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How to Export OneDrive and Outlook Data Before Student Account Closes
Question details
The user needs to back up OneDrive documents and Outlook emails from a Microsoft student account in bulk to a USB drive before the account is closed.
- Product
- Microsoft OneDrive and Outlook
- Device & OS
- not provided
- Scenario
- A Microsoft student account is about to expire, requiring a bulk backup of all cloud files and emails to local storage or a USB drive.
- Observed behavior
- The goal is to successfully export all OneDrive files and Outlook emails to a local drive or USB before the Microsoft student account expires and access is permanently lost.
Ensure you have a USB drive with sufficient storage space connected to your computer and a stable internet connection to handle large file downloads.
Download from Web and Export Outlook to PST
The fastest method for moderate amounts of data is downloading files directly from the browser and exporting emails from the Outlook app.
This method requires you to have the Outlook desktop client installed and your student email configured to export your emails into a portable PST file.
Open OneDrive in your web browser. Select all the items you wish to save, then click the 'Download' button to save them as a ZIP file. Once downloaded, extract the files to your USB drive.
Launch the Outlook desktop application. Click on 'File' in the top left corner, select 'Open & Export', and then click on 'Import/Export'.
In the Import and Export Wizard, select 'Export to a file' and click Next. Choose 'Outlook Data File (.pst)' as the file type.
Select your student email account to export all folders. Click Next, browse to your USB drive as the save location, and click Finish.
Use OneDrive Sync for Bulk File Backup
Best for large accounts where browser downloads might fail, timeout, or hit file size limits.
Request Assistance from IT Administrator
If you encounter access errors or your account has already been restricted, contact your school's IT support.
Continue Working with Your Saved Files Using WPS Office
After your Microsoft student account closes, you will lose access to premium Microsoft 365 applications. WPS Office is a free, lightweight alternative that allows you to open, edit, and manage all your downloaded documents without a subscription.
- 1. Download WPS Office: Visit the official WPS Office website and download the free installer.
- 2. Install the Software: Run the setup file and follow the on-screen instructions to install the suite on your computer.
- 3. Open Your Backed-Up Files: Launch WPS Office and easily open the Word, Excel, and PowerPoint files you exported from your student OneDrive account.
Frequently Asked Questions
What happens to my data if my student account closes before I back it up?
Once the account is closed and the service contract ends, you will lose access to all files stored in OneDrive and emails in Outlook. The data is usually marked for deletion. You must contact your school's IT administrator immediately to see if temporary recovery is possible.
Can I transfer my student OneDrive files directly to a personal OneDrive account?
Yes, you can use the Microsoft Mover tool to migrate files directly between cloud accounts, or you can download the files to your local drive using the steps above and then manually upload them to your personal OneDrive.
How do I open the exported PST file containing my Outlook emails?
To view the contents of a PST file, you need to open it within the Outlook desktop application. Go to File > Open & Export > Open Outlook Data File, and select the PST file you saved on your USB drive.
Why is the OneDrive browser download failing for my files?
Browser downloads can fail if the total file size is too large or if your internet connection is unstable. For large bulk backups, it is highly recommended to use the OneDrive Sync app to securely download the files to your local drive first.
