usefulscripts/microsoft/ExportOutlookMailbox

Outlook Email Backup Tool

A Python GUI application that exports emails from Microsoft Outlook/Exchange accounts to local files using the Microsoft Graph API.

Features

• Dual Authentication Methods:

  • Interactive OAuth2 login (browser-based)
  • Service account credentials (Client Credentials flow)

• Multiple Export Formats:

  • MBOX (single file, compatible with Thunderbird/Outlook)
  • EML (individual files per email)
  • Both formats simultaneously

• Flexible Options:

  • Include/exclude attachments
  • Preserve folder structure

Requirements

System Requirements

• Python 3.7 or higher
• Windows, macOS, or Linux
• Microsoft Azure Account (for application registration)

Installation

1. Clone or download the project
2. Install Python dependencies:

pip install requests

3. Register an Azure Application

Azure Application Setup

You need to register an application in Azure AD to use this tool. Follow these steps:

1. Register Application in Azure Portal

1. Go to Azure Portal
2. Navigate to "Azure Active Directory" → "App registrations"
3. Click "New registration"
4. Fill in the details:
   • Name: e.g., "Outlook Backup Tool"
   • Supported account types: "Accounts in this organizational directory only" (single-tenant)
   • Redirect URI:
     • For interactive login: http://localhost:8000
     • For service account: Leave empty
5. Click "Register"

2. Configure API Permissions

1. In the app settings, go to "API permissions"
2. Click "Add a permission"
3. Select "Microsoft Graph"
4. Choose Delegated permissions (for interactive login) OR Application permissions (for service account):
   • Search and select:
     • Mail.Read
     • Mail.ReadWrite
     • offline_access (only for interactive login)
5. Click "Add permissions"

3. For Service Account Method Only

1. Go to "Certificates & secrets"
2. Click "New client secret"
3. Set expiration and create
4. Copy the secret value immediately (you won't see it again)

4. Get Your Credentials

From the app overview page, copy:

• Application (client) ID - Use as "Client ID"
• Directory (tenant) ID - Use as "Tenant ID"

Usage

Running the Application

python ExportOutlookMailbox.pyw

Or on Windows, you can double-click the .pyw file.

Authentication Methods

Method 1: Interactive OAuth2 Login (Recommended for Users)

1. Select "Interactive login (OAuth2)" radio button
2. Click "Connect"
3. A dialog will ask for:
   • Client ID (from Azure app registration)
   • Tenant ID (from Azure app registration)
   • Redirect URI (default: http://localhost:8000)
4. Your default browser will open - sign in with your email
5. After authentication, you'll be redirected back to the app
6. The tool will be ready to backup emails

Method 2: Service Account (Client Credentials Flow)

1. Select "Service account (Client Credentials)" radio button
2. Credential fields will appear
3. Fill in:
   • Client ID - From Azure app registration
   • Tenant ID - From Azure app registration
   • Client Secret - Created in "Certificates & secrets"
4. Enter the email address of the mailbox to backup
5. Click "Connect"

Backup Process

1. Select authentication method and provide credentials
2. Enter email address to backup (for service account method)
3. Choose export format:
   • MBOX - Recommended for single archive file
   • EML - Individual files per email (better for editing)
   • Both - Export in both formats
4. Select options:
   • ☑ Include attachments (uncheck to skip attachments)
   • ☑ Preserve folder structure (mirror Outlook folder hierarchy)
5. Select output folder - Where to save the backup
6. Click "START BACKUP" - Start the backup process
7. Monitor progress - Watch the log and progress bar
8. Click "STOP BACKUP" to cancel if needed

Output Structure

outlook_backup_email@example_com_20260211_143022/
├── Inbox/
│   ├── message1.eml
│   ├── message2.eml
│   └── Inbox.mbox
├── Sent Items/
│   ├── message1.eml
│   ├── message2.eml
│   └── Sent Items.mbox
├── Archive/
│   └── ...

Export Formats Explained

MBOX Format

• Single file containing all emails from a folder
• Compatible with: Thunderbird, Outlook, Apple Mail, many email clients

EML Format

• Individual files for each email (one .eml file per message)
• Compatible with: All email clients

Troubleshooting

Error: "Authentication failed"

• Interactive login:

  • Verify Client ID and Tenant ID are correct
  • Check that permissions are granted in Azure AD
  • Ensure redirect URI matches exactly in Azure (including http vs https)

• Service account:

  • Verify Client Secret hasn't expired
  • Confirm application has required permissions
  • Check email address format

Error: "Folder access denied"

• The mailbox account may have restricted shared mailbox permissions
• For shared mailboxes with service account, ensure proper delegation

Port 8000 already in use

• Change redirect URI in Azure app settings
• Update the redirect URI in the tool
• Use a different port (e.g., http://localhost:8001)

API Limits

Microsoft Graph API has rate limits:

• 4 requests per second (for multi-tenant apps)
• The tool includes delays to stay within limits

If you hit rate limits:

• The tool will retry automatically
• Try with "Stop" and continue later