In the ever-expanding digital landscape; maintaining an organized and clutter-free inbox is crucial for efficiency and productivity. If you’re a devoted user of Outlook for Mac, you might find yourself grappling with the challenge of exporting specific folders to streamline your digital workspace.
There could be various reasons why the necessity arises to export specific folders, whether it’s for data backup or sharing records with a team. However, an obstacle often encountered is that the option to export folders becomes greyed out due to various reasons. This blog post aims to be your all-encompassing guide, leading you through a step-by-step process to overcome this hurdle and successfully export specific folders from Outlook for Mac.
Why Exporting Specific Folders Matters?
Before we delve into the intricacies of the process, let’s understand why exporting specific folders can be a game-changer. Whether you’re reorganizing your email archives, creating backups, or transitioning to a new device, having the ability to export specific folders allows you to maintain control over your data and tailor your digital space to your needs.
While the built-in “Export Mail” feature offers options for exporting your entire mailbox or broad categories like “Inbox” or “Sent Items”, this all-or-nothing approach fails to cater to the needs of those seeking precision.
How to Export Specific Folders from Mac Outlook?
There are two ways in which you can export any specific folders in Outlook for Mac. One is by using the file menu, and the other one is by using the Tools Menu. Both of them lead to the same destination but offer different experiences.
Method 1: Using the File Menu method
Step 1: Open Outlook for Mac and Select the Desired Folder
- Launch Outlook for Mac and log in to your account.
- Navigate to the left sidebar and select the folder you want to export.
Step 2: Initiate the Export Process
- Click on the “File” menu in the top-left corner of the screen.
- Select “Export” from the dropdown menu.
Step 3: Choose the Items to Export
- In the export window; select “Outlook for Mac Data File (.olm)” as the export option.
- Choose the specific folder you want to export or select “Items of the following types” to customize your export.
Step 4: Define Export Options
- Determine the export location and set other options according to your preferences.
- Click “Next” to proceed.
Step 5: Complete the Export
- Choose a destination for the exported file and give it a relevant name.
- Click “Save” to initiate the export process.
Step 6: Verify the Export
- Once the export is complete, navigate to the chosen destination to verify the presence of the exported file.
- You’ve successfully exported a specific folder from Outlook for Mac!
2. Tools Menu Method:
This route offers a more streamlined approach, ideal for quick exports. Here’s the drill:
- Right-click on the folder. In the left-hand pane, right-click on the folder you want to export.
- Select “Export.” Choose “Export…” from the context menu.
- Follow the same steps from 4 onwards. The process from choosing the format to saving the file is identical to the File menu method.
These approaches are easy to use and work perfectly if the export to folder option is not greyed out. However, if you are unable to export the folder option then the above options won’t work for you. In that case, you can export data in OLM file format and utilize that file to extract the folder.
The process of exporting OLM files from Outlook for Mac is quite easy. Once you have the OLM file, you can also convert OLM to PST or MBOX file format to make it accessible on different platforms like Apple Mail, Thunderbird, or Outlook for Windows at the same time.
Conclusion:
Exporting specific folders from Outlook for Mac is a powerful skill that empowers you to maintain order and control in your digital workspace. By following this detailed guide, you can effortlessly navigate the export process, ensuring that your important emails and data are securely stored and easily accessible whenever you need them. Streamline your digital organization journey with confidence!
