How to Export Mailbox to PST from Office 365 (Exchange Online)

 

Exporting mailboxes to PST from Office 365 is essential to secure data integrity and efficient management of email communications within an organization. It provides a versatile solution for backup, migration, storing, and analysis of email data. Also, it helps organizations maintain control over their critical communication channels.

How to Export PST File From Office 365?

In the upcoming section, we elaborate on the various solutions to export PST from exchange online. First, we define the automated solution for the ease of the user. After that, we will move to the manual solutions. Pick the easy to applicable method to save time.

Method 1: Automated Solution to Export Mailbox to PST From Office 365

The Office 365 Backup is the most reliable solution to export PST from Office 365.

You can pick the desired file or folder and convert it to PST in just a few clicks. However, it automatically removes the duplicity of emails during the conversion process. Also, you can specify the mail between the specific date range. The user interface of this tool is smooth and understandable for the users. Also, you can migrate Office 365 to Gmail, Hotmail, Yahoo, iCloud, AOL, Thunderbird, and IMAP accounts.

Easy Steps to Export Mailbox to PST From Office 365

1. First, you launch and run the Office 365 Converter Tool>>Backup button.
2. Now, enter the user id, and password of Office 365>>Sign In button.
3. After that, choose the file/folder, you want to export>>Next.
4. Later, you can preview the chosen content in the tree structure>>Next.
5. Next, pick the PST file format and browse the desired location.
6. Also, you can go for the built-in feature according to your requirements.
7. Finally, hit the Convert button to export the mailbox to PST from Office 365.

After following these steps you can accomplish the task easily. Let’s move to the manual method to export PST from Office 365.

Method 2: Using MS Outlook to Export Mailbox to PST From Office 365

The first manual process is accomplished with the help of Outlook. However, we cannot perform it directly. Hence, for the ease of the user, we divide it into two stages. First, you have to link your exchange online Office 365 account. After that, export PST from Office 365 using the Import/Export option of the Outlook application. Follow the given stages to export PST from O365 Exchange Online.

Stage 1: Link Exchange Online Office 365 Account

1. Primarily, open the MS Outlook application on your system.
2. Now, navigate to the File Option>>Add Account.
3. Then, enter the Exchange Online email address>>Advance Option.
4. Next, tick the Let me set up my account manually box>>Connect.
5. After that, pick POP3 as an account type and enter the POP3 server name, port number, etc.
6. Later, input the MS Office 365 and tap the Connect button.

After these methods, your Exchange Online account connects to the Microsoft Outlook desktop application. Now, it automatically integrates O365 mailbox data into the default storage location. Let’s move to the next stage to export the mailbox to PST from Office 365.

Stage 2: Using the Import/ Export Option to Export the PST File

1. Subsequently, open the Outlook and go to the File tab.
2. Here, tap the Open&Export and pick the Import/Export Option.
3. Pick the Export to a File option from the list>>Next in the next window.
4. Now, select Outlook Data File (.pst) from Create a file of type.
5. Then, pick the Office 365 account from the offered alternative>>Next.
6. Lastly, browse the desired location to save the PST file>>Finish.

Note:- You cannot export batch mailboxes at once. Also, it is time-consuming and leads to data loss. The user should have a great technical knowledge.

After these steps, it completes the first manual method for exporting an Office 365 mailbox to PST format using the Microsoft Outlook desktop application. Now, understand the other method to export the mailbox to PST from Office 365.

Method 3: By eDiscovery PST Export Tool to Export Office 365 to PST

Microsoft does not provide any direct method for users to download and export mailboxes to PST from Office 365 format. Therefore, the second available manual approach is through eDiscovery content search. Let’s begin with the steps to execute this task. However, there are specific conditions that need to be fulfilled beforehand. Let’s review what they are.

Requirements For Utilizing The eDiscovery Approach

• A Windows 7 operating system or newer is required to export the search results to PST format.
• The most recent version of Microsoft Internet Explorer or any alternative web browser is required.
• Before initialization, Microsoft .NET Framework 4.5 or a later version should be pre-installed.
• Authorization from Discover Management Group is essential.

Steps to Export PST Using eDiscovery PST Export Tool

1. First, log in to your O365 account and tap the Microsoft Office 365 Admin Center.
2. After that, pick the Security and Compliance option from the Admin Centers.
3. In Security and Compliance, pick the Permissions option and drag it into the eDiscovery Manager.
4. Next, click the Edit button subsequent to the eDiscovery Manager checkbox to add the proper approval to the Discovery Management Group.
5. Every compliance search & export is designated to the role group.
6. On the other hand, If the role group does not exist, add the export role by clicking on Edit Role.
7. Later, open the Microsoft Purview panel>>Content Search>>New Search.
8. Then, you can customize your content search preferences using the wizard that pops up when you click on New Search.
9. Also, you can define the Name and Description according to your needs. Additionally, you can specify the mailbox data you wish to export by selecting the Locations option.
10. Now, proceed to the Conditions tab to specify your search criteria based on various parameters.
11. Once you’ve configured all the necessary settings and filters, tap on Submit.
12. After that, click on Done to close the window and initiate your search immediately.
13. While the search is underway in the background, click the Search tab and Check the Status.
14. On the following screen, verify whether your search has finished processing. If it has, click the Actions button and select the Export Results option.
15. To export encrypted files, you can add them in the upcoming window. Additionally, you have the option to personalize the export outcomes.
16. For a smoother process, use the default settings when exporting. After configuring all necessary settings, simply click the Export button.
17. The export process begins instantly. You can monitor its progress by selecting “Export” and opting for the “Search” option again.
18. After the export process completes, select the Download Results option. Also, remember to copy the Unique Export Key.
19. When you select the Download Results option, the eDiscovery tool will launch automatically. Now, proceed further and enter the Export Key. Also, specify the destination path on your local computer where you prefer to save the resultant PST files.
20. After giving all the necessary information, click the Start button to export the Office 365 mailbox to PST. Upon completion, simply close the extension.

