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Download Microsoft 365 mailboxes as PST with PCVITA software instead of an eDiscovery export
Office 365 Export Tool
PCVITA Office 365 Export Tool exports Microsoft 365 user, shared and archive mailboxes to PST files on a Windows PC without eDiscovery, Outlook or PowerShell. Office 365 export software signs in with the admin email and an Application ID, fetches every mailbox in the tenant, filters by date range and saves emails, contacts and calendars to one PST per user with the folder structure kept. MSG, MBOX, PDF and File System outputs sit on the same screen. Free demo exports 2 user accounts.
- Source
- User, shared and archive mailboxes of one Microsoft 365 tenant, opened by the tenant admin with an Azure Application ID
- Output
- PST files, one per user and split at the size you set, or four other modes down to plain EML files
- Exports
- Mail, contacts and calendar items with attachments, folder structure and read or unread status
- Controls
- Date range filter, Fetch Users or CSV import, Stop Export, Re-Run Export and Delta Export
Also downloads a Summary Report for all users or a Detailed Report per mailbox once the job ends. See all features. If you want a repeat backup with a restore option, open the Office 365 Backup Tool.
How Office 365 Export Tool Moves Mailboxes From the Cloud to PST
Your Microsoft 365 tenant sits on one side. PST files on your disk come out on the other, one per user, with mail, contacts and calendar entries in their original folders.
Microsoft 365 Tenant
Every user mailbox, shared mailbox and archive
- Admin email and Application ID sign in
- Fetch Users pulls the full mailbox list
- Import Users loads a CSV list instead
PCVITA Office 365 Export Tool
Works on your Windows machine
- Date range filter per workload
- Stop, Retry Failed Items and Delta Export
- Summary and Detailed reports
PST Files on Your Disk
Or single messages, MBOX, PDF and plain files
- One sub folder per user
- PST split at the size you set
- Folders, attachments and read status kept
- 1ConnectSelect Office 365 and Outlook, then validate the admin sign in.
- 2SelectFetch the user list, tick the mailboxes and set a date range.
- 3ExportClick Start Export and open the PST files from the destination folder.
Export Office 365 to PST in 6 Steps
Half a dozen screens take you from the endpoint selection to the finished PST files. Click any step for its screen, and read the long version in the Software Guide.
Step 1. Select Office 365 and Outlook
Install PCVITA Office 365 Export Tool on Windows and open it. Choose Office 365 on the source side and Outlook on the destination side. Outlook stands for PST output here, so the machine needs no Outlook installation. Select another destination instead when you want MSG, MBOX, PDF or plain files.
Step 2. Tick Workloads and a Date Range
Tick Emails, Contacts and Calendars, or any one of them. Set a date range on a workload when you need only part of the mailbox, and move on with Next.
Step 3. Validate the Admin Account
Type the Admin Email Id, paste the Application Id of the Azure app registration you created for the tenant and click Validate. Once the permission checks pass, click Next.
Step 4. Set the Destination and PST Size
Browse to the destination folder and keep its path within 20 characters. Select the PST file size from the dropdown, 40 GB by default, and a mailbox larger than that splits into several PST files. Click Validate, then Next.
Step 5. Fetch and Select the Users
Click Fetch Users for every mailbox in the domain, or Import Users with a CSV. Search for a mailbox, tick the ones you need, check them with the Show Selected toggle, validate the selection and click OK.
Step 6. Start the Export and Download the Report
Click Start Export, confirm the licence quota and click Start. Finished mailboxes move to the Completed tab. Use Re-Run Export for failed items or a Delta Export, and Download Report for the summary CSV or a detailed report per mailbox.
No licence needed, the free demo handles 2 user accounts.
Office 365 Export Software Features
Four groups of options in PCVITA Office 365 Export Tool, from the mailbox list to the export report.
Exports User, Shared and Archive Mailboxes in Bulk
One admin sign in reaches all mailboxes in the tenant, so you export many users in one job.
Bulk Export With the Admin Account
Admin email plus the Application ID open the tenant. Fetch Users lists every mailbox in the domain and you tick the ones to export.
