If you're using Outlook on a Mac and want to back up your emails, calendar events, contacts, or tasks, you can export them to an archive file (.olm). This is useful for creating a personal backup or transferring data to another device.

Step 1: Open Outlook on Your Mac

Make sure Outlook is running and you're signed in to the account you want to back up.

Step 2: Go to the Export Tool

In the top menu bar, click File, then select Export from the dropdown menu.

Note: If you don’t see the Export option, make sure you’re using the New Outlook experience. You can switch back to the legacy version if needed by toggling the switch in the top-right corner of the Outlook window. 

1. In the top-left corner of your screen, click the Outlook menu in the macOS menu bar.
2. From the dropdown, check the option labeled Legacy Outlook.
3. Outlook will prompt you to restart. Click Restart Outlook to apply the change.

Once Outlook restarts in Legacy mode, you should see the Export option under the Tools menu.

Step 3: Choose What to Export

In the Export window, select the items you want to back up:

• Mail
• Calendar
• Contacts
• Tasks
• Notes

Click Continue.

Step 4: Save the Archive File

1. Choose a location to save your .olm file.
2. Name the file something descriptive (e.g., OutlookBackup_June2025.olm).
3. Click Save.

Outlook will begin exporting your data. This may take a few minutes depending on how much content you have.

Step 5: Confirm Completion

Once the export is complete, you’ll see a confirmation message. You can now move or copy the .olm file to an external drive, cloud storage, or another secure location.