How to Save Outlook Emails When Leaving a Job | 2 Available Options

It's a common question: How do I save my Outlook emails when I leave a job? If you have important messages, contacts, or notes you want to keep, you'll need to know how to save them before you go.

Outlook is widely used in many workplaces, so switching to a new email service might be difficult. If you've been using Outlook for a while, your account might contain a lot of important data.

Fortunately, there are several ways to save your Outlook data before you part ways with your job. You can back up your emails using a backup tool or export them to a PST file. We'll show you how to do both so you can choose the method that suits you best.

Preparation Before Saving Outlook Emails

Before saving your Outlook emails before quitting, there are a few preparatory steps you need to take:

1. Make sure it's legal to save these Outlook emails. If your work involves company secrets, such as R&D, or you're handling personal customer information, make sure you have permission to remove these emails from the company network.
2. Decide where you want to store them. If you're going to back up your emails, you need a place to put them. Get a USB flash drive or an external hard drive with enough storage space to save your Outlook emails.
3. If using a tool to back up your emails, find one that's compatible with Outlook and has good reviews. There are many backup tools to choose from, but not all of them play nice with Outlook. Try Todo Backup, which is widely used and well-reviewed.

You may also like: How to Backup Outlook Emails from Browser | How to Open Outlook Backup File

2 Available Methods to Save Outlook Emails When Leaving a Job

We'll walk you through both options in a step-by-step guide, so you can choose your preferred method for saving your emails before you sign off.

One way is to use a backup tool to back up your Outlook mail. This might be the easiest method, as you don't need to export the emails to a file. All you have to do is install the backup tool and let it do its job automatically.

Todo Backup is one of the best Outlook backup software options out there. It's compatible with Outlook and can quickly back up your emails. It also supports full backup, differential backup, and incremental backup.

You can save your Outlook data to an internal or external drive, a cloud service, or a network location (such as a NAS).

It also supports automatic backups, which means you can set them up to occur on a regular basis. This is helpful if you want to keep your backup data up to date.

So, how to use Todo Backup tool to save Outlook emails before resignation?

Step 1: Launch Todo Backup on your computer and click “Create Backup” from the main screen, then click the big question mark to “Select what to backup.”

Step 2: Tap on the “App Data” option among the four backup choices.

Step 3: You will see all the apps that you can back up. Find and check the box next to "Microsoft Outlook." Choose the email account from which you want to backup your emails, contacts, or calendar, then click "OK."

Step 4. Next, you need to select where to save your Outlook backup by clicking on the designated area.

Step 5: The backup location can be another local disk on your computer, an external hard drive, a network, cloud storage, or a NAS. We generally recommend using an external physical drive or cloud storage to keep your backup files.

Step 6: If interested, you can click on the Options button to customize settings such as scheduling automatic backups daily, weekly, monthly, or by event, and creating differential and incremental backups. Click "Backup Now" to begin the Outlook backup process. Completed tasks will be displayed in cards on the left side.

Method 2: Create a New PST File and Copy Items into It

The second option is to create a new PST file using Outlook's built-in feature, and then copy the emails you want to save into it. When you need them, move the PST file to your new computer. You can now access your saved emails.

This lets you copy the PST file to another hard drive, a CD or DVD, or an external drive, or to a new computer.

This solution is a bit complicated compared to using an Outlook backup software tool, such as Todo Backup.

You need to export your emails from Outlook and then import them into a new PST file.

Here's a detailed guide on how to create a PST file, follow these steps: 1. Open Microsoft Outlook: First, ensure you're using Microsoft Outlook and that you're connected to your email account. 2. Export Emails: In the Outlook menu bar, click on the "File" option. 3. Choose "Export": From the dropdown menu, find and click on "Export." This will open the "Import/Export Wizard." 4. Select Export Type: In the wizard window, choose "Export to a file" and then click "Next." 5. Choose PST Format: On the next page, select "Outlook Data File (.pst)" and then click "Next." 6. Choose Folders to Export: In the new window, you can select specific folders (like Inbox, Sent Items, etc.) or choose all folders to export. Click "OK." 7. Select Save Location: In the "Browse" dialog box, choose a location to save the PST file and give it a name. Click "Save." 8. Set Export Options: You can choose whether to encrypt the PST file and whether to export only flagged or unread messages. Make your selections as needed, then click "Next." 9. Confirm Settings: Review your settings to ensure they're correct. If needed, go back to make changes. Then click "Finish" to start the export process. 10. Complete the Export: Outlook will begin exporting the selected emails to the PST file. This may take some time, depending on the number of emails. Once completed, you'll receive a notification. Now, you've successfully created a PST file containing the data exported from Outlook. This file can be used for backup purposes or to import data onto other devices when necessary.

Step one: Open your Outlook account and go to your inbox.

2. Then click New > More Items > Outlook Data File.

Step 3: Under “Type of information,” choose Outlook Data File (.pst), and name the file.

Step 4: Choose where you want to save the file.

Finally, click “OK” to complete the file creation.

The new PST file is now listed among the available mailboxes in your Inbox, and you can put anything you like into it.

Last Words

If you want to keep work-related emails, it's important to save your Outlook mail before resigning.

Both methods can help you keep Outlook emails in a safe place. If you don't want to export emails one by one, we recommend the first method – use a backup software. It's simpler and faster. ＜strong＞Todo Backup＜/strong＞ is a good choice.

Moreover, backup software has other features that can help you protect your data, such as disk cloning, system backup, and file synchronization. You can try it for free.

If you found this article helpful, please share it on your social media platforms to help your followers and friends save their personal emails from Outlook correctly.

Frequently Asked Questions on Saving Outlook Emails When Leaving a Job

How do you save your e-mail when you leave a company?

As the article suggests, you can use an Outlook backup tool, such as Todo Backup, to store important messages, or save them in a PST file format that you can transfer to a new computer.

2. Can you take your work emails with you when you leave?

That will depend on your job and where you work, but we recommend that you consult with your company's HR or IT professionals before saving any emails.

What Should You Do with Your E-Mails When You Leave a Job?

If these emails contain personal information, such as your home address or phone number, you may want to delete them. If they're work-related, you can back them up with backup software, or create a new PST and save them if that's legal in your country.

What should I back up before I leave a job?

When you leave, you should back up everything related to your job, including files, photos, and emails. If you have important files stored on company servers, consult with the IT department before you go about how you will access them afterward.