How to Automatically Archive or Backup Outlook 365 on Mac

Written By Suman Rawat
Updated on January 13th, 2025

Summary: Are you looking for a solution to backup Outlook 365 on Mac? If yes, then there’s no need to worry anymore. This blog will provide the best techniques to help you effectively back up Outlook 365 emails on Mac OS. We will introduce both manual and professional methods using the third-party Mac Office 365 Backup Tool, along with the stepwise instructions for both.

Let’s start this article by explaining why users prefer to save Outlook 365 on MacOS. After that, let’s proceed with the available techniques.

Key Reasons to Save Outlook 365 Emails Locally on Mac

Some of the primary reasons why users wish to save Outlook 365 email locally on Mac are as follows:-

To stabilize the data storage space: In Outlook 365, there is a subscription service for data storage, which offers limited storage for the database. However, there are situations when users possess large files that extend the storage capacity. Due to this, the speed gets compromised, and it asks to upgrade the subscription service. In such situations, users need to download Outlook 365 mail locally and delete data from the respective accounts to create a space for new mail.
Create a backup of the original data to avoid data loss: Outlook 365 is the most popular webmail application and manages the data in the cloud. However, it possesses some limitations that lead to data loss, such as network packet analysis, account tapping, and many more.

Therefore, multiple users search for alternative solutions that could help in taking backups of Outlook 365 mails on MacOS.

So, moving forward, let’s discuss some of the effective solutions that can help save Outlook 365 emails locally.

Efficient Solutions to Download Outlook 365 Emails on Mac

Here, we are going to discuss two effective methods for the same: one is an automated solution by a professional, and the other is the manual approach.

Let’s start with the First Solution.

Solution 01: An Automated Method to Archive Outlook 365 on Mac

Mac Office 365 Backup Tool is a secure and reliable backup utility that permits users to take backups of Office 365 mailboxes into various file formats on a local system or PC. This software also migrates one Office 365 mailbox to other email clients. Such as it can easily export Office 365 contacts to iCloud and many more.

Let’s proceed forward and look at the stepwise instructions for this tool in more detail.

Follow the Guidelines Below to Archive or Backup Outlook 365 on Mac

Download Now Download Now

Download, launch, and run the Mac Office 365 Backup tool on your MacOS. Now, select the backup option from the software displayed interface.
The software will show you 6 steps to follow; click on Continue to proceed forward.
Use modern authentication, enter your Office 365 ID, and hit the sign-in button. Now, the software will authenticate. After successful authentication, navigate back to the tool’s interface.
Further, choose the types (Mailbox, Online Archive, Public folder) from which you need to backup. Here, we have selected Mailbox.
Please choose (Mailbox, Online Archive, or Public Folder) for each user as per your choice using the drop-down list from Mailbox. Hit the Next button.
Further, the software will display the tree structure of the selected Office 365 account. Tick the folders from the interface that you need to back up and tap the Next button. Select PST as your saving format from the drop-down menu.
Choose the built-in filters as needed. Next, in the Destination Path button, select a location to save the resultant file. Lastly, click the Next and Convert buttons to start the backup process.

Now, let’s proceed and discuss the second solution available using the manual method.

Solution 02: Manual Method to Backup Outlook 365 on Mac

In the case of the manual method, follow the steps below to configure an Outlook 365 account with Mac Outlook.

Run an Outlook for Mac account on your device.
Navigate to the tool and choose Accounts from the menu.
You will observe the ‘+’ sign in the lower-left corner, tap on it and choose New Account.
When prompted, enter an Outlook 365 account email ID, and then click Continue.
Provide an Outlook 365 password and complete the setup process.

Overall, this is the complete manual procedure. Users can opt for any of the methods as per their needs, and they seem easy to use.

Conclusion

The complete blog highlights multiple solutions to backup Outlook 365 on Mac. Both the manual and the professional solution can be implemented. Users can select the desired one and perform the process successfully. However, we suggest going for the professional solution if you have important data files to back up. This automated solution will save all the emails accurately and help to avoid any kind of data loss. Using such a utility, users can easily backup necessary files in a hassle-free manner.

About The Author:

Suman Rawat

Suman Rawat is a technical content writer and expert in the fields of email migration, data recovery, and email backup. Her passion for helping people has led her to resolve many user queries related to data conversion and cloud backup.