Shared Mailbox Export
Shared mailboxes export to PST or any other output the same way as user mailboxes.
In-Place Archive Export
Archive mailboxes of Office 365 users download to the local disk once the archive is enabled on the account.
Import a User List From CSV
Import Users loads the mailbox list from a CSV file, which saves clicks on a large tenant.
Search and Show Selected
Search a mailbox by name in a long list and flip the Show Selected toggle to check the final set before you validate.
Saves Mailboxes as PST, MSG, MBOX, PDF or Plain Files
Five destinations sit on the first screen, and the PST option needs no Outlook on the machine.
Office 365 to PST Without Outlook
Office 365 export software writes one PST file per user into its own sub folder, and Outlook is needed only to open that file.
Split PST by Size
PST file size dropdown sets the cut point, 40 GB by default, so a large mailbox lands in several PST files instead of one oversized file.
MSG, MBOX and PDF Output
Select MSG for single messages, MBOX for mail clients that read that format, or PDF for records anyone can open.
File System Export
File System mode writes emails as EML, contacts as VCF and calendars as ICS, with documents in their native formats.
Naming Convention Options
MSG, PDF and File System exports offer naming patterns for the output files, Auto Increment, Subject_From and Date_From_Subject among them.
Filters the Export and Keeps Every Item Intact
Select what leaves the cloud, and get it back on disk the way it was.
Date Range Filter per Workload
Set a from and to date on emails, contacts or calendars and only items inside that range export.
Emails, Contacts and Calendars
Workload selection takes all three item types together or any one alone, with reminders and recurring appointments kept on calendars.
Folder Structure and Read Status Kept
Inbox, Sent Items and every custom folder arrive in the same order, and read or unread status stays on every email.
Attachments and Properties Preserved
Attachments, subject, date and time, To, CC, BCC and hyperlinks stay as they were in the mailbox.
Tracks the Job With Retry, Delta and Reports
You can watch the job as it goes and repeat only the parts that failed.
Stop and Re-Run Export
Stop Export halts a job in progress. Re-Run Export later offers Retry Failed Items, Re-Run Full Export and Delta Export.
Delta Export for New Items
Delta Export adds just the items that landed after the previous job, with no duplicates in the PST.
Completed Tab per Mailbox
Finished mailboxes move to the Completed tab, so you see at a glance which users are done.
Summary and Detailed Reports
One click on Download Report saves a CSV for all users with email, contact and calendar counts, or a per mailbox detailed report.
Licence Quota Check
Start Export shows the licence quota before the job begins, so the user count never surprises you.
Check these options against your own tenant. Free demo covers 2 user accounts.
Why the eDiscovery Export Route is Hard Work for a Mailbox Export
Four limits Microsoft documents for eDiscovery export in Purview, and what PCVITA Office 365 export software does instead.
- 1
Export Tool Retired, Packages Expire in 14 Days
Microsoft retired the Office 365 eDiscovery Export Tool on August 31, 2025 along with the classic eDiscovery experiences. Export packages in the new Purview portal stay for 14 days from creation and are then deleted. PCVITA Office 365 Export Tool writes PST files straight to your disk, where they stay.
- 2
E3 or E5 Licence and eDiscovery Permissions
Microsoft asks for a Microsoft 365 Enterprise E3 or E5 licence on the user who exports, plus eDiscovery permissions in Purview. Office 365 export software from PCVITA needs a single admin account plus an Application ID and works with Business, Exchange Online and Education plans as well.
- 3
10 GB PST Pieces and a 40 GB Package Cap
Purview splits any result above 10 GB into several PST files even when you ask for one PST, caps a package at 40 GB and moves 2 GB an hour from a mailbox. PCVITA tool leaves the PST split size to you, with 40 GB as the default.
- 4
Search First, Then Wait, Then Download
eDiscovery needs a case, a search, an export job and a package download with pop ups allowed, and a job that passes seven days cancels itself. PCVITA tool exports the mailboxes you tick in one session with Stop, Retry and Delta options.
Prepare Before Using the Office 365 Export Tool
Seven items to line up before the first job, from the Azure app to the output folder.
