Learn How to Export Office 365 Mailbox to PST

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How to Export Office 365 Mailbox to PST

In today’s world, many businesses use Microsoft Office 365 for their emails and other tasks. But sometimes, they need to save or move their emails from Office 365 to their computers. One way to do this is to export Office 365 mailbox to PST. This file holds all the emails and can be opened later with programs like Outlook. 

It sounds simple, but there are important things to consider to make sure everything goes smoothly. In this article, we’ll talk about how to export data from Office 365 to PST files, what to watch out for, and the best ways to do it right.

Why Do Users Need to Export Mailbox from Office 365 to PST?

Due to several reasons, many users want to know about the solutions for the exporting procedure. With the below points, you can understand what types of situations are associated with the same:

  1. One can export Office 365 mailbox to PST to preserve emails for safety against accidental loss, and system failures, ensuring critical data integrity.
  2. Comply with regulations, retain data, and easily access archived emails for legal compliance.
  3. Facilitate seamless transfer of email data when switching to different platforms.
  4. Accessing emails without the internet is beneficial for remote work or areas with limited connectivity.
  5. Lower expenses by moving less-used emails to PST files, minimizing cloud storage usage.
  6. To export mailbox from Office 365 to PST locally organize emails for better categorization, search, and management outside the Office 365 environment.

Also read: How to Migrate Google Calendar to Office 365 Account?

Do you Know How to Export Office 365 Mailbox to PST Manually?

The most preferred solutions for the exporting task are PowerShell & eDiscovery Tool. Remember, these techniques are both lengthy and time-consuming. Plus, they need some technical knowledge to proceed with the task. So, if you are familiar with technicalities then only opt for this. Otherwise, it is recommended to consider the further-mentioned smart solution to make the transition hassle-free. 

Method 1. Use eDiscovery to Export Mailbox from Office 365 to PST

  • Log in to Exchange Admin Center using credentials.
  • Navigate to Security and Compliance: Click on the Security and Compliance option in Admin Centers.
  • Go to Permissions and select eDiscovery Manager.
  • Edit permissions, and add or modify roles as needed to export Office 365 mailbox to PST.
  • To access More Resources, navigate to the Microsoft Purview Compliance portal.
  • Open Content Search, and customize search elements like Name, Description, and Location.
  • Set filters for query language, keywords, time, and message properties.
  • Click Submit, then Done to begin eDiscovery immediately.
  • Check the status in the Search tab, and track if it’s in process or complete.
  • After completion, select Export Results, and customize settings if needed.
  • Hit Export, and monitor progress in the Export tab.
  • Click Close, then Download Results, and copy Export Key.
  • Open the Export Tool, paste the Export Key, and define the destination path.
  • Start the export process by hitting Start, and saving data to PST files.

Method 2. Export Office 365 Mailbox to PST Via PowerShell

Step 1: To start the export mailbox from Office 365 to PST procedure, execute the following command in PowerShell:

$UserCredential = Get-Credential

Enter the Office 365 account credentials (username and password) in the Windows PowerShell Credential Request wizard.

Next, run the command:

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

Then, execute:

Import-PSSession $Session

Step 2: Grant Access Right to Mailbox to Export Via Powershell

Add-MailboxPermission –User abcdsupport@example.com -Identity abcdsupport@example.com -AccessRights FullAccess -InheritanceType All

Step 3: Open MS Outlook for a New Account

Open Outlook as abcdsupport@example.com and ensure the abcdsupport@example.com mailbox appears in the left pane. Permissions may take a few moments to apply.

Step 4: Verify Outlook settings to export Office 365 mailbox to PST:

  • Go to File menu >> Info page >> Account Settings.
  • Click Account Settings again and select the account.
  • Click Change and ensure “Use Cached Exchange Mode” is enabled.

Step 5: Launch the Import/Export wizard in Outlook:

  • File menu >> Open & Export >> Import/Export.
  • Select Export to a file >> Next.
  • Choose Outlook Data file (.pst) >> Next.
  • Select abcdsupport@example.com >> Next. Ensure “Include Subfolders” is checked.
  • Specify a file name and location for the PST file, e.g., c:\tmp\outlook-archive-abcdsupport@example.com-20160209.pst.
  • Under Options, select either “Do not export duplicate items” or “Replace duplicates with items exported” >> Finish.
  • If prompted, enter a password for the PST file or leave it blank if allowed by policy >> OK.

Step 6: Verify completion to Export Office 365 Mailbox to PST:

  • Right-click on the mailbox >> Data File Properties.
  • Go to General tab >> Folder size.
  • Switch to the Server Data tab and note the Total size.
  • Check the properties of the exported PST file. Ensure its size is comparable to the Total Size from Outlook.

Step 7: Remove initial permissions granted via PowerShell:

Remove-MailboxPermission -User abcdsupport@example.com -Identity abcdsupport@example.com -AccessRights FullAccess

Step 8: Close PowerShell session:

Remove-PSSession $Session

With these instructions, one can easily export mailbox from Office 365 to PST, only if he/she is familiar with this migration process. Those who find this technique not reliable, then don’t worry just go through the better and quick solution mentioned further.

Here’s Efficient Solution to Export Office 365 Mailbox to PST

SysTools Office 365 Export Software is a helpful tool for moving your data from Office 365 to a preferred file format called PST. It’s easy to use and does the job well. You can transfer emails, contacts, calendars, and attachments smoothly & simultaneously with this. Plus, it keeps everything organized and safe during the process. You can even choose what you want to move and when. So, if you need to switch from Office 365 to PST, this tool makes it a breeze.

So, without any further ado! Just download & run this and delve into its working guidelines to export Office 365 mailbox to PST:

  1. Opt for ‘Office 365‘ as the source platform and designate ‘Outlook‘ as the destination.
  2. Choose the categories you wish to export from Office 365 in the Workload selection.
  3. Utilize the Date-Range Filter option for a selective export based on dates. Proceed to the next step.
  4. Enter the Admin Email ID in the Source Office 365 window for validation.
  5. Input the Application ID generated during project creation and click ‘Validate‘.
  6. Navigate to select the destination folder path where the PST file will be stored.
  7. Specify your preferred PST file size from the dropdown menu. (Default is 40 GB)
  8. You have the option to add users from the source account using either ‘Fetch Users‘ or ‘Import Users‘.
  9. Initiate the export process by clicking on the ‘Start Export‘ button.

Additional resources: How to Restore/ Recover Deleted Contact in Outlook 365?

Observational Verdict

The above guide, explains how to export Office 365 mailbox to PST clearly and simply. I hope after reading this, you don’t need to look further for the solution. Here you will explore all the efficient & reliable approaches to export mailbox from Office 365 to PST. Above, you will find two manual methods & one automated solution. You can opt for any of them which suits your needs. 

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