• How To Limit The Amount Of Email Downloaded On Mail For Macbook

Been searching the best way to download Office 365 emails lately? Here is all you need! Get the explicit solutions to save all your Office 365 online mailbox data to local storage with methods that are mentioned here.

Open the Mail app, click the Mail menu, and select Preferences. Click the Accounts icon and select the account you want to change settings for. Click the Advanced tab and uncheck the “Automatically download all attachments” option. When preparing either transactional or marketing emails, you should consider two limits: limit to send a message (your email system) limit to retrieve a message (your recipients’ mail system). For example, if your email service is able to send messages up to 15 MB but the email recipient can retrieve messages only up to 10 MB, it’s obvious.

All the popular email clients have size limits on the files that you can email to recipients. However, there are ways to send large files as email attachments despite those limitations. File size limits vary depending on the email service. For example, Gmail, Yahoo, and AOL have a limit of 25 Mb per email. Outlook.com is limited to only 10 Mb. You can't do this in the OS X Mail client. Mail.app will download all your emails available on the server. The workaround is to make the change on the server.

“My organisation has provided me with an Office 365 account for email purposes. I am leaving from here very soon, but I would like to download my emails to my PC. I don’t find any way to do this distinctly. How do I download all emails from Office 365 that I can load into another email client?”

Since Office 365 is a cloud-based Suite, we somehow need to have a backup or simply export the data to on-premises. Microsoft doesn’t provide a direct method through which you can download the mailbox data to your local storage, however you can adapt a couple of approaches which we are going to discuss below.

Also Read :How to Backup Office 365 Essentials Account – Complete Guide

How to Download Office 365 Emails – 3 Best Ways

These are the best 3 approaches I believe, user must opt to if wondering how do I download all emails from Office 365 mailbox.

Techniques to Download Office 365 Email:

1. Configuration of O365 account with Outlook desktop
2. Automated Direct Method to Save Emails of O365 webmail
3. Save Outlook Web App Email Files as HTML / PDF

Let’s understand each method in detail.

Method #1 – Configure Office 365 with Outlook Desktop Application

Prerequisite: For this approach, you need to have installed any desktop version of Outlook on your system.

1. Go to your system’s Control Panel and choose Mail
2. Click on Add option on the Mail window
3. Now in the opened dialog box choose Manual setup or additional server types >> hit Next
4. Here choose “Office 365”, followed by entering your Office 365 logincredentials >> click Next
5. Your Office 365 account will be verified in a while and then you will see Autodiscover.xml login window where you need to enter O365 login details >> hit Next
6. If everything goes right, you will receive a notification window with Congratulation messages

You have to open your Outlook account and check all your Office 365 emails.

Now that you have configured Office 365 account with Outlook desktop version, it’s time to download Office 365 emails to desktop. Follow the below steps:

• Open Outlook >> go to File option >> click on Import & Export
• Under Import & export wizard choose Export to a File
• Choose Outlook data file option to migrate emails to PST file.
• Mark check the checkbox to include Subfolders >> click Finish.

Method #2 – Direct Solution to Download All Office 365 Emails (Experts Suggested)

The automated tool named as SysTools Office 365 Email Backup and Restore is a smart choice to quickly download Office 365 mailbox data into PST and EML formats securely. Built with advanced algorithms, the backup utility provides multiple features along with backing up the huge Office 365 data in one shot.

You got to export Office 365 shared mailbox data as well. With the Restore option, you can restore a PST file from your local storage to Office 365 cloud mailbox.

You can download the free version of the tool here and then follow the below steps:

1. Download and Install O365 Backup tool
2. Login as either Office 365 administrator or Single User
3. Select the Office 365 Backup option to download mail >> click Next
4. Browse a location for data to be saved >> click Export
5. Choose file type & other settings like Date filter or Naming convention if required >> hit Start to save O365 mail.

Method #3 – Save Email Files As HTML or PDF

This method is really simple and can be applied to download Office 365 email files one by one. But it becomes a daunting process when applied to save a lot number of email messages. Follow the below steps:

As HTML-

• Go to Mail view >> Open the inbox folder containing required emails.
• Go to File option >> click Save As >> provide a location path to the emails on your local storage.
• Now select the file format HTML from the Save As drop down menu >> hit Save.

