Gmail, Yahoo, iCloud, Outlook.com, and AOL accounts all use two-factor authentication to help verify that you’re the person trying to access your email account. To add your email account to Outlook, you’ll need an app password, also known as an application password. This is a different password than your regular email account password. Oct 03, 2018.

Mail User Guide

You can include photos, documents, and more when you write messages.

When you attach images or PDF documents, you can mark them up in Mail before you send your message.

Include photos and other files in emails

In the Mail app on your Mac, do any of the following:

• Click the Attach button in the toolbar, locate a file (you may need to click the sidebar button to see additional folders), select it, then click Choose File.

  You can also drag files from the desktop, the Finder, or an app into your message.

• For photos, click the Photo Browser button in the toolbar, then drag a photo into your message. You can also take a photo or scan documents, or add a sketch, using your nearby iPhone or iPad.

By default, Mail inserts images at their actual size. If different sizes are available, you can choose one from the pop-up menu located on the right side of the message header.

Send large email attachments using Mail Drop

You can use Mail Drop to send files that exceed the maximum size allowed by your email account provider. Mail Drop uploads large attachments to iCloud, where they’re encrypted and stored for up to 30 days.

• If you have an iCloud account and you’re signed in to iCloud when you click Send, Mail automatically sends the attachments using Mail Drop. Mail Drop attachments don’t count against your iCloud storage.

• If you don’t have an iCloud account, or if you’re not signed in, Mail asks you whether to use Mail Drop (to always use Mail Drop select “Don’t ask again for this account”).

If a recipient uses Mail in OS X 10.10 or later, the attachments are included in your message. For other recipients, your message includes links for downloading the attachments, and their expiration date.

You can turn Mail Drop on or off for an account. Choose Mail > Preferences, click Accounts, select the account, click Advanced, then select or deselect “Send large attachments with Mail Drop.”

See the Apple Support article Mail Drop limits.

Put email attachments at the end of messages

In the Mail app on your Mac, do one of the following:

• For the current message: Choose Edit > Attachments > Insert Attachments at End of Message.

• For all messages: From the Message viewer, choose Edit > Attachments > Always Insert Attachments at End of Message (a checkmark shows it’s on).

Include or exclude email attachments in replies

In the Mail app on your Mac, do one of the following:

• Include or exclude original attachments in a reply: In the toolbar of the message window, click the Include Attachment button or the Exclude Attachment button .

• Include or exclude original attachments in all replies: From the Message viewer, choose Edit > Attachments > Include Original Attachments in Reply (a checkmark shows it’s on). To turn it off and exclude attachments, choose the command again (the checkmark is removed).

Send email attachments to Windows users

In the Mail app on your Mac, try these suggestions:

• Send Windows-friendly attachments. To do so for all messages, choose Edit > Attachments, then select Always Send Windows-Friendly Attachments. For a specific message, click the Attach button in the toolbar of the new message window, then select Send Windows-Friendly Attachments (if you don’t see the checkbox, click Options in the bottom corner).

• Send documents as PDFs instead of in their original format.

• Use filename extensions (such as .docx for a Microsoft Word document).

• If the recipient sees two attachments (such as “MyFile” and “._MyFile”), the recipient can ignore the file with the underscore (such as “._MyFile”).

To display an attachment (such as a one-page PDF document or an image) as an icon, Control-click the attachment in your message, then choose View as Icon. To show the attachment again, Control-click it, then choose View in Place.

If the message size shown on the left side of the message header is red, the attachments are causing your message to exceed size limits set by your email account provider. Try reducing the number or size of attachments or use Mail Drop.

Been searching the best way to download Office 365 emails lately? Here is all you need! Get the explicit solutions to save all your Office 365 online mailbox data to local storage with methods that are mentioned here.

“My organisation has provided me with an Office 365 account for email purposes. I am leaving from here very soon, but I would like to download my emails to my PC. I don’t find any way to do this distinctly. How do I download all emails from Office 365 that I can load into another email client?”

Since Office 365 is a cloud-based Suite, we somehow need to have a backup or simply export the data to on-premises. Microsoft doesn’t provide a direct method through which you can download the mailbox data to your local storage, however you can adapt a couple of approaches which we are going to discuss below.

