How to Download and Back Up Emails Using Microsoft Outlook (POP3)

Downloading your emails to your computer is essential for creating backups, migrating to another provider, or freeing up server mailbox space. This guide shows you how to use Microsoft Outlook with POP3 to download all your cPanel emails and export them as a .pst backup file.

When to Use POP3

POP3 (Post Office Protocol) downloads emails from the server to your local computer. Unlike IMAP, POP3 is designed for one-way download:

• Download all emails to your computer as a permanent local copy
• Back up your mailbox before cancelling a hosting plan
• Free up server disk space by removing emails after download

Prerequisites

• Microsoft Outlook installed (2016, 2019, 2021, or Microsoft 365)
• Your cPanel email address and password
• Sufficient disk space on your computer for the downloaded emails

POP3 Server Settings

Steps to Add POP3 Account in Outlook

Step 1: Open Account Settings

1. Open Microsoft Outlook
2. Click File → Add Account

Step 2: Manual Setup

1. Enter your full email address (e.g., [email protected])
2. Check Let me set up my account manually
3. Click Connect

Step 3: Select POP

Choose POP as the account type (not IMAP).

Step 4: Enter Server Settings

Incoming Mail (POP3):

• Server: mail.yourdomain.com
• Port: 995
• Encryption: SSL/TLS
• ☑ Require logon using Secure Password Authentication (SPA): unchecked

• Server: mail.yourdomain.com
• Port: 465
• Encryption: SSL/TLS

Step 5: Enter Password and Connect

Enter your email password and click Connect. Outlook will verify the settings and begin downloading your emails.

Step 6: Configure Download Behaviour

After connecting, go to File → Account Settings → Account Settings → Double-click the POP account and adjust:

• Leave a copy of messages on the server: ☑ Enable this if you don't want to remove emails from the server after downloading
• Remove from server after X days: Set a timeframe if you want automatic cleanup

Important: If you're downloading as a backup, keep "Leave a copy on server" checked until you've confirmed the backup is complete.

Wait for Full Download

POP3 downloads emails in batches. For large mailboxes:

• Keep Outlook open and let it sync completely
• Check the status bar at the bottom of Outlook for download progress
• A mailbox with 5,000+ emails may take 30–60 minutes depending on your connection

Exporting Emails as a PST Backup

Once all emails are downloaded to Outlook, export them as a .pst file:

Step 1: Open Import/Export

1. Click File → Open & Export → Import/Export

Step 2: Choose Export

1. Select Export to a file → Click Next
2. Select Outlook Data File (.pst) → Click Next

Step 3: Select the Mailbox

1. Select your POP3 email account from the folder list
2. ☑ Check Include subfolders to capture Inbox, Sent, Drafts, etc.
3. Click Next

Step 4: Save the PST File

1. Choose a save location (e.g., Desktop or an external drive)
2. Name the file descriptively (e.g., info-yourdomain-backup-2026-02.pst)
3. Choose Do not export duplicate items
4. Click Finish

Step 5: Set a Password (Optional)

You can set a password to protect the PST file. Leave blank and click OK if you don't need encryption.

Restoring From a PST Backup

To restore or view emails from a PST backup later:

1. Open Outlook → File → Open & Export → Open Outlook Data File
2. Browse to your .pst file and select it
3. The mailbox will appear in your Outlook sidebar as an additional data file

Best Practices

• Store backups on an external drive or cloud storage (Google Drive, OneDrive) for safety
• Name files with dates so you can identify when the backup was taken
• Verify the backup by opening the PST file in Outlook before deleting server copies
• Regular backups: If your email is business-critical, create monthly backups
• Large mailboxes: PST files over 10 GB can become slow — consider splitting by year or folder