Fix Import Export option grayed-out issue in the Microsoft Outlook for Mac

A rapid, simple, economical, and replicable form of communication is email. Outlook set itself apart from rival email applications once released because of its expanded features, which included improved security, a targeted inbox, straightforward sorting, and others. More people now have shifted to Microsoft Outlook from alternative email programs. However, users of Outlook occasionally encounter issues, as much as users of other email clients.

The issue with the greyed-out Import/Export option is the most frequent. This issue makes importing and exporting an Outlook Data file practically difficult. It has become challenging for users to access emails across multiple email clients’ tools and/or platforms.

Fixing the Import/Export option in Microsoft Outlook email client.

In Microsoft Outlook, many users save their data into the OLM file format using Mac Outlook, making it simple to retrieve the file from the Outlook profile. PST in Windows and OLM in Mac OS are the file formats used to store emails, respectively. The Send/Receive tab in Outlook allows a user to set or disable the Work Offline option. It stops Outlook from automatically syncing or updating mailbox folders when activated. By selecting the Update Folder option, users can manually update the folders.

When the internetwork access is weak, or users do not want to get bothered by frequent messages and pings, the Work Offline option is quite useful.

Why is the Import-Export button grayed out in Microsoft Outlook Mac 10?

Before coming up with a remedy to this issue, consumers should be aware of a few potential reasons. Users are urged to avoid making the same error twice and to use caution moving forward:

1. The most likely explanation is that the Import/Export capability is not accessible in the Demo Version, which the users might be using.
   
2. Another potential reason users cannot utilize the Import/Export feature that is grayed out in Outlook on Mac is that the administrator has deactivated the specific functionality.
   
3. The Outlook application has not been updated, which results in problems or limitations with how the application can perform its fundamental functionalities.
   
4. Although MS Outlook is installed on the OS in a language other than English, users use a Mac OS in English.
   
5. Plugins or add-ins were additionally installed that made the outlook platform incompatible.
   
6. Extremely large or inconsistent OLM file that the platform couldn’t support to import/export.
   
7. Bad or non-existent internetwork connection or bandwidth issues.
   
8. Microsoft Outlook platform is either undergoing testing, has been compromised by cyberattacks, or encountered business logic bugs.

Resolution methods for fixing the Mac Outlook Import/Export feature issue

Mac Outlook Data Files are used for accounts that users set up using the Outlook Connector. Users can implement the following methods to resolve the issue: –

Issue 1: Users using the Demo version of Microsoft Outlook

Resolution Steps:

• The Outlook Professional Version should be upgraded if users are currently using the Outlook Demo Version. This version is only accessible through bulk licensing. It is bundled with all other essential Microsoft tools/programs such as Publisher, Access, OneDrive, OneNote, and likewise.
• Verify that the version of Outlook being used is enabled. Users might need to renew their membership or license if they want to keep using the Outlook email client after it has expired. To fix the grayed-out work offline feature, activate Microsoft Outlook. To activate Outlook and have access to all features, including Work Offline, users could either renew the subscription or purchase a new one.
• Additionally, users are advised to confirm whether the Microsoft-connected email account and the account used to purchase the license are both linked to each other. Outlook might not activate or let users utilize the functionalities if those accounts aren’t connected.

Issue 2: Outlook Tool Missed Checking a Damaged File.

Resolution Steps:

• Users might know how to troubleshoot issues in the Outlook Data file, which is the most frequent problem with Outlook 365. Utilize Scanpst.exe; an inbox repair utility included with Outlook.
• Run Outlook in Safe Mode to see whether any unreliable or incompatible add-in is to blame for the Work Offline feature being grayed out. Perform the following actions:
  • Outlook should be closed before pressing Command Key + R, Outlook.exe /safe, and Enter. Outlook launches in a secure mode.
  • Navigate to File > Options > Add-Ins.
  • In the section labeled Manage COM Add-Ins, click Go.
  • Click OK after unchecking every add-in.
  • Relaunch Outlook as usual.
• If the problem is fixed, one or more add-ins cause it. Follow these steps to determine which add-in caused the problem:
  • Open a single add-in, then open Outlook.
  • If the Work Offline switch is operational, activate a different one and reevaluate.
  • This will aid in identifying the problematic add-in and report about the same.

Issue 3: Microsoft Admin has deactivated the Import/Export feature configuration

It’s conceivable if users work in a professional setting and the administrator has disabled the Outlook application’s setting policy. Asking the Admin to fix the issue is the only feasible solution.

