Selecting e-mails (to export)

Question

I just can't seem to select messages in Outlook that I want to export to external storage. I looked up information about this on Microsoft Help, but I still can't figure it out

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Moved from: Windows for home | Other | Email and communications

Answer 1

Hi Henk Nassier

I understand how frustrating it can be when Export is visible in Outlook but greyed out, especially when you just want to save your emails externally. Have you already tried all the Q&A Assist suggestions? In addition, please try the following.

First, could you confirm whether the Export button is greyed out in New Outlook or Classic Outlook? You can check which version you’re using by following this guidance: What version of Outlook do I have?

If you’re using New Outlook and the Export option is greyed out, try switching back to Classic Outlook:

1. In Outlook, turn off the New Outlook toggle (top‑right corner).
2. Restart Outlook.
3. Go to File > Open & Export > Import/Export.

Microsoft confirms that PST export is supported in Classic Outlook for Windows.

Alternatively, you can download the classic Outlook standalone version: Install or reinstall classic Outlook on a Windows PC.

You can also try creating a new Outlook profile, as corrupted profiles can block built‑in features:

For Classic Outlook:

1. Close Outlook.
2. Open Control Panel > Mail > Show Profiles > Add.
3. Add your account and set the new profile as default.
4. Reopen Outlook and recheck the Export option.

For New Outlook, please switch back to Classic Outlook to manage mail profiles, or use Outlook on the web for testing.

Please feel free to let me know how it goes. I truly appreciate your time and understanding.

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Answer 2

Not possible to select Export (grey coloured )

Answer 3

Export in Outlook is not done by selecting individual messages first. Instead, export works at the folder or mailbox level and puts everything into a data file (.pst on Windows, .olm on Mac). After export, that file can be stored on external storage.

For Outlook on Windows (classic Outlook desktop):

1. Open Outlook.
2. Select File on the ribbon.
3. Choose Open & Export > Import/Export.
4. Select Export to a file > Next.
5. Select Outlook Data File (.pst) > Next.
6. In the folder list, click the mailbox or specific folder to export.
   • Turn on Include subfolders if all subfolders should be included.
7. Click Next.
8. Click Browse, choose a location (for example, a folder that will later be copied to external storage), enter a file name, and select OK.
9. Choose Finish.

This creates a .pst file containing the selected folder(s). That .pst file can then be copied to external storage.

For new Outlook (Windows):

1. Open Outlook.
2. Go to Settings > Files > Export.
3. Select Get started.
4. Follow the wizard to choose the mailbox or folders to export to a .pst file.
5. Save the .pst file, then move it to external storage.

For Outlook for Mac (Legacy Outlook only):

1. On the Tools tab, select Export.
2. In Export to Archive File (.olm), select the item types (mail, contacts, etc.) and choose Continue.
3. In Save archive file as, choose a location (for example, a folder that will later be copied to external storage) and select Save.
4. When the export completes, select Finish.

Then copy the resulting .olm file to external storage.

Export does not support exporting directly to iCloud or other archive types beyond .pst (Windows) and .olm (Mac).

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References:

• Export emails, contacts, and calendar items to Outlook using a .pst file
• Export items to an archive file in Outlook for Mac