What is the process to export Office 365 Mailbox to PST and why it is necessary?

One can access the mailboxes on any device at any time with Microsoft’s Office 365. This is due to the advanced and overwhelming features that distinguish it from other applications at the business level. This article focuses more on “how to export Office 365 mailbox to PST  format” as there is no backup option for O365.

Let’s take an example by a situation-

Situations such as having the backup of Office 365 mailboxes, although office 365 does not provide a hard backup option for user mailbox information. The office guarantees the protection of user mailbox data. Many companies choose to keep their valuable data back as a hard copy to themselves.

After discussing the situation about Office 365 backup problem, move further to know the necessity to export Office 365 email to PST.

Why it is necessary to export Office 365 mailbox to PST?

There are a lot of reasons behind this migration process as given below:

  • Not Based only on Microsoft to control your data.
  • An Office 365 admin account has been hacked by an anonymous person or group.
  • A desperate situation where you need data for legal / audit purposes.
  • Data loss due to accidental deletion of O365 account items.
  • Want to keep mails & documents for a longer period of time.
  • Business account data that Cloud Ransomware attack causes to be encrypted.

Now, it’s time to understand how exporting Office 365 mailboxes to PST files can be done.

Different Methods to export Office 365 email to PST-

Method 1: Using eDiscovery

  1. Sign-in to Office 365 first with correct admin credentials. 
  2. Visit the Admin center> Exchange.
  3. Then go to Permissions > admin roles in the Exchange Admin center >Discovery Management.
    office365
  4. Within Discovery Management add Mailbox Import Export role, press + icon to add yourself and click on Save.
  5. Visit the admin center>Compliance Management> in-place eDiscovery and hold.
  6. Hit on + icon to make a new search query by providing the name and description of the search query and press Next to proceed.
  7. Under Mailboxes go for options based on requirements and then hit Next.
  8. Within the Search query, provide details about the search for items and hit Next.
  9. In the In-Place Hold settings, do in-place hold of Search items. 
  10. Go to Compliance management, click it and hit on the arrow button to export the Office 365 emails to Outlook PST. Then to migrate the PST, a PST Export Tool will be downloaded next.
  11. To save the exported PST file, search for the path in eDiscovery PST Export Tool. Hit on start to begin the process,
  12. Enter the Office 365 account details to complete the process. Once the process is completed, close it.
  13. By adding it to an existing Outlook profile in MS Outlook, you can easily access the PST file.

Method 2: Using In-place eDiscovery and Hold

  1. Sign-in to Office 365 first with correct admin credentials. 
  2. Visit the Admin center> Exchange.
  3. Then go to Permissions > admin roles in the Exchange Admin center >Discovery Management.
  4. Within Discovery Management add Mailbox Import Export role, press + icon to add yourself and click on Save.
  5. Visit the admin center>Compliance Management> in-place eDiscovery and hold.
    Compliance Management
  6. Next, select the ‘Don’t Search Any Mailboxes’ option and press ‘Next’.  OR Select another option if you want to export particular emails.
  7. A number of filtering options appear next. Press the ‘Down Arrow’ button to export the search results to a PST. To specify the path, a new dialog box appears next for saving the PST file and start the process of export.
    start the process of export
  8. You can then access the downloaded results by clicking in the Content Search dialog box on the download export results. This produces an export key that can be copied to Clipboard.copied to Clipboard
  9. Finally, paste the copied export key to the utility eDiscovery PST export and give the PST files a saving path. Press the start.

Export to PST file format from Office 365 will be successfully exported and you can later export it to Outlook. But there are specific problems with the eDiscovery functionality.

Limitations of Manual Approach:

  • A most difficult task.
  • A long operation.
  • Complexity is high.
  • Requires sufficient technical knowledge.
  • Low speed.
  • Requires more time.

You can use the utility Office 365 Backup and Restore to overcome the limitations of manual methods. It migrates Office 365 mailbox directly to export from Office 365 to PST without any loss of data. To run this software there is no need to have technical knowledge.

Final Thoughts

We presented all possible solutions in this blog on “How to export Office 365 Mailbox to PST”.

Leave a Reply

Your email address will not be published. Required fields are marked *