How to Export Office 365 Mailbox to PST File in Easy Steps

Reasons to Export Office 365 Mailbox to PST

There could be numerous reasons for exporting mailboxes to PST from Exchange Online. However, in this section, we will examine the primary reasons for performing these migrations.

• Backup: Users want to maintain a local copy of their data for safety and redundancy purposes.
• Storage Optimization: Archiving data in the Personal Storage Table (PST) format helps to optimize storage space.
• Portability and Accessibility: Storing data in PST format facilitates easy transfer and access across different systems.
• Contingency Preparedness: PST backups act as a safeguard against accidental data loss or system failures.
• Compatibility: PST files can seamlessly integrate into different Outlook accounts, enhancing their versatility for data management.

Quickly Export Office 365 Mailbox to PST Using Aryson Software

The Aryson Office 365 Backup & Restore tool is a dependable and secure utility designed for backing up Office 365 mailboxes into multiple file formats. It allows for creating backups in formats like PST, MBOX, PDF, EML, EMLX, MSG, and others directly on the local system or PC. Moreover, it offers the capability to restore mailboxes from PST/OST files back into the Office 365 account.