Microsoft Outlook, a widely used email client, offers several features to manage emails efficiently. Two commonly used functions are the "Archive" and "Export". While they may seem similar, there are distinct differences between these actions. This comprehensive guide will delve into the details of exporting and archiving emails in Outlook, helping you make informed choices and manage your email data effectively.
My objective is to backup my Outlook email files, which currently reside on the server and are approximately 19.5GB in size. I have two primary methods for accessing my email: through the Outlook client on my Windows 10 computer or via webmail. I must maintain this local backup without removing any data from the server, as I require the ability to search through all my emails even when I'm not using my Windows machine.
Simultaneously, I aim to update this backup regularly, potentially daily, by adding new data and managing existing emails within folders. Ideally, I'd like to implement "delta" updates instead of replicating the entire file each time, ensuring efficiency in the backup process.
So, what is the difference between the Archive and Export in Outlook? Which one is the best choice for me? Any advice will be appreciated.
Outlook Export refers to the process of saving email messages and attachments from your Outlook account to an external location. You can save emails to OneDrive or another cloud storage service, your computer's hard drive, or a USB drive. Exporting is useful when you want to create backups of important emails, migrate data to a new account, or share emails with others.
Outlook Archive involves moving emails from your primary mailbox to a separate location within Outlook. The archived emails are typically stored in a dedicated "Archive" folder, keeping your primary inbox clutter-free. Archiving is beneficial for maintaining a streamlined inbox and complying with email retention policies.
What is the difference between the Archive and Export functions in Outlook on usage? Here this section will list the specific steps below. You must master the usage differences of these 2 functions after reading the following instructions.
Step 1: Open Outlook and click on "File" in the upper bar.
Step 2: Select "Open & Export" in the left bar and then click on the "Import/Export" button.
Step 3: Choose "Export to a file" in the menu and click "Next".
Step 4: Select “Outlook Data File (.pst)" as the file type and click “Next”.
Step 5: Choose the Outlook email folder you want to export emails from.
Step 6: Select the destination for the .pst file and click "Finish" to complete the export process.
Step 1: Open Outlook and choose the emails you want to archive. To choose multiple emails, you can keep pressing Ctrl on your keyword until you finish choosing emails with your mouse.
Step 2: Click on the “Archive” button in the upper bar. Then the selected emails will be moved to the “Archive” folder soon and you can check there.
Note: To restore the archived emails to your Inbox, you can choose the email > right-click that email > select “Move” > click “Inbox”.
Outlook Archive or Export must stand out on some special occasions. This section will give 3 occasions of each function. You can take these examples as a reference when you don’t know which one to use.
Since Outlook Export downloading emails as PST files, you may use MultCloud instead if you want to save emails as PDFs. MultCloud is a free service, aiming to manage your multiple cloud drives together. It supports 30+ cloud drives and 2 email clients, including Gmail and Outlook.
To export Outlook emails, you can use Email Download to easily export multiple emails as PDFs. Let’s see the steps below.
Step 1: Create a free MultCloud account.
Step 2: Connect your Outlook account with MultCloud. Click “Add Email” and the Outlook icon. Then log in to your account and allow MultCloud to access your account in the pop-up window.
Step 3: Open Outlook in the left sidebar and choose the emails you want to export.
Step 4: Click “Download” in the upper taskbar and tap on “OK” after finishing setting this task. Then, all your selected emails will be exported to your computer as PDFs.
Note:
What is the difference between the Archive and Export in Outlook? The Outlook Export is ideal for creating backups and sharing emails, while the Archive function streamlines your inbox and ensures compliance with retention policies. By mastering these features, you can optimize your Outlook experience and maintain an organized email ecosystem.
Perhaps, you may prefer the PDF files rather than the PST files. Thus, MultCloud Email Download is the best alternative to Outlook Export. Try it now if you need it.