- Register an app for the tenant in Microsoft Entra ID, grant its application permissions with admin consent and copy the Application (client) ID. Microsoft explains the portal path on Register an application in Microsoft Entra ID.
- Keep the global admin email of the tenant at hand, because the export software signs in with it next to the Application ID.
- Put Microsoft .NET Framework 4.5 or later on a Windows 10 or 11 machine with 500 MB free disk space, 8 GB RAM and an 8 core processor.
- Allow the customer management domain through the network firewall so the licence check can complete on a locked down network.
- Create the destination folder with a path of 20 characters or less on a drive with enough free space for the output.
- Enable the archive mailbox on every user whose archive you want, and prepare a CSV of user emails if you prefer Import Users over Fetch Users.
- Test the free demo on 2 user accounts before you buy. Download the PCVITA Office 365 Export Tool demo, export two mailboxes and open the result.
Hardware lines repeat the Specifications table below, and the Azure app line follows the Microsoft Learn page listed in the Sources.
Office 365 Export Software Pricing
Free demo first, one $50 licence after that. Both editions share every export option, the demo stops at 2 user accounts.
Demo Edition
Free
Export the mailboxes of 2 user accounts
- Account limit2 user accounts
- FeaturesAll
- LicenceNot needed
Version 6.6.1, 99.3 MB, Windows
Full Edition
$50 one licence
Full mailboxes for as many users as your licence covers
- Account limitAs per the licence quota
- FeaturesAll
- DeliveryEmail within minutes
30 Days Money Back*, Safe & Secure checkout
Included in both editions Same screens and options in the demo and the full edition, only the account count differs
- Bulk Export With the Admin Account
- Shared Mailbox and Archive Export
- Five Output Modes, PST to File System
- Date Range Filter per Workload
- PST Split by File Size
- Fetch Users or CSV Import
- Stop, Retry and Delta Export
- Summary and Detailed Reports
Office 365 Export Tool Specifications
Version, machine needs and what the export covers.
| Version | 6.6.1 |
|---|---|
| File size | 99.3 MB |
| Windows versions | Windows 11 (64 bit), Windows 10 (32 and 64 bit), Windows Server 2012 and 2016 |
| Prerequisites | Microsoft .NET Framework 4.5 or later, an Azure app registration with its Application ID, customer management domain allowed in the firewall |
| Hardware | 8 core processor, 8 GB RAM, 500 MB free hard disk space |
| Free demo limit | Export of 2 user accounts |
| Delivery | Download link and activation key by email within a few minutes of payment confirmation |
| Source | Microsoft 365 user mailboxes, shared mailboxes and In-Place Archive mailboxes, reached with the admin email and Application ID |
|---|---|
| Office 365 plans | Enterprise E1, E3 and E5, Business Premium and Business Essentials, Exchange Online Plan 1 and 2, Office 365 A1, A3, A5 and F1 |
| Items exported | Mail items, contacts and calendar entries with attachments, folder structure and read or unread status (File System mode adds documents) |
| Output formats | PST (one per user, split at 40 GB by default or the size you set), MSG, MBOX, PDF, File System (EML, VCF and ICS) |
| Filters and selection | Date range per workload, mailbox search, Show Selected toggle, CSV import of users |
| Outlook installation | Not needed for the export, only to open the PST file afterwards (Outlook 2019, 2016, 2013, 2010, 2007, 2003 and 2000, 32 and 64 bit) |
| Retry, delta and reports | Retry Failed Items, Re-Run Full Export, Delta Export, Summary Report CSV and Detailed Report per mailbox |
Office 365 Export Tool vs eDiscovery Export in Microsoft Purview
Microsoft’s Purview route and the PCVITA route side by side, point by point.