Also Read :How to Backup Office 365 Essentials Account – Complete Guide

How to Download Office 365 Emails – 3 Best Ways

These are the best 3 approaches I believe, user must opt to if wondering how do I download all emails from Office 365 mailbox.

Techniques to Download Office 365 Email:

1. Configuration of O365 account with Outlook desktop
2. Automated Direct Method to Save Emails of O365 webmail
3. Save Outlook Web App Email Files as HTML / PDF

Let’s understand each method in detail.

Method #1 – Configure Office 365 with Outlook Desktop Application

Prerequisite: For this approach, you need to have installed any desktop version of Outlook on your system.

1. Go to your system’s Control Panel and choose Mail
2. Click on Add option on the Mail window
3. Now in the opened dialog box choose Manual setup or additional server types >> hit Next
4. Here choose “Office 365”, followed by entering your Office 365 logincredentials >> click Next
5. Your Office 365 account will be verified in a while and then you will see Autodiscover.xml login window where you need to enter O365 login details >> hit Next
6. If everything goes right, you will receive a notification window with Congratulation messages

You have to open your Outlook account and check all your Office 365 emails.

Now that you have configured Office 365 account with Outlook desktop version, it’s time to download Office 365 emails to desktop. Follow the below steps:

• Open Outlook >> go to File option >> click on Import & Export
• Under Import & export wizard choose Export to a File
• Choose Outlook data file option to migrate emails to PST file.
• Mark check the checkbox to include Subfolders >> click Finish.

Method #2 – Direct Solution to Download All Office 365 Emails (Experts Suggested)

The automated tool named as SysTools Office 365 Email Backup and Restore is a smart choice to quickly download Office 365 mailbox data into PST and EML formats securely. Built with advanced algorithms, the backup utility provides multiple features along with backing up the huge Office 365 data in one shot.

You got to export Office 365 shared mailbox data as well. With the Restore option, you can restore a PST file from your local storage to Office 365 cloud mailbox.

You can download the free version of the tool here and then follow the below steps:

Limit Email Download Outlook Mac Free

1. Download and Install O365 Backup tool
2. Login as either Office 365 administrator or Single User
3. Select the Office 365 Backup option to download mail >> click Next
4. Browse a location for data to be saved >> click Export
5. Choose file type & other settings like Date filter or Naming convention if required >> hit Start to save O365 mail.

Method #3 – Save Email Files As HTML or PDF

This method is really simple and can be applied to download Office 365 email files one by one. But it becomes a daunting process when applied to save a lot number of email messages. Follow the below steps:

As HTML-

• Go to Mail view >> Open the inbox folder containing required emails.
• Go to File option >> click Save As >> provide a location path to the emails on your local storage.
• Now select the file format HTML from the Save As drop down menu >> hit Save.

As PDF-

Since PDF is not a default file format supported by Microsoft, we can’t directly save emails in PDF extension. For that, we will have to choose the html format first and then follow the below steps:

• First of all, follow the above steps performed for HTML.
• In Outlook, navigate to File >> choose Open >> browse the HTML file created initially.
• Navigate to File >> hit Save As >> choose PDF format from the drop down menu >> Tap Save

Wrapping Up

Users can opt for any of the above-described methods on how to download Office 365 emails. The configuration method would be lengthy and time-consuming, and if the data is huge, Outlook freezes. The software is an instant way to download all emails from Office 365 Outlook to the desktop in a short time span. So make a choice according to your convenience.

Frequently Asked Queries

No, PDF is not a default file format supported by Microsoft. Hence to save Office 366 emails as PDF first you need to convert your data into HTML and then into PDF file.

Yes, if your system is installed with MS Outlook then you can access your Office 365 emails within it. Only you need to do is configure your account in Outlook application with Office 365 credentials. This will also help you to save your emails in the local system.

Limit Email Download Outlook Mac File

Follow the steps to download your O365 data in HTML format:
1) Go to the Mail View.
2) Open the mailbox which you want to save.
3) Select Save As from File option and provide the destination file location.
4) Select the file format as HTML from the drop down menu & save.

Setup Outlook Email On Mac

Yes with the help of Office 356 backup and restore automated solution you can save your data selectively. It provides the date filter option which allows you to save the data between the particular date.

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