Having a backup of Outlook emails is always advisable, as Microsoft provides a built-in cloud storage option, i.e., OneDrive, for better accessibility, backup, freeing up Outlook inbox space, and archiving purposes.
However, there is more than one way to do this. Read the upcoming section to know more about this:
How to Save Outlook Emails to Onedrive?
- Drag and Drop
- Export Emails as PST File
- Save Emails as PDF and Upload to OneDrive
- Outlook Migration Tools
Simply set up your OneDrive account and follow the steps listed under the method of your choice to store Outlook emails on Onedrive:
1: Drag and Drop
Drag and drop the email directly from Outlook into OneDrive into your OneDrive folder.
Alternatively, you can also use the “Save as” feature in Outlook:
- Select the emails in Outlook and click File > Save As.
- Choose a location in your OneDrive folder.
- Select the file format (usually .msg) and save.
2: Export Emails as PST File
- Open Outlook, Go to File > Open & Export > Import/Export.
- Choose Export to a file and select Outlook Data File (.pst).
- Select the emails, folders, or entire mailbox you want to export.
- Save the .pst file on your computer.
- Upload the PST file to OneDrive, so you have a backup of your emails.
To access the PST files: Download the PST file from OneDrive when required and open it in Outlook by going to File > Open & Export > Open Outlook Data File.
3: Save Emails as PDF and Upload to OneDrive
- Open the email in Outlook, Press Ctrl+P
- Click on Print and Save the email as a PDF on your computer.
- Upload the PDF file to OneDrive.
4: Outlook Migration Tools
If you are facing any difficulties or looking to simplify the whole process of moving Outlook emails to OneDrive then Outlook migration tools can be very helpful.
With Outlook transfer tools you can efficiently move Outlook configurations and emails from one environment to another with accuracy, customization, and flexibility.
We recommend you try the Rikvr Transfer for Outlook as it complies with all Outlook versions including Microsoft 365.
Steps to use Rikvr Transfer for Outlook to move Outlook emails to OneDrive
- Close Outlook and related applications, open Rikvr Transfer For Outlook and click on Backup.
- choose the backup option: Select Advanced Backup.
- Select Backup Now.
- Create a profile and click on Next.
- Outlook items will be displayed, select the Outlook emails.
- Select a destination location and click on Next.
Now Upload the backup file in OneDrive. Additionally, You can also transfer Outlook settings to another computer.
Automate Saving Outlook Emails to Onedrive
1: Create a Shared Mailbox
- Create a shared mailbox and assign appropriate permissions to users.
- Create a new folder in OneDrive and grant the shared mailbox permission to access it
2: Microsoft Power Automate: Create a Power Automate flow that automatically saves email attachments to OneDrive
3: PowerShell knowledge and Microsoft Graph API: Create a PowerShell script to automate the process of exporting emails and uploading them to OneDrive.
Considerations and Practices Before Moving Outlook emails to OneDrive
- Test Your Method: Before moving large quantities of emails, test your chosen method with a small batch to ensure it works as expected.
- Privacy and Security: Be mindful if you are moving sensitive emails to cloud storage.
- Organize Before Moving: Create a folder structure in OneDrive that mirrors your Outlook folders for easy navigation.
- Check File Formats: Check the file format you choose (.msg, .eml, etc.) is compatible with how you intend to access the emails later.
- Regular Maintenance: Set up a system for regularly moving emails to avoid buildup in your Outlook account.
Conclusion
Moving emails from Outlook to OneDrive can significantly improve your email management and accessibility. Whether you choose a simple manual method or opt for an automated solution.
By following this guide and considering the best practices outlined, you can efficiently transfer your important communications to OneDrive, ensuring they’re organized, accessible, and secure.
Remember, the method you choose may depend on factors such as the volume of emails, frequency of transfers, and your technical skills. Don’t hesitate to combine methods or adjust your approach as your needs evolve.
Frequently Asked Questions
Yes, you can share individual email files or folders containing emails with other OneDrive users.
The .msg format is generally recommended as it preserves all email properties and can be easily opened in Outlook.
Yes, if you’re using the OneDrive desktop app, you can make files and folders available offline and access emails.