| Point | eDiscovery Export (Purview) | PCVITA Tool |
|---|---|---|
| Who can export | User with a Microsoft 365 E3 or E5 licence and eDiscovery permissions | Admin account with an Application ID, on Business, Enterprise, Exchange Online and Education plans |
| Steps | Case, search, export job, then a package download in the browser with pop ups allowed | Select the mailboxes, set the folder and click Start Export |
| PST size | 10 GB maximum per PST, larger results split automatically, 40 GB per package | Split size you select from the dropdown, 40 GB as standard |
| Download window | Packages deleted 14 days after the export is created | PST files land in your folder and stay there |
| Speed and time cap | 2 GB per hour per mailbox, job cancels after seven days | Job works on your machine with Stop Export and Re-Run Export |
| Output | PST or individual .msg files | PST, MSG, MBOX, PDF or File System (EML, VCF, ICS) |
| Repeat export | New export job and a new package | Delta Export adds only new items, Retry Failed Items repeats the failures |
| Desktop tool | Office 365 eDiscovery Export Tool retired on August 31, 2025 | Desktop software, build 6.6.1 |
| Price | Included with E3 and E5 plans | Free demo, full edition $50 |
Purview facts come from the Microsoft Learn pages Export search results in eDiscovery and Limits in eDiscovery. Retirement date comes from the classic eDiscovery export page on Microsoft Learn. PCVITA column repeats the Specifications and Features sections above.
eDiscovery Export Limits to Know Before You Start
- Maximum size of a PST file that can be exported is 10 GB, and larger results split into more PST files even with the single PST option.
- Maximum size per export package is 40 GB, and a single file of 5 GB or more should go in its own export.
- Daily cap per organization is 2 TB on eDiscovery and 5 TB on Premium eDiscovery, reset at 12:00 AM UTC.
- Export speed is capped at 2 GB per hour for a mailbox, and an export that passes seven days cancels itself.
- Search export packages expire 14 days after creation, and the data cannot be recovered after that.
Open the Software Guide for the PST split setting and the Delta Export option in PCVITA tool.
Sources for Office 365 Export Facts Microsoft pages cited on this page
- Microsoft LearnExport search results in eDiscovery
- Microsoft LearnLimits in eDiscovery
- Microsoft LearnExport search results in classic eDiscovery (eDiscovery Export Tool retirement)
- Microsoft LearnRegister an application in Microsoft Entra ID
- Microsoft SupportExport emails, contacts and calendar items to Outlook using a .pst file
Office 365 Export Tool FAQs
Answers to the questions admins ask before and during an Office 365 mailbox export, sorted into three groups.
Working and Limits How the export software behaves during the job
How does the Office 365 Export Tool work?
Six steps take a Microsoft 365 mailbox to a PST file.
- Step 1. Open PCVITA Office 365 Export Tool and choose Office 365 on the source side, Outlook on the destination side.
- Step 2. Tick the workloads you need, with a date range if only part of the mailbox matters.
- Step 3. Type the admin email and the Application ID, then hit Validate.
- Step 4. Browse to the output folder and choose the PST split size.
- Step 5. Fetch Users or Import Users, tick the mailboxes, validate them.
- Step 6. Hit Start Export, then Download Report once the Completed tab fills.
Do I need eDiscovery to export Office 365 mailboxes with PCVITA software?
No. PCVITA Office 365 Export Tool signs in as the tenant admin through an Azure app registration and reads the mailboxes through the permissions you grant there, so no eDiscovery case, search or export package is involved. Microsoft retired the Office 365 eDiscovery Export Tool on August 31, 2025 in any case.
Can the software export shared mailboxes and archive mailboxes?
Yes. Shared mailboxes and archive mailboxes export in any of the five output modes the same way as user mailboxes. Enable the archive on the account first, then fetch the users and tick the mailbox.
What happens if the export stops halfway?
Re-Run Export resumes the work. Click Stop Export to halt a job, then open Re-Run Export and select Retry Failed Items for the mailboxes that failed, Re-Run Full Export for a fresh pass or Delta Export for items that arrived since the last job.
Can I export only some mailboxes or a date range?
Yes. Fetch Users shows all mailboxes and you tick only the ones you need, or Import Users loads a CSV with the exact list. Date range filter on emails, contacts or calendars limits the export to that period.
Which credentials does the export need?
