How to Backup Outlook 2021 Data to Mac Mail

Switching between email clients can be challenging, especially when migrating from Microsoft Outlook 2021 to Apple’s Mac Mail. Whether you’re transitioning to a Mac ecosystem or simply prefer Mac Mail's interface and integration, backing up Outlook 2021 data and importing it into Mac Mail is essential. This blog offers a complete guide on how to backup Outlook 2021 data to Mac Mail smooth and effective.

Outlook 2021 is a robust email client developed by Microsoft, known for its professional features including calendar integration, task management, and support for various email protocols. It’s widely used by business users and is part of the Microsoft Office suite.

Mac Mail (also known as Apple Mail) is the default email application on macOS devices. It provides a simple, clean interface and integrates seamlessly with macOS features like Spotlight, Siri, and Contacts. It supports POP, IMAP, and Exchange accounts.

Reasons to Switch from Outlook 2021 to Mac Mail

Platform Transition – Many users shifting from Windows to macOS prefer using native apps like Mac Mail.
Better macOS Integration – Mac Mail offers smoother synchronization with macOS features and iCloud.
Lightweight Interface – Mac Mail’s minimalist design is more appealing to users looking for a less cluttered experience.
No Additional Cost – Mac Mail comes pre-installed on all Mac devices, eliminating the need for Office subscriptions.
Improved Security and Privacy – Apple emphasizes privacy features that appeal to security-conscious users.

Manual Method to Backup Outlook 2021 Data to Mac Mail

To manually migrate data, follow these steps -

Export Outlook Data as PST

Open Outlook 2021 → File → Open & Export → Import/Export.
Select the "Export to a file" option, then pick "Outlook Data File (.pst)." Next, choose the email folders you want to back up and specify the destination path to save the exported PST file.

Transfer PST File to Mac

Use an external drive or cloud storage to copy the PST file from your Windows PC to the Mac system.

Import PST into Apple Mail (via Outlook for Mac)

Since Mac Mail doesn’t support PST directly, first import PST into Outlook for Mac (if available).
Then, export from Outlook for Mac in MBOX format.
Open Mac Mail → File → Import Mailboxes → Choose “Files in MBOX format” and import the exported files.

Drawbacks of the Manual Method

Requires Outlook for Mac – You need Outlook installed on the Mac, which may not be available to all users.
Time-Consuming Process – Multiple steps are involved, increasing the chances of errors and delays.
Risk of Data Loss or Corruption – Manual migration may lead to incomplete imports or damaged files.
No Selective Migration – You can’t filter or select specific emails, folders, or dates to migrate.
Not User-Friendly for Non-Tech Users – The process requires technical understanding, which can be confusing for average users.

Alternative way on How to Backup Outlook 2021 Data to Mac Mail

For a faster and more reliable approach, use BitVare PST Converter for Mac & Windows – a powerful tool designed for both Mac and Windows systems. It supports the conversion of PST files into MBOX format, which is fully compatible with Mac Mail.

Key Features

Converts PST files to MBOX, EML, MSG, and other formats.
Preserves original email formatting, metadata, and folder hierarchy.
Allows selective backup by date, folder, subject, or other filters.
Supports both ANSI and Unicode PST files.
Works without Outlook installation on the Mac.

Steps to Use the software

Download and install PST to Gmail Tool on your Mac or Windows PC.
Load the PST file into the tool.
Choose “MBOX” as the output format.
Apply filters (optional) and start the conversion.
Import the resulting MBOX file into Mac Mail via File → Import Mailboxes.

Conclusion

Migrating from Outlook 2021 to Mac Mail doesn’t have to be a daunting task. While the manual method is possible, it comes with multiple limitations. For a hassle-free, accurate, and quick solution, PST to Gmail tool for Mac & Windows offers the best alternative. Whether you're an individual switching platforms or an organization moving to macOS, this tool ensures smooth and secure email data migration.