As PDF-

Since PDF is not a default file format supported by Microsoft, we can’t directly save emails in PDF extension. For that, we will have to choose the html format first and then follow the below steps:

• First of all, follow the above steps performed for HTML.
• In Outlook, navigate to File >> choose Open >> browse the HTML file created initially.
• Navigate to File >> hit Save As >> choose PDF format from the drop down menu >> Tap Save

Wrapping Up

Users can opt for any of the above-described methods on how to download Office 365 emails. The configuration method would be lengthy and time-consuming, and if the data is huge, Outlook freezes. The software is an instant way to download all emails from Office 365 Outlook to the desktop in a short time span. So make a choice according to your convenience.

Frequently Asked Queries

No, PDF is not a default file format supported by Microsoft. Hence to save Office 366 emails as PDF first you need to convert your data into HTML and then into PDF file.

Yes, if your system is installed with MS Outlook then you can access your Office 365 emails within it. Only you need to do is configure your account in Outlook application with Office 365 credentials. This will also help you to save your emails in the local system.

Follow the steps to download your O365 data in HTML format:
1) Go to the Mail View.
2) Open the mailbox which you want to save.
3) Select Save As from File option and provide the destination file location.
4) Select the file format as HTML from the drop down menu & save.

Yes with the help of Office 356 backup and restore automated solution you can save your data selectively. It provides the date filter option which allows you to save the data between the particular date.

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Mail User Guide

You can delete email messages that you don’t need anymore to help keep your mailboxes manageable, and to free up storage space on your Mac or on the mail server. Deleted messages are available until they’re permanently erased.

Delete an email

1. In the Mail app on your Mac, select a message.

2. Click the Delete button in the Mail toolbar or move the pointer over the message’s header, then click the Delete button that appears.

   Tip: To prevent the next message in the list from being automatically selected (and marked as read), press and hold the Option key when you delete the message.

If you set the “Move discarded messages” option to Trash in Viewing preferences in Mail, you can delete a message by swiping left on the trackpad with two fingers or by moving the pointer over a Mail notification, then clicking Delete (or the Trash icon).

Delete multiple emails

1. In the Mail app on your Mac, select messages or conversations in the list.

   All of the messages in a conversation will be deleted.

2. Click the Delete button in the Mail toolbar or press the Delete key.

If you delete a mailbox, all of the messages in the mailbox are deleted.

You can search for a set of messages to delete. For example, you can search for messages dated August 1 through September 5, 2020 by entering “date:8/01/20-9/05/20” in the Mail search field. Or, search for messages from a specific person by entering a name in the search field. Then select and delete the found messages.

View deleted emails

Whether you can view and retrieve messages after you delete them depends on how you set options in Mail preferences.

1. In the Mail app on your Mac, choose Mail > Preferences, then click Accounts.

2. Select an account, click Mailbox Behaviors, then check the setting for the Trash Mailbox option.

   • If a mailbox is specified: You can view deleted messages in the Trash mailbox until they’re permanently erased. To retrieve a deleted message, drag it from the Trash mailbox to another mailbox.

   • If None is specified: Deleted messages are removed and aren’t available in the Trash mailbox.

Permanently delete emails

In the Mail app on your Mac, do one of the following:

• Choose Mailbox > Erase Deleted Items, then choose an account.

• In the Mail sidebar, Control-click a Trash mailbox, then choose Erase Deleted Items.

You can set the “Erase deleted messages” option in Mail preferences to have Mail permanently erase deleted messages for you at a specified time. See Change Mailbox Behaviors preferences.

If you mistakenly delete messages, just drag them out of the Trash mailbox to another mailbox. Or select them in the Trash mailbox, then choose Message > Move to > [mailbox].

If you set up Time Machine to back up files on your Mac, you can use the backups to restore content that Mail downloaded (based on options set in Mail and on your Mac). See Restore items backed up with Time Machine.

How To Limit The Amount Of Email Downloaded On Mail For Macbook