Are you unable to export Office 365 mailbox to PST files? If yes, then read this guide to understand three possible ways to do the task. Here, we will explain the step-by-step solutions for the export process with screenshots.
Saving a local copy of mailbox data on your system to overcome any kind of disaster or unfavorable situation is the first choice of all administrators. By exporting Office 365 mailbox(es) to PST, you will have a backup copy. Later these files can be easily imported if necessary.
Additionally, the exported PST file from Office 365 account can be used for sharing the data between Office 365 accounts. The destination user can import PST files directly into Office 365 account whenever needed.
|4 Methods to Export Office 365 Mailbox to PST|
|Method 1: Quickest & Secure way to Export Office 365 to PST (Recommended)|
|Method 2: Using eDiscovery Tool from Office 365 Portal|
|Method 3: Export O365 Mailbox to PST via Import/Export|
|Method 4: Office 365 to PST via PowerShell Commands|
Method 1: Use Reliable & Secure Tool to Export Office 365 to PST?
If you are looking for a quick and trusted solution, then you are recommended to use this third-party tool. There are a huge number of applications available in the market that can help you guys in the same. But choosing the best one among the rest for guaranteed results is the toughest part.
Thus, here we have suggested one trustworthy utility that a user can follow to do the same. Office 365 eDiscovery Export tool is the most preferred choice of users. So, you can try it without any doubt with no risk of data loss. It enables you to export Office 365 mailbox to PST format in just a few simple clicks. Moreover, the application well suited for Windows users with no limitations.
Wants to Perform Bulk Migration Operation in an Organization?
This is the application that overcomes all the flaws of manual solutions and fits well in every possible situation. This application does not require any administrative rights to export Office 365 mailboxes into PST files.
Both admin and users can use this application without any dependency and restriction. Moreover, whenever there is a requirement to save mailboxes in bulk, then this tool provides the option for the same.
How Does it Work?
eDiscovery tool by Microsoft is basically designed to identify and deliver electronic data. This is further helpful in legal cases as pieces of evidence. One can try this eDiscovery in O365 to search data in the mailboxes, O365 Groups, SharePoint Online, Skype for Business conversations, Microsoft Teams, and OneDrive for Business sites. All this searching can be done in the same eDiscovery search via the Content Search tool.
However, it is originally meant for searching the O365 content for evidence and export the search results to PST format for legal purposes. Thus, it is known as In-Place eDiscovery search to a PST file. It cannot be termed as the sole method to export Office 365 Mailbox to PST format method as it was not the intention behind the method.
Here is the stepwise procedure of exporting search results of eDiscovery cases, just follow the steps mentioned below. But before we go into that:
Warnings, you must keep in mind.
Steps to export pst files from Office 365 admin center are as follows:
A user needs to follow the below-mentioned workflow to use eDiscovery in the Security & Compliance Center in order to start the process:
Step 1: Grant appropriate eDiscovery permissions to users
Following are the role groups related to eDiscovery in the Security & Compliance Center:
After this, you know clearly that what roles need to be assigned before using eDiscovery. Now, it’s time to know how these permissions are assigned. Follow the steps below:
Note: Here, Rennie is added as a member. Unless you add a user as the member, ediscovery feature is unavailable to user mailbox to perform eDiscovery search & Export Office 365 Mailbox to PST.
Step 2: Make a New Case
In order to create a new eDiscovery case, follow the steps given below:
Step 3: Add members to the case
In order to access and manage the case, you need to add a member to the newly created case. Now, to do the same, perform the mentioned below steps:
Step 4: Make & Run a Content Search on the Case
You can perform run one or more content searches related to this case.
Keep in mind: Content searches related to the case can be accessed only by the cast members that are members of the eDiscovery Manager role group also. Now, simply follow the steps mentioned below to perform the search:
Step 5: Export the Content Search Result to Save Office 365 to PST
As the search process completed successfully, it’s time to download or export O365 content search result.
After following this long and complex procedure with so many conditions, your Office 365 data is exported successfully to PST format at the desired location.
The eDiscovery tool as mentioned above was not intended to export Office 365 mailboxes to PST format. It performs searches for legal purposes and exports the result in PST format as a piece of evidence.
Thus, it is not a reliable approach and suggested approach!
OK, I know what you guys are thinking.
Here is another way of doing the same. Configure your O365 account in Outlook and then use Export to a .pst file option. This will help users in downloading mailbox data in PST format.
In order to do the same by the proper set of instructions, follow the steps given below.
Looks like an easy way of doing so???
But wait! There is more to the story
Microsoft itself mentioned in the blogs that it can be used to export single Office 365 mailbox to PST at once. From the admin point of view where he/she has multiple mailboxes, this is not at all a feasible approach.
Apart from this, this export process does not move all data like it leaves meta properties. So, there might be a loss of some data.
Thus, you need to look for some other alternative also guys to save Outlook Web App Emails to Computer.
There are various users who export Office 365 mailboxes to PST format via PowerShell commands. But, unable to perform this task in a perfect way as the commands become confusing sometimes.
Don’t know how it can be done in a proper way? Wait! Let me show you how you can do it!
Steps to Export Office 365 mailbox to PST File via PowerShell
Let’s start here with an example:
Now, you have to consider that
Step 1: Grant appropriate eDiscovery permissions to Users
1. Execute the command given below:
“$UserCredential = Get-Credential”
Enter the login credentials of your admin account i.e.,
2. Run the below-mentioned command:
“$Session = New-PSSession -ConfigurationName Microsoft.Exchange -ConnectionUri https://outlook.office365.com/powershell-liveid/ -Credential $UserCredential -Authentication Basic –AllowRedirection
3. Then, execute the following command:
Step 2: Grant Mailbox Access Right
Here, email@example.com will get complete access to firstname.lastname@example.org mailbox by running below command:
Add-MailboxPermission â€“User email@example.com -Identity firstname.lastname@example.org -AccessRights FullAccess -InheritanceType All
Step 3: Open Outlook application via the newly created account
Now, after assigning access rights, it is important to make sure that both the accounts are there in the left pane of the Outlook window.
Step 4: Check the Configuration Settings of Outlook
You need to make sure that Outlook is ready to get configured and download emails by following the steps mentioned below:
Step 5: Export Office 365 Mailbox to PST Format
When all set to go, you can take help of Import/Export feature of Outlook to extract Office 365 emails to PST format. In order to know how it can be done in a perfect way, follow the steps mentioned in method 2 above.
Now, you must be thinking, it is the most perfect way to export multiple Office 365 mailboxes to PST format.
No! No! No! (Not Exactly)
Don’t think so as it has some flaws that make you look for some other way. The method discussed requires administrative rights and admin account access. It means you are not allowed to perform this task at the user-level.
Apart from all this, if a user is not that much technically strong, then also it is not at all a feasible approach to saving Office 365 emails to desktop. Small mistakes in commands can affect the complete process badly.
Whenever the users try to export Office 365 mailbox to PST format for any reason, choosing the best method is a tough task for them. Yes! It is true that there are some manual approaches that one can try. But nothing is free from some or other limitations. Thus, moving towards a professional solution is not at all bad choice to have one solution for all cases.