How to Add / Connect Office 365 to Outlook? Explained

Office 365 is a complete package suite provided by Microsoft. This tool provides different services such as emailing service to send, receive, and manage mail accounts. However, sometimes users do not need a complete Office 365 package for email clients, as it is expensive and complex to manage. Therefore, most of the users want to move/ connect Office 365 to Outlook, which is also one of the popular email clients. MS Outlook can also be used in a business environment such as Office 365 and for personal use. Others find it more convenient for professional work as most organizations use it. In the following sections, we will discuss the need for migration and how to transfer the Microsoft 365 mailbox to Outlook.

Transfer / Add Office 365 Mailbox to Outlook : The User Queries

Reasons to Export / Connect Office 365 to Outlook

There are multiple reasons to shift from Office 365 to Outlook desktop versions. Some of the key reasons are as follows:-

  • Outlook acts as the safest place to store and access emails in offline mode.
  • You can access the downloaded mutiple documents from Office 365 locally.
  • Office 365 is expensive so you can use Outlook Desktop to use email services.
  • Office 365 requires an admin to manage all of the services. But Outlook is easy to manage.
  • Outlook is compatible with both of the uses whether it is personal or professional.

Different Ways to Add Office 365 Mailbox to Outlook

There are different ways to move Office 365 mailboxes to desktop Outlook manually and professionally. The manual method has some limitations due to which it is not used widely. However, the professional method is a safe and secure method to get the task done. Let’s start with both of the approaches in detail.

Manual Procedures to Move from Office 365 to Outlook

To transfer/migrate Office 365 to Outlook manually, a user needs to follow the below-mentioned steps:

  1. First, you need to make sure that you are using the desktop version of Outlook.
  2. If you have the File option on the top left corner of your Outlook screen, then it is a desktop version of Outlook
  3. Now, you just need to add a ‘source’ email account to Outlook
  4. Until all emails and contacts are displayed, wait for a while
  5. After that add your Office 365 mail account to Outlook by entering the credentials.
  6. After adding Office 365 mail account to your Outlook desktop, it will sync to Outlook automatically.
  7. Now, you can see all your Office 365 data items in Outlook as Outlook files only.

Limitations

  1. It is a time-consuming process that requires too much time if the number of users is more.
  2. It is not the safest method because Outlook stops during these processes.
  3. All of the steps should be executed sequentially, if any of the steps are not executed correctly and misjudged then the chances of data loss will be high.

Professional Method to Connect Office 365 to Outlook

After analyzing the manual method now is the time to move forward and look into the professional method. This method uses Office 365 Export Tool to Export Office 365 Mailbox to PST. This tool creates an Outlook data file that can be added to Outlook easily. This tool is easy to operate and error-free. You just need to execute some of the basic steps to get the resulting Outlook data file.

Add Office 365 Mailbox to Outlook Step-By-Step:

To transfer/ backup Office 365 to Outlook in a convenient manner, a user need to follow the below mentioned steps:

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Step 1. Download and Set the Office 365 as the Source and Outlook as the destination.



Step 2. Tick the checkboxes for the items under the workload and apply the Date Filter.



Step 3. Enter the credentials in the Source window and Next.



Step 4. Now in the Destination window, specify the location for the resulting file and Next.



Step 5. Get the users into the tool, validate them, and Next



Step 6. Now click on the Start Export button in the top right corner.




Now the Outlook data file is saved to the destination location which is provided by you. After getting the Outlook data file, you can add that file to Microsoft 365 using the below steps.

Adding Outlook Data File to Office 365

Now this is the final phase to connect Office 365 to Outlook by adding the resulting Outlook data file(.pst).

  • Step 1. Run Outlook and hit on the File option.
  • Step 2. Choose Open&Export >> Import/Export.
  • Step 3. Choose Import from another program or file and Next.
  • Step 4. Select the Outlook data file and browse the location for the saved file.
  • Step 5. Choose the current/same folder as per your choice and Finish.

Frequently Asked Questions

Is it possible to transfer Office 365 to Outlook 2010?

Yes, you can easily transfer all your data items in Office 365 account to Outlook 2010 and all its versions by simply adding the Outlook data file.

Is there any manual procedure available to save Office 365 files to Outlook 2007?

Yes, a user can follow the step-by-step manual procedure of migration as explained above but try to go with the professional solution because that is more secure. .

I find this manual procedure to migrate/ connect Office 365 to Outlook difficult to execute suggest some other solution?

In case you are not able to perform the manual procedure, there is a third-party solution also suggested above you can also go for that. This software has a user-friendly interface.

Can I store all the emails of the Office 365 account locally?

Yes, Using this tool, you can store all the emails in your local storage for further tasks.

Is it possible to have the same email ID even after migration from Office 365 to Outlook?

Yes, users can use the same email ID even after migration if they want.

Conclusion

The Outlook is an email service for both personal and business use. A user can use Outlook in a more reliable and user-friendly way as compared to Office 365. After understanding queries by users, we have explained both manual and professional solutions to migrate/ connect Office 365 to Outlook. Because of some limitations of the manual method, the professional method is advised to use to get the expected results.