Make sure, to carefully execute the steps outlined above to accomplish the task in a superficial and reliable state. If you’re using Chrome or Firefox browser instead of Internet Explorer, you should download an extension to proceed with this method.

• Firebox Browser

• Chrome Browser

Errors While Using the eDiscovery PST Export Tool

• Due to its lengthy process, it is not configured properly sometimes.
• If it is not configured properly, it gets the calculating error.
• You can not start the application after the error occurs.
• The admin center does not work properly while executing the process.

Now, we move to another method to understand more about this topic.

Method 4: Powershell Method to Export Mailbox to PST From Office 365

No direct PowerShell option is available in Office 365 for exporting a mailbox to PST. Unlike the New-MailboxExportRequest command in on-premises Exchange, Office 365 lacks a similar cmdlet for this task.

You can export Office 365 to PST for free, using the eDiscovery PST Export Tool. However, alternative methods for exporting Exchange Online mailboxes are also available.

Through Powershell functionality, synchronization between a local Microsoft Outlook desktop application and an Office 365 Outlook Online account can be accomplished. Subsequently, utilizing Outlook’s Import/Export functionality to export the Office 365 mailbox to a PST file.

Stage 1: Specify Connection Using MS Exchange Server Using Powershell

To initiate the export of PST from Office 365, execute the following PowerShell command:

“$UserCredential = Get-Credential”

Enter the login credentials of the Office 365 account including username and password. Both are given under the Windows PowerShell Credential Request wizard.

Run the Command as follows:

“$Session = New-PSSession -ConfigurationName Microsoft.Exchange -ConnectionUri https://outlook.office365.com/powershell-liveid/ -Credential $UserCredential -Authentication Basic –AllowRedirection”

After that, run this command

“Import-PSSession $Session”

Stage 2: Grant Permission to Export Mailbox via PowerShell

Here, we will provide the user ID and full access to another desired mailbox:

“Add-MailboxPermission – User (——————-) -Identity (———————–)-AccessRights FullAccess -InheritanceType All”.

Note:- In the given space, you provide a mail id. The first should be your user id and the second user id to access and identify the same.

Stage 3: Launch Microsoft Outlook to Create a New Account

Now, open Outlook using the account freshtechsupport@teamsystools.com. Make sure that your mailbox is visible in the left panel. It may take a few seconds or even minutes for permissions to apply.

Step 4: Review the Configuration Settings

Here, we verify that Outlook is prepared to be configured for downloading all emails within the designated time frame.

1. First, open the Outlook>>File>>Info.
2. Now, tap on Account Settings>>Account Settings.
3. Then, pick the Account>>Change Button and enable the Use Cached Exchange Mode.

Step 5: Transfer Emails to PST By Using Import/Export Wizard

1. Initiate the Import/Export wizard to export the contents of the given User ID into a PST file.
2. To do this, navigate to the File menu>> Open & Export >> Import/ Export.
3. Later, choose Export to a file from the given drop-down>>Next.
4. Next, choose Outlook Data file (.pst) and tap the Next Button.
5. After that, pick your mail ID>>Next and enable the Subfolder checkbox.
6. Specify an alternative filename and designate a storage directory for saving the PST file, such as c:\archive\User id.pst.
7. Later, go to the Options tab and pick any of them: Do not export duplicate items or Replace duplicates.
8. Then, tap the Finish Button to export the mailbox to PST from Office 365.
9. Input the password for the PST file if necessary, or leave it blank if permitted by the policy>>OK.
10. Outlook will stay inactive while the export is ongoing. Therefore, please wait until it grants access to the file.

Step 6: The Export Process in Office 365 has Finished

Once you’ve effectively exported the mailbox to PST from Office 365, it’s necessary to revoke all initially granted permissions via Powershell. Execute the following command to accomplish this task.

“Remove-MailboxPermission -User abc@.com -Identity xyz@.com -AccessRights FullAccess”

Step 7: Close the PowerShell Session

At the end, close the PowerShell Session. After removing the permissions, close the PowerShell session using the following command:

“Remove-PSSession $Session”

Now, you are all done with the manual approaches. The manual method causes many errors while exporting the PST file.

Errors While Using the PowerShell

• The primary downside is its dependence on Admin permission.
• Because of its extensive process, native users struggle to execute this approach.
• Data integrity is maintained when exporting PST files from Office 365 Online.
• Also, the email formats change while executing the process.

Conclusion

The complete blog provides four solutions, including manual and reliable. The manual method has limited features. The main problem is the manual method is divided into several stages, which can be time-consuming and require technical expertise. Thus, we suggested the top-notch utility to do the same. This software can save your time and effort. Also, it gives the surety to keep the data safe and secure. However, you can frequently proceed further with your chosen one to export the mailbox to PST from Office 365.

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