GB. If you have more emails than that, the export will fail or create a file that is too big to move or email. The solution is to split the export into smaller chunks.

Instead of exporting your entire inbox at once, export by year or by folder. Go to File > Open & Export > Import/Export, choose "Export to a file", and select a specific folder or date range instead of everything. Create multiple PST files this way — one for 2020 emails, one for 2021, and so on. Each file will be smaller and easier to handle.

Once you have multiple smaller files, you can import them one at a time into your new email account or store them separately as backups.

Moving emails between two Outlook accounts

If you are switching from one Outlook account to another (for example, from a work account to a personal account), you can move emails directly without creating a file. Open both accounts in Outlook at the same time, then drag and drop emails from one inbox to the other.

For large volumes, exporting to a PST file is faster. Export from the old account, then import the PST file into the new account. Go to File > Open & Export > Import/Export in the new account, choose "Import from another program or file", select PST format, and point to the file you created.

Outlook will ask which folders to import into — you can put everything in your inbox or create new folders to keep things organized. The import process usually takes a few minutes to an hour depending on file size.

Frequently Asked Questions

Can I move emails without losing them from Outlook?

Yes. Exporting creates a copy, so your emails stay in Outlook. Forwarding also keeps a copy by default. Only if you manually delete emails or use certain import settings will they disappear from Outlook. Always export a backup before deleting anything.

What happens to my folders and labels when I export?

PST exports include all your folders and their structure. When you import the PST file into another email program, the folders come with it. Some programs may rename or reorganize them slightly, but your emails and folder names are preserved.

How long does it take to export thousands of emails?

Exporting 10,000 emails typically takes 5 to 15 minutes. Very large exports (50,000+ emails) can take an hour or more. The time depends on your computer's speed and how much else is running. Let the export finish completely before closing Outlook or the file may be corrupted.

Can I export emails from Outlook on my phone?

No. The export feature only works in Outlook on Windows or Mac. If you need emails from your phone, use the forwarding method or log into your Outlook account on a computer to export from there.

What if I forget my Outlook password and can't export?

You can reset your Outlook password through the Microsoft account recovery page. Once you reset it, you can log back into Outlook and export normally. If you cannot recover your account, contact Microsoft support — they may be able to help you regain access.