Step-by-Step: Export Outlook for Mac Data with SysTools Outlook Mac Exporter

Step-by-Step: Export Outlook for Mac Data with SysTools Outlook Mac ExporterExporting Outlook for Mac data can be necessary for backups, migration to Windows Outlook, or converting mailboxes to formats compatible with other email clients. SysTools Outlook Mac Exporter is a tool built to simplify exporting OLM files (Outlook for Mac mailbox files) into formats such as PST, EML, MSG, MBOX, and more. This guide walks through the complete step-by-step process, covers key features, best practices, troubleshooting tips, and recommendations to ensure a smooth export.

Back up your OLM file(s): Always create a copy of your Outlook for Mac mailbox or the OLM file before performing exports.
Check Outlook for Mac version: Ensure your Outlook for Mac is updated; some features or newer mailbox structures work best with up-to-date clients.
Ensure adequate disk space: Exports (especially PST) can be large. Verify you have enough free space on the target drive.
Decide target format and scope: Choose whether you need PST (for Windows Outlook), MBOX (for Thunderbird or other clients), EML/MSG (individual message files), or CSV (contacts).
Close Outlook (if required): Some exporters recommend Outlook be closed to avoid file locking. Follow the tool’s instructions.

Download the SysTools Outlook Mac Exporter installer from the official vendor site.
Open the downloaded .dmg or installer package and drag the app to your Applications folder (macOS).
Launch the application. On first run, macOS may ask for permissions (Full Disk Access or Files & Folders). Grant required permissions so the tool can read OLM/mailbox files.
If the tool requires licensing, enter your license key or use the trial mode (trial limitations may apply).

Note: UI wording may vary by software version. The following steps describe the common flow.

Launch SysTools Outlook Mac Exporter.
Add OLM file or choose mailbox source:
- Click “Add File” or “Select OLM” and navigate to the stored OLM file(s), or
- If the tool supports direct mailbox detection, choose the detected Outlook profile.
Preview (optional):
- Many versions present a preview of mailbox contents (folders, messages, attachments). Use preview to confirm you selected the correct mailbox and to spot-check data integrity.
Choose export format:
- Select PST for moving mailboxes to Windows Outlook.
- Select MBOX for Thunderbird, Apple Mail (via import), or other MBOX-compatible clients.
- Choose EML or MSG to export messages individually.
- Use CSV for contacts and calendar exports if supported.
Configure format-specific options:
- For PST: set single PST or split PST by size, and choose ANSI/Unicode if available.
- For MBOX/EML/MSG: choose whether to preserve folder hierarchy and message encoding.
- Apply date filters or folder selection if you only need parts of the mailbox.
Choose destination folder:
- Select the output location on your Mac or an external drive. Ensure enough free space.
Start export:
- Click “Export” (or “Start”), and monitor progress. Larger mailboxes will take longer; progress bars and estimated times help track status.
Completion:
- On completion, the tool will show a success message and the location of exported files. Some versions offer an export report or log file—save this for records.

PST: Open the PST in Windows Outlook (File > Open & Export > Open Outlook Data File) to confirm folders, messages, attachments, and metadata (sender/recipient dates) are intact.
MBOX: Import into Thunderbird or Apple Mail (use Thunderbird’s ImportExportTools NG or Apple Mail import) and inspect folder structure and messages.
EML/MSG: Open sample message files in a compatible client (Windows Mail, Outlook for Windows).
CSV: Open with Excel or Numbers to verify fields like Name, Email, Phone, and additional columns.

Export hangs or is very slow:
- Ensure no other heavy disk activity; try exporting smaller folder subsets.
- Increase available RAM or close other apps.
Permission or access errors:
- Grant Full Disk Access to the exporter in System Settings > Privacy & Security > Full Disk Access.
- Verify OLM file is not locked by another process.
Corrupt or unreadable OLM:
- Try rebuilding Outlook profile or exporting OLM again from Outlook for Mac.
- Use SysTools’ built-in repair options if available.
Missing attachments or metadata:
- Make sure the export options include attachments and preserve metadata.
- If exporting to formats that may not carry all fields (e.g., CSV), expect differences; use PST for full fidelity.
Large PST splitting:
- Enable split-by-size option to avoid oversized PSTs that older Outlook versions may not handle.

Use PST for highest fidelity when migrating to Windows Outlook.
Use MBOX when moving to Unix-based or multi-client environments.
Test small exports first to verify settings before running full mailbox exports.
Keep export logs for auditing and troubleshooting.
If migrating many users, consider batch export features or automating the process where supported.
Always keep original OLM backups until you fully verify the migrated data.

Export OLM from Outlook for Mac, then:
- Use an intermediate IMAP account to copy mail between clients (requires patience and network bandwidth).
- Use Apple Mail to import OLM and then export to MBOX (can be manual and error-prone).
  These manual methods are viable for small mailboxes but are slower and less reliable than a dedicated tool for large migrations.

You need reliable conversions from OLM to multiple target formats with folder and metadata preservation.
You’re migrating multiple mailboxes or need batch exports.
You want export options like PST splitting, date filtering, or message-level previews.

If you want, I can:

Provide a shorter quick-start checklist you can print, or
Draft a step-by-step checklist tailored to exporting to a specific format (PST, MBOX, or EML).