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How to Save Outlook Emails When Leaving a Job? - 2024 Guide

This shows the ways to save Outlook emails when you are ready to leave your job at your organization or company. With this guide, you can save any individual email or entire mailbox data into various file formats including PST, MBOX, EML, MSG, etc.
Last edited 1 minute ago by Pradeep katiyar
As you prepare to embark on a new chapter in your career, it's crucial to ensure the smooth transition of your professional data, including your Outlook emails. These emails often contain valuable information, such as client correspondence, project details, and industry insights, which can be instrumental in your future endeavors.

Why Save Your Outlook Emails?

Maintain Professional Records: Your Outlook emails serve as a chronological record of your work accomplishments, demonstrating your contributions and expertise.
Protect Intellectual Property: Emails often contain proprietary information, confidential documents, and creative ideas that you may need to access in the future.
Facilitate Knowledge Transfer: Handing over your saved emails to your successor can ensure a seamless transition of ongoing projects and client relationships.
Comply with Company Policies: Many companies have policies requiring employees to retain work-related emails for a specified period.

Effective Strategies for Saving Outlook Emails

Identify Relevant Emails: Review your inbox and archived folders to identify emails that hold significant value for your future career.
Organize Emails by Project or Client: Create folders or subfolders to categorize emails based on projects, clients, or specific topics.
Apply Consistent Naming Conventions: Use clear and descriptive filenames for each email or folder to facilitate easy retrieval.
Utilize Export Functionality: Export your selected emails to a PST (Personal Storage Table) file, a standard file format for storing Outlook data.
Create Multiple Backups: Store the PST file on multiple secure locations, such as an external hard drive, cloud storage, or a personal computer.
Communicate with Your Employer: Inform your supervisor or IT department about your intention to save work-related emails and inquire about any company policies or restrictions.

Methods to Save emails from Outlook:

There are commonly two method to save email data from outlook.
Manual Methods
Saving Emails in MSG Format:
Saving Email in PDF Format:
Automate Backup Solution for Outlook
Here's how to save emails in both MSG and PDF formats using Outlook:

Saving Emails in MSG Format:

Select Emails: In Outlook, open the folder containing the emails you want to save.
Drag and Drop (Single Email):
Right-click and drag the email to a desired location on your computer (e.g., desktop, folder).
Release the mouse button and choose "Copy here as message (MSG)."
File > Save As (Single or Multiple Emails):
Open the email(s) you want to save.
Go to "File" > "Save As."
Select "Outlook Message Format (*.msg)" as the save format.
Choose a save location and click "Save."

Saving a Single Email in PDF Format:

Open Email: Open the email you want to convert to PDF.
File > Print: Go to "File" > "Print."
Select PDF Printer: Choose "Microsoft Print to PDF" (or your preferred PDF printer) as the printer.
Customize (Optional): Adjust print settings if needed (e.g., page size, layout).
Print to PDF: Click "Print."
Choose Save Location: Select a save location and provide a filename for the PDF.
Save: Click "Save" to create the PDF file.
Important Notes:
MSG Format: Preserves email content, attachments, and metadata within Outlook.
PDF Format: Creates a universally readable document, ideal for sharing or archiving.
Batch Saving: To save multiple emails as individual PDFs, consider using third-party tools.
Outlook Versions: Menu options and steps might vary slightly depending on your Outlook version.

Additional Tips for a Smooth Backup from Outlook

Document Important Information: Summarize key project details, client interactions, and industry knowledge in separate documents that you can easily access.
Provide Handwritten Notes: Leave handwritten notes for your colleagues or successors, providing insights into ongoing projects or client relationships.
Maintain Professional Relationships: Stay connected with former colleagues and clients, fostering a network that can support your future career endeavors.