Issue 4: Microsoft Outlook needs to be updated to the latest version in Mac OS

Resolution Steps:

• This problem could frequently arise if Outlook is used in an older or inferior version. Users are advised to upgrade their Outlook application to the latest version to resolve this problem.
• Older Outlook clients may also cause specific problems, such as the Work Offline options that are grayed out. Go to File > Office Account and choose the Update Options to see if there are any updates available.
• The most recent version of Outlook should be checked, updated, and the system should then be restarted. To check and update Outlook, open the Apple Store.
• Additionally, look into Mac OS Updates. Any outstanding updates should be downloaded and installed. Check Outlook after a system restart.

Issue 5: Incorrect and/or incompatible language configuration in Outlook tool and Mac OS

Resolution Steps:

• This could be attributable to a variety of factors, including linguistic preferences. Microsoft Office has a different language version than Mac OS, which is a discrepancy.
• Set the same language for both non-Unicode programs to fix the Import/Export option disabled issue. To do this, perform the following actions:
  • Open Control Panel from Start.
  • Choose the list’s Date, Time, Language, and Regional sections.
  • Select Regional and Language from the menu.
  • To do this, go to the Advanced Tab on this open page and select the locale most equivalent to the installed Outlook version.
  • Select the Language that corresponds to the non-Unicode programs and press OK.
• Open Outlook to check if this approach works to export emails from Outlook. If users still cannot download emails from Outlook, use the Stellar Converter for OLM files to automate the process. When it comes to exporting emails from an Outlook.com account, this program is the real deal.

Issue 6: Connection issues between the ISP’s Internet line and Microsoft Mail Exchange Server

Resolution Steps:

• Outlook users may also experience difficulties turning off or returning to the online mode due to network troubles. Therefore, users must ensure the system is online and has a working network connection. Due to scheduled maintenance or malfunction, mailbox servers occasionally become unavailable. In this situation, users must check whether their computers are online and that no firewall or antivirus software prevents the Outlook processes from running.
• Users can access the email account by opening the same in the web browser(s). If the page doesn’t load, the server is probably undergoing maintenance. Users are then advised to wait and give it another go later in this situation. Talk to the administrator if it still isn’t working.
• However, double-check the login information if the website loads but users cannot log in. If users have just changed the password, try both the old and new ones while logging in.

How is it beneficial to use software instead of relying on manual methods?

Incompatible add-ins, OLM files, or removing the user account from the mailbox server can all result in Outlook’s Work Offline feature becoming grayed out. When the Work Offline option is disabled, users cannot move between the offline and work online modes, preventing them from sending or receiving new emails. Users should follow the suggestions in this post to quickly fix the problem.

Alternatively, users are advised to use the Stellar Converter for OLM tool to convert OLM into PST format if the Work Offline option is grayed out. This program can also assist users in exporting email items from large, inaccessible, or orphaned OLM files so that users can save them to OLM files or export them right to an active Office 365 account.

How does Stellar Converter for OLM benefit users to export their emails?

Step 1: Activate Stellar Converter for OLM. On the Home tab in the top ribbon, choose Outlook OLM. A pop-up window will open from which the user can choose the OLM file for conversion.

Step 2: Users can click Browse to search the OLM file’s location. Users can also select Find to search the OLM file if its location is unknown. To begin the email export into OLM format, click Convert.

Step 3: The OLM file is being converted by the program. The size of the OLM determines the anticipated conversion time.

Step 4: Following conversion, the program displays a glimpse of the Outlook mailbox folders and removed items (in red) in the left pane. By choosing certain folders, users may Browse and Select mailbox contents.

Step 5: Click the Save Converted File option under the Home tab after selecting the appropriate folder(s) for the conversion. After mailbox data extraction, a pop-up window with a list of file types will appear. By clicking Browse, choose OLM. For the mailbox items to be saved, click OK.

Step 6: The progress meter will indicate how the file-saving procedure progresses. To stop the procedure entirely, click Stop.

Step 7: The converted OLM to PST file is stored in the designated place. To complete the conversion process, click OK.

Conclusion

The blog article covers various methods to resolve the disabled functionality of the Import/Export feature in the Microsoft Outlook email client. Users are also recommended to implement multiple workarounds for resolving the issue. Certain manual methods for fixing errors and exporting emails from Outlook help users perform their tasks smoothly. However, if the users are facing a time crunch or cannot resolve the problem manually, using an automated tool comes in handy. Hence, it is advised and recommended to utilize a third-party OLM to PST converter such as the Stellar Converter for OLM files to download all emails from the Outlook.com account locally to the computer.

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About The Author

Ravi Singh

Ravi Singh is a Senior Writer at Stellar®. He is an expert Tech Explainer, IoT enthusiast, and a passionate nerd with over 7 years of experience in technical writing. He writes about Microsoft Exchange, Microsoft 365, Email Migration, Linux, Windows, Mac, DIY Tech, and Smart Home. Ravi spends most of his weekends working with IoT (DIY Smart Home) devices and playing Overwatch. He is also a solo traveler who loves hiking and exploring new trails.