How to Save Outlook Emails When Leaving Job in 2 Easy Ways

Knowing how to save Outlook emails when leaving your job is important to keeping your data intact and secure. On this page, you'll find two ways to save your Outlook emails with/without PST file when you leave the job.


By Jonna Updated on December 22, 2023

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User case: Save Emails When Leaving Job


I will be leaving my current job and have a lot of personal e-mails in Outlook. I would like to save them to my personal computer. The question is how do I do that for each - email messages, contacts, notes, etc? Many thanks for your help!

As an employee, making sure all your important emails are saved and taken with you is a necessary and important step when leaving a job. If you use Outlook for sending and receiving emails, how to save Outlook emails when leaving job? In this article, we will cover two easy methods for saving all Outlook emails when you leave your job.

How to Save Outlook Emails When Leaving Job

Benefits of Saving All Emails from Outlook When Leaving Job

Saving Outlook emails when leaving a job has plenty of benefits. For example:

  • Documentation and record keeping - This ensures that you have a record of crucial information related to projects or tasks that may be needed in the future.
  • Transitioning knowledge - When leaving a job, your successor or team members may need access to your past communications to understand ongoing projects or client relationships. Saving emails facilitates a smoother transition for the new employee.
  • Personal reference - It enables you to have a record of the significant career that can be referenced in the future for resume updates or career growth.

Please make sure that saving these Outlook emails or other information is legal and compliant. Then, you can follow the guide below to learn how to save all emails from Outlook when leaving a job.

How to Save Outlook Emails when Leaving Job

We are going to share two methods in detail with you for how to save your Outlook emails before quitting your job.

Way 1. Export Outlook Emails as PST File

Backing up Outlook emails with attachments, contacts, calendars, etc. is easy by exporting them as a PST file. How to download all emails from Outlook 365 with the Outlook export feature is followed below.

Step 1. Open your Outlook app, go to the File tab > Open & Export > Import/Export.

Import Export

Step 2. Choose Export to a file on the pop-up screen and click Next.

Export to File

Step 3. Go on to select Outlook Data File (.pst) and click Next.

PST File

Step 4. Select all the folders that you need to export and tick Include subfolder.

Select Folder

Step 5. Click Browse to specify a location to store the exported Outlook emails. Then, click Finish. If you are prompted to add a password to your PST file, you can add a password or just skip it.

Browse USB Flash Drive Location

Way 2. Save all Outlook Emails without PST

How to save Outlook emails to hard drive without PST? If you wish to store Outlook emails without PST format, you can try the professional Outlook backup software - AOMEI Backupper Professional. This reliable backup tool allows you to automatically backup Outlook data to any desired location. It provides you with all-around Outlook backup options:

▶ Its Outlook Backup function is capable of backup entire Outlook mailbox including mail folders (Inbox, Outbox, Drafts, etc.), Contacts, Calendar, Tasks, Notes, and more.
▶ It supports diverse backup destinations, such as internal/external disks, USB drives, NAS devices, network locations, SD cards, cloud services, etc.
▶ Its Schedule Backup feature allows you to perform regular backups of Outlook data with options for daily, weekly, monthly, event triggers, or USB plug in. And you can even wake the computer to run scheduled task when the Outlook app is not in use.

How to save Outlook emails to hard drive automatically with the AOMEI Backupper software? You can download and install it on your computer, and try it now!

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Step 1. Open Outlook and log in with the account that contains the emails you want to back up.

Step 2. Launch AOMEI Backupper Professional. Select Backup and then Outlook Backup.

Outlook Backup

Step 3. Click on the Add Outlook data button to select the mail folders you wish to save. Then click OK. For how to save Outlook contacts when leaving job, you can simply choose the Contact folder.

Backup Outlook Old Emails

Step 4. Click the second box to choose a path on your hard drive to save your Outlook mailbox data. You can also choose to backup Outlook to OneDrive, NAS, or other locations.

Select a Backup Location

Step 5. Set up Daily, Weekly, Monthly, or other intervals to automate the backup tasks as needed. Then, click Start Backup to finish this process.

Schedule Daily

AOMEI Backupper uses Incremental Backup to back up only changed files in a scheduled backup task. You can change to Differential Backup or Full Backup under Backup Scheme.
You can also enable automatic backup cleanup options in Backup Scheme, which can help auto remove old backup images to prevent backup disk from full.
You are able to enable backup encryption, backup compression, backup image split, and other features under Options.

Final Words

The methods on this page can help you easily learn how to save Outlook emails when leaving job. You can either choose to export Outlook emails as PST manually or backup Outlook data automatically with the reliable Outlook backup software - AOMEI Backupper.

Also, this all-in-one backup tool comes with various backup features like System Backup, Disk Backup, File Backup, etc. that can help you protect all your important data comprehensively. For instance, you can create Windows backup to external hard drive for accidents.

Jonna · Editor
Jonna joined AOMEI in 2021 and has become a professional in the areas of computer backup and restoration, disk cloning, file synchronization, etc. She maintains a keen eye for the latest technology trends, ensuring that the information provided is always in step with industry developments.