Best Alternative to Save Outlook Emails When Leaving Job

When it comes to preserving Outlook emails before leaving a job, the Shoviv IMAP Backup and Restore tool emerges as a reliable alternative. This tool facilitates the seamless saving of individual emails or the entire Outlook mailbox locally, ensuring a hassle-free transition while preserving crucial data.
The effectiveness of the Shoviv transcends user categories, catering to both business and personal needs. Here's how:
Efficient Preservation: Shoviv IMAP Backup and Restore offers an efficient means to save Outlook emails. It allows users to selectively save specific emails or entire folders, ensuring that essential communication, project details, or contacts are securely retained.
User-Friendly Interface: The tool is designed with a user-friendly interface, making it accessible to all kinds of users. Its intuitive features simplify the backup process, ensuring a smooth experience for both business professionals and individual users.
Comprehensive Backup Options: Whether it's a business user needing to archive extensive project correspondence or a personal user wanting to save essential contacts and personal emails, the tool provides versatile backup options, accommodating diverse needs effectively.
Reliable Local Storage: Shoviv IMAP Backup and Restore allows users to store Outlook emails locally, providing a secure and easily accessible repository. This local storage ensures that critical data remains within reach even after leaving the job, without reliance on the company's email server.
Business and Personal Applications: The tool caters equally to business and personal users. For businesses, it facilitates compliance with data retention policies, preserves crucial information, and ensures continuity. Meanwhile, for personal users, it secures memories, contacts, or essential emails, offering peace of mind during job transitions.

5 Steps to Save Outlook Emails On Windows Using Shoviv IMAP Backup Tool:

1. Download and Install Shoviv IMAP Backup Tool.
Head to Shoviv's website and the free trial or purchase the software. Install it on your computer following the on-screen instructions.
2. Configure and Connect IMAP Account as Source.
Launch the Shoviv tool and click "Backup Job." Choose "Create New Backup Job" and select "IMAP Server" as the backup source. Enter your IMAP server details (URL, port, username, password) and click "Next."
3. Select Emails for Backup.
Choose the mailbox folders you want to back up. You can select all folders for a complete backup or choose specific ones for a more targeted approach.
4. Set Backup Options.
Define your preferred backup file format (PST, MBOX, EML, MSG) and file size limitations. You can also schedule automatic backups at regular intervals for ongoing email archiving.
5. Start the Backup
Run "Backup Job" to initiate the process. Shoviv displays the progress and provides estimated completion time.

How This tool Simplify your Backup Process:

Use the filter option to target specific emails based on date range, sender, recipient, or keywords.
Set up password protection for your backup files for enhanced security.
Explore the restore feature to easily retrieve archived emails back to Outlook if needed.

Conclusion

is an essential step in safeguarding your professional identity and ensuring a smooth transition as you move on to new opportunities. By carefully organizing and storing your emails, you can preserve valuable information, protect intellectual property, and demonstrate your professionalism. Remember, your emails are a testament to your expertise and contributions, and they can serve as a valuable resource for your future success.

Frequently Asked Question and Answers

Question: Why should I save Outlook emails before leaving a job?
Answer: It's essential to preserve important emails for future reference, compliance, or personal records. Saving them ensures you retain critical information, contacts, or project details that may be valuable in your future endeavors.
Question: What's the best way to save Outlook emails before departing from a job?
Answer:
Manual Download: You can individually save emails as .msg or .pst files by selecting them and using the "Save As" option.
Exporting to PST: Use Outlook's export function to create a PST file containing multiple emails and folders. Go to File > Open & Export > Import/Export > Export to a file > Outlook Data File (.pst).
Third-Party Tools: Some tools offer more advanced features for bulk saving, such as Shoviv Outlook PST Repair and IMAP Backup tool.
Question: Should I inform my employer before saving Outlook emails?
Answer: It's crucial to understand your company's policies regarding email retention and data privacy. If in doubt, consult with HR or IT to ensure compliance with company guidelines and legal requirements.
Question: What folders or emails should I prioritize for saving?
Answer:
Work-related Projects: Emails concerning ongoing or completed projects, client communications, or important attachments.
Contacts: Save contacts crucial for networking or potential professional connections.
Legal/Compliance Documents: Ensure retention of any emails related to contracts, agreements, or regulatory compliance.
Question: Are there any legal considerations when saving Outlook emails?
Answer:
Company Policies: Adhere to your company's policy on data retention and avoid saving sensitive or confidential information without permission.
GDPR or Privacy Laws: Respect data privacy regulations; refrain from storing personal information of colleagues or clients without explicit consent.
Question: What file formats are suitable for saving Outlook emails?
Answer:
MSG: A single email format that retains all properties.
PST: Stores multiple emails and folders in one file, useful for comprehensive archiving.
PDF: Convert important emails into PDF format, preserving content and ensuring easy accessibility.
Question: How can I organize saved emails for easier future access?
Answer:
Folder Structure: Mimic your Outlook folder structure or create a logical filing system to categorize and organize saved emails.
Naming Convention: Use descriptive names for files/folders to easily identify the content, like "Project_Name_Date_Sender."

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