Global admin email plus the Application ID of an app you register in the Entra admin center for the tenant. One admin sign in then reaches every user mailbox, shared mailbox and archive for a bulk export.
Can I export an Office 365 mailbox from Outlook instead?
Yes, one account at a time. Microsoft says to add the account to Outlook and wait for all of the mail to appear, which takes a long time on a big mailbox, and new Outlook cannot save calendars and contacts to a PST file yet. Office 365 Export Tool skips the download into Outlook and handles many users in one job.
How do I know every item was exported?
Download Report shows the counts. Summary Report is one CSV with the email, contact and calendar count for every user. Detailed Report covers a single mailbox. Finished mailboxes also sit on the Completed tab.
Demo and Price Demo scope and the licence price
What does the free demo of the Office 365 Export Tool do?
Exports 2 user accounts. Demo edition signs in, fetches the user list and exports the mailboxes of 2 user accounts, so you can check the output on your own tenant before you buy.
What does the full edition of the export software cost?
$50. Full edition exports the user accounts your licence quota covers, backed by a 30 day refund window. Activation key and download link reach your inbox a few minutes after payment.
Compatibility and Output Windows versions, Outlook, Office 365 plans and PST size
Which Windows versions does the export software support?
Windows 11 (64 bit), Windows 10 (32 and 64 bit) and Windows Server 2012 and 2016. PCVITA Office 365 Export Tool asks for Microsoft .NET Framework 4.5 or later, an 8 core processor, 8 GB RAM and 500 MB of free disk space.
Is Outlook needed on the machine to export Office 365 to PST?
No. Outlook as the destination means a PST file, and the export software writes that file without any Outlook installation. Outlook comes in only when you open the PST file later.
Which Office 365 plans work with the export software?
Enterprise E1, E3 and E5, Business Premium and Business Essentials, Exchange Online Plan 1 and 2, and Office 365 A1, A3, A5 and F1. Any plan that gives the admin account access to the mailboxes through the Azure app works.
How large can the exported PST file be?
As large as the size you select. PST file size dropdown on the destination screen is set to 40 GB out of the box, and a mailbox above that size splits across more than one PST file so that Outlook opens every part.
How do I open the exported PST file in Outlook?
Open it as a data file. In classic Outlook select File, Open & Export and then Open Outlook Data File, browse to the user sub folder in your destination folder and select the PST file. Its folders appear in the navigation pane.
Question not answered here? Ask on Live Chat or write to us from the Contact Us page.
Office 365 Export Tool Reviews
How pcvita.com users rate the export software, and two customers in their own words.
For a long time, I was searching for a utility to copy emails from Office 365 to Desktop. I searched for various methods like eDiscovery Office 365 export tool and cannot get the desired result. Then, I came to know about this brilliant application. Just a few clicks and the conversion of data can be achieved with ease. I would like to congratulate you on the development of such a great product.
I am the global administrator of the company. I was thinking to save my Office 365 data to the local machine without using eDiscovery Export PST tool. I do not want to go for the manual approach as they are very risky. Finally, I found the best alternative of Office 365 eDiscovery export tool. I must say that the development team has put so much effort into manufacturing this excellent program.
GearDownload: 100% clean badge, no spyware, adware or viruses found in PCVITA software.
DownloadAtoZ: 5 star award badge for PCVITA software. See every badge on the PCVITA awards page.
Key Takeaways on Office 365 Export
Five lines that sum up the page.
- Source and sign in: user mailboxes, shared mailboxes and archives of one tenant, reached by the admin account through an Azure app instead of an eDiscovery case.
- Output: one PST per user, split at 40 GB or a size you choose, or MSG, MBOX, PDF and plain files instead.
- Filters and fidelity: date range per workload, with folder structure, attachments and read status kept.
- Job control: Stop Export, Retry Failed Items, Delta Export and a Summary or Detailed report at the end.
- Demo and price: free demo exports 2 user accounts, full edition costs $50, money back within 30 days.
Test PCVITA Office 365 Export Tool on Your Own Tenant
Grab the free demo, export 2 user accounts to your disk and open the folders in Outlook before you move to the full edition.
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