Computers and Technology

Office 365 Export mailboxes to PST file format – Easiest Task

In this blog post we suggest the best way to export office 365 mailbox to pst. It helps to find the best and easy method to export pst from office 365.

PST is the best file format that keeps the data of the users safe. It is secure, portable, and accessible to all. Moreover, the PST file format is a kind of optimized file format that comparatively occupies the least space. The Exchange users or Office 365 users, sometimes get their data into the PST. Down the row, the users look for a way to export Microsoft 365 mailbox to PST. However, the reasons behind the Office 365 data export practice can be for any of these reasons:

  • As a backup to avoid any adversities that could occur to the data residing in the Office 365 cloud.
  • To share data with the other individual through e-mail or hardware.
  • Users often export PST from Office 365 to use certain items needed regularly.
  • To import the data into Outlook.

Ways to Export Office 365 Mailbox to PST:

Talking about the ways to export Office 365 mailbox to PST, users have a number of options. The option starts from the native methods and ends up with professional tools. It is the users’ choice with which tool they want to proceed with, but need to understand a few things. The things are the few points that go against the manual method. However, down the lane, we will discuss one method from the native category and one tool from the professional tools list.

Method1: The Content Search and eDiscovery Method:


Phase1: Get the Import-Export Permission

  • Enter the Exchange Admin Center (EAC) using the admin’s credentials and click the Permissions tab.
  • appoint two roles: “Discovery Management permission” & “Import-Export permission”.
  • Inside the Discovery Management, you will find two sections.“Roles” and “Member”.
  • Create roles: Mailbox Export-Import and Mailbox Search; under the Role section.
  • Add your Admin ID in the Member section.
  • Proceed further for Import & Export permission.
  • Open it and add the Import/Export role under the Role section.
  • and then add the Admin ID in the Member section.

This process will take nearly about 24 hours to activate eDiscovery Management. Furthermore, after its activation users can finally export Office 365 mailbox to PST

Phase2: Export Exchange Mailbox to PST

  • When the eDiscovery Management activates, approach it and press the ‘+’ icon to create a new search, enter the name to click on Specify Mailbox to Search > click on ‘+’ > Add Users.
  • Click on Next, and “All Content” should be included.
  • In the next wizard, click on the Finish tab.
  • Now your query will save now.
  • Tap on the download icon, and the eDiscovery PST Export Tool will download.
  • Open the eDiscovery PST Export Tool; choose the path where you want to save the resultant PST
  • Click Start; Your PST containing the chosen mailbox will save in the specified local disk.

Downsides of Using the Content Search and eDiscovery Method:

  • In this method, if the export process stucks in between, users don’t have an option to resume the process.
  • The users are needed to have a high level of migration and export expertise to prevent the risk.
  • It is a time-taking method where users need to invest even the days for the Office 365 data export.
  • It lacks PST Split feature that could save the users’ resultant PST from corruption due to its oversize.
  • The manual method doesn’t give any assurance of unaltered and maintained hierarchical export.

Method2: The Professional Tool Method:

The professional tools are the other way to export Office 365 mailbox to PST and are recommended by professionals. One of the best tools is Shoviv Office 365 Backup tool, which comes with an easy interface and endless features. Download the Shoviv tool, install it on the system and follow the steps given below.


Phase1: Add Exchange Mailbox(s) 

  •   Step1: Click the Add Source icon on the ribbon bar.
  •   Step2: from the left pane of the appeared wizard, click on the Exchange Server Mailboxes, fill in credentials, and tap Next.
  •  Step3: Select the mailboxes that you want to export and tap Finish.

Phase2: Export the Added Office 365 Mailboxes to PST

  • Step4: Now, on the ribbon bar, click on the Outlook PST icon; deal with the appeared wizard’s sub-folders and press Next.
  • Step5: Choose Export in Existing PST or Export and Create a New PST Files, Enter the path, and tap Next.
  • Step6: Use Filters and Advanced options as per the need and or otherwise, click Next.
  • Step7: The export process will start; click on the Save Report button after the process completion and hit Finish consequently.

Advantages of Shoviv Office 365 Backup and Restore Tool:

  • No restrictions on Multiple mailbox addition and their size to export the Office 365 mailbox to PST.
  • Filters are available for the desired item export.
  • Users can perform Folder Mapping and email Translation tasks.
  • The incremental Export feature of the tool saves the progress of the process during interruptions.
  • Shoviv Office 365 Backup tool is essentially laced with PST Split feature to end the process with the secure PSTs.
Imparting Thoughts:

The two methods are discussed in the article. However, the manual method has a few shortcomings that can be avoided by using professional tools. One of the best Office 365 Backup tools is provided by Shoviv. Users can also use the Shoviv tool to export Office 365 mailbox to PST with the few items in a FREE demo for evaluation.

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