How to Export Specific Folders from Outlook for Mac? – Quick Tips!

Outlook for Mac is a robust email and calendar management program that works well with other email platforms, Office 365, and Microsoft Exchange. Despite the software’s many capabilities for organizing contacts, calendar events, and emails, you might occasionally need to export particular folders for transfer, backup, or archiving. This tutorial will show you how to export specific folders from Outlook for Mac so you can quickly backup your crucial data.

It may be necessary to export specific folders from Outlook for Mac for a variety of reasons, such as data backup or sharing documents with colleagues. Nevertheless, a problem will arise indicating that the export folder option greyed out for a variety of reasons. As a result, the blog article will serve as a comprehensive guide that will assist you in resolving the problem by applying the methodical approach described in the segment.

Why Export Specific Folders from Outlook for Mac?

Before getting into the answer, let’s examine why exporting specific folders from Mac Outlook is necessary. The capability to export necessary folders aids in preserving control over data and measuring digital space according to your requirements, whether it is rearranging email archives or transferring to a new device.

There are choices to export the entire mailbox or certain categories, such “Inbox or Sent Items,” using the built-in “Export Mail” tool. Those who desire precision are not satisfied by this strict approach.

There are several reasons why you may want to export a specific folder from Outlook for Mac, including:

• In case something goes wrong with your account or device, make sure you have a copy of any essential emails or folders.
• Keep old emails accessible and arranged without taking up too much space in your inbox or other folders.
• Transfer specific data to a new email platform or from one Outlook account to another.
• You can give someone access to a folder’s contents without giving them complete control over your mailbox.

How to Export Specific Folders from Outlook for Mac?

There are multiple ways to export specific folders to Mac Outlook. The File menu is used in the first instance, and the Tools menu is used in the second. They will both solve the issue, but their backgrounds are different.

Step 1: Open Outlook for Mac

Start by launching the Outlook for Mac application. You can do this by finding it in your Applications folder or searching for it using Spotlight (Cmd + Space).

Step 2: Select the Folder You Want to Export

Navigate to the folder in your Outlook mailbox that you want to export. This could be your Inbox, Sent Items, or any custom folder you’ve created. To select a folder, simply click on it in the left-hand navigation pane.

If you have multiple folders to export, you will need to repeat the process for each one.

Step 3: Export the Folder

Unfortunately, Outlook for Mac does not have a built-in “Export” feature for exporting specific folders in the same way that Outlook for Windows does. However, there are alternative ways to export the contents of your chosen folder. One method involves creating an .olm file, which is Outlook for Mac’s format for archiving data.

Option 1: Use the Export Feature (Creating an OLM File)

1. In the Outlook menu at the top of your screen, select “Tools,” then click on “Public Folders” (if you need to export a public folder) or “Export.”
2. In the Export window that pops up, choose “Outlook for Mac Data File (.olm)” as the format for your export.
3. Choose the folder(s) you want to export. If you want to export just a single folder, make sure only that one is selected.
4. After selecting your folders, click on “Continue”, then choose where you’d like to save the .olm file. You can save it to your desktop, a folder, or an external drive.
5. Click “Save” to begin the export. The process may take some time, depending on the size of the folders you’re exporting.

Option 2: Manual Export by Dragging Emails to Finder

If you only need to export the emails from a specific folder without creating an archive file, you can drag individual emails or selected groups of emails directly from the folder into a Finder window.

1. In Outlook for Mac, open the folder that contains the emails you want to export.
2. Hold down Cmd to select multiple emails, or click Cmd + A to select all the emails in the folder.
3. Drag the selected emails to a folder on your Mac or to your desktop. Outlook will save them as individual .eml files that you can open in any email client or simply store as backups.

Step 4: Verify the Exported Data

After exporting your folder, make sure the export has completed successfully. If you exported it as an .olm file, you can check that the file exists and is accessible in the location you saved it.

• You can import the .olm file back into Outlook for Mac by using the “Import” feature to verify the contents.
• Double-click on the .eml files you saved to ensure they open correctly in your email client.

These methods are simple to use and function flawlessly as long as the export option is not greyed out. However, the above-mentioned solutions won’t work for you if you can’t export the folder option. You may then use OLM to export the data file and use that to extract the folder.

The exporting process from Mac Outlook is simple. You can use MacArmy’s Mac OLM Converter to convert OLM files into more than 15 different saving options after we receive them. Users can convert OLM files precisely and efficiently with the app’s assistance without losing any data. Its user-friendly graphical user interface (GUI) also makes it easy for users to use the program.

Epilogue

Exporting required folders from Outlook for Mac is a highly effective method that allows users to preserve order and maintain organization within their digital workspace. By following the detailed guide, you can effortlessly navigate the export process, ensuring that essential emails and data are safely stored and easily accessible whenever required. Whether it’s for backup purposes, archiving, or data migration, the ability to export specific folders gives you greater control over your email management.

Should you encounter any issues or need additional support during the export process, you can always reach out to MacArmy Support for expert assistance and guidance. Their team is equipped to help you resolve any concerns and ensure your data is handled efficiently.

In today’s digital age, keeping your important information secure and well-organized is more important than ever. With the tools and knowledge provided, you can be confident that your data remains safe, accessible, and ready for whatever you need.