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Please read before exporting email !
Your mailbox likely contains data Earlham is required to protect. Under the , everyday email often includes Internal data (memos, budgets, contracts, ID numbers) and Restricted data (records protected by FERPA, HIPAA, PCI, and GDPR).
Earlham's requires that Internal and Restricted data stay in approved, Earlham-managed systems. Exporting a mailbox may move that data outside those systems.
Some of this data also carries obligations under federal and state law — including FERPA, HIPAA, and GLBA — that follow the data wherever it goes. Keeping it in managed systems supports your compliance obligations and protects the people whose information has been entrusted to us.
Overview
This article will cover the steps on how to export your email using the Microsoft 365 Outlook Desktop Client.
Please Note : Exporting is unavailable using the Outlook Web Client.
Alumni : If you are an alumni, your account will be unable to use the Desktop application. Please submit a ticket to the ITS department and request a temporary license upgrade for your account in order to export email via this method. You can do so by selecting the Request Microsoft Help Button on the right.
Steps for Export
Step 1
Open the Outlook 365 desktop client. This is part of the Office 365 suite and comes installed on all devices.
Step 2
Select File > Open and Export.
Step 3
Select Export then Get Started.
Step 4
Select the Folders you wish to export and the time frame.
Step 5
Choose the location on your device where this will be exported to. Set an optional Password. This password will be needed to open the file in the future.
Step 6
Select Export
Additional Information
These steps will export your email as a .pst file. Outlook does not have any other export options for email other than .pst.