How to Save Outlook Emails When Leaving Job

Before quitting your job, saving your Outlook emails is very important. It helps you keep important information and makes changing jobs easier. When you save your emails, you can hold onto important talk details, changes in projects, and other materials that could help you later on.

Additionally, saving your Outlook emails shows that you’re professional and responsible.

There are many reasons behind storing Outlook Emails such as:

  • They give you a record of important conversations with clients, contracts, and your coworkers’ feedback.
  • You can look back on these records when handling problems or questions about past work.
  • Emails also track your growth and wins during your time at the company.

Identify Relevant Emails to Save for Future Reference

The first step you have to follow is to identify which email is important for you. In this, you have to look at everything like email content, email attachments, and client messages; this is a systematic approach.

First off, think about the main words that relate to your job. Look for these words in the subjects or bodies of your emails – they’re important to your work and hold useful info.

Also, keep an eye out for emails about big projects or client chats. These kinds of messages can give you key details and paperwork that could come in handy down the line. By keeping these important words and topics in mind, you can easily spot the emails that matter and save them for later.

Also, consider email-attached documents like contracts, reports, etc. By doing this early, finding and sorting the emails becomes more accessible and crucial information is always there when needed. These often have important information you might need even after you quit your job.

Once you have identified relevant emails, then you can take next steps to save the Outlook emails when leaving a job.

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Best Way to Organizing Your Outlook Inbox

Some simple steps make the whole process simple to organize an Outlook inbox without any technical knowledge. First, start sorting your emails into folders or categories. Make dedicated folders for different projects, clients or teams — this way, finding an email in a rush could be more accessible. And don’t forget: label these folders with clear and detailed names to spot them easily.

Doing this will act as a reminder for you to follow up or take action on certain emails. It’s also helpful to use filters to arrange emails by who sent them, what they’re about, or when they were sent.

To find particular messages without needing to scroll through tons of emails. It can also help you during your work and boost your productivity.

  1. Open Microsoft Outlook application.
  2. Click on the Inbox found on the left-hand side of your screen.
  3. To arrange emails by date, sender, or size, click on View from the top menu, then select Arrange By. Choose your preferred option.
  4. To create folders for specific emails, right-click on Inbox, select New Folder, and name it appropriately.
  5. Drag and drop emails into their respective folders for the organization. You can also right-click an email, choose Move, and then pick the folder where you want to transfer it.
  6. Use the search function at the top of your Inbox to find specific emails more efficiently.
  7. Go to Rules from the top menu and click on Create Rule. Define your conditions and actions according to your needs.
  8. Regularly delete or archive old emails that no longer need. To keep your Inbox clean and manageable.
  9. If you’re dealing with many junk or spam emails, check your junk mail settings under Options, then Junk Email.

Note: For important conversations or threads, use flags or categories for easier access in the future.

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Export Outlook Emails to a Local Storage Device

To export Outlook emails to a local storage device, you can follow these simple steps.

  1. First, open the Outlook application.
  2. Go to the File tab at the top left corner of the screen.
  3. Click on Options from the drop-down menu. A new window will open.
  4. Next, navigate to the Advanced tab and click on the Export button. This will launch the Import and Export Wizard.
  5. Select Export to a file and click on Next.
  6. Choose Outlook Data File (.pst) and click on Next again.
  7. Now, you need to select the specific folder(s) that you want to export.
  8. You can choose to export your entire mailbox or select specific folders such as Inbox, Sent Items, or any custom folders.
  9. Once you have made your selection, click on Next.

Finally, decide where you want to save the file you’re exporting. You can put it on your computer’s hard drive or a separate storage device like a USB stick or an outside hard drive. After picking where to store it, hit Finish to complete the export.

You can access them easily when you save important emails to a local storage device, giving extra security. You can keep all those important work emails safe and have them ready whenever you need to look back at them.

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Outlook Archiving Feature to Save Outlook Emails

The Outlook archiving feature is a great way to save and sort your emails for long-term use. It’s super handy when you’re about to leave your job because it helps you keep all those important emails safe and easy to find later on.

To use Outlook archiving feature for long-term storage, follow these steps:

  1. Open your Microsoft Outlook application.
  2. On the main menu, click on File.
  3. From the drop-down menu, select Options.
  4. In the Options window, navigate to the Advanced tab.
  5. Scroll down to the AutoArchive section.
  6. Click on AutoArchive Settings.
  7. A new window will open where you can set up archiving settings according to your preference.
  8. You can choose how often you want Outlook to archive your old items under the AutoArchive every option and specify a number of days, weeks, or months.
  9. You can decide where you want these archived items to be saved by clicking on Move old items to and then Browse to select a location on your computer.
  10. Once you’re satisfied with your settings, click on OK to save these changes and close the window.
  11. Lastly, click OK again in the advanced options window to apply these settings to your Outlook application.

With these steps, you can use Outlook’s archiving feature to store your emails for a long time. This helps keep your inbox tidy and makes sure you can find important emails easily, even after you’ve left your job.

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Backing Up Outlook Emails to the Cloud for Added Security

Saving your Outlook emails to the cloud is a key move to make sure they’re safe and easy to reach, even if your computer is not working or loses data.

To back up your Outlook emails to the cloud, you can follow these simple steps:

  1. Choose a reliable cloud service provider: There are several reputable cloud service providers, such as Google Drive, Dropbox, and Microsoft OneDrive, that offer secure storage options for your emails. Research and select a provider that best suits your needs and budget.
  2. Sign up for an account: Once you have decided on a cloud service provider, create an account by providing the necessary details. Some providers offer free storage space, while others may require a subscription for larger storage capacities.
  3. Install the cloud app: Download and install the cloud app on your computer or mobile device. These apps are usually available for various operating systems, making it convenient for you to access your backed-up emails from different devices.
  4. Configure Outlook to sync with the cloud: Open your Outlook application and navigate to the settings or preferences section. Look for the option to sync your emails with the cloud service you have chosen. Follow the prompts and sign in to your cloud account when prompted.
  5. Start the backup process: Once the sync is configured, your Outlook emails will automatically start backing up to the cloud. Depending on the size of your mailbox and the speed of your internet connection, the backup process may take some time. 

By following these steps, you can rest assured that your Outlook emails are securely backed up in the cloud, providing you with an added layer of protection.

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Why is it important to save Outlook emails before leaving a job?

Saving Outlook emails before leaving a job is important to ensure that important information and communication history is retained for future reference or legal purposes.

How can I identify which emails to save for future reference?

You can identify relevant emails to save by looking for any communication related to important projects, client interactions, or any information that may be valuable in the future.

How can I organize my Outlook inbox for a smooth transition?

To organize your Outlook inbox, you can create folders and subfolders to categorize emails based on different projects, clients, or topics. This will make it easier to locate and save relevant emails.

How can I export Outlook emails to a local storage device?

To export Outlook emails to a local storage device, you can use the built-in export feature in Outlook. This allows you to save emails as individual files or as a complete mailbox for easy retrieval later.

What is Outlook archiving feature and how can it help with long-term storage?

Outlook archiving feature allows you to automatically move older emails from your main inbox to an archive folder. This helps in decluttering your inbox and ensures that important emails are still accessible in the long term.

How can I back up Outlook emails to the cloud for added security?

To back up Outlook emails to the cloud, you can use cloud storage services like Microsoft OneDrive, Google Drive, or Dropbox. These services provide secure storage options and allow you to access your emails from anywhere with an internet connection.

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Sofia Smith is a technical content writer who has followed her passion for technology by authoring tech content at Sysvpro. Follow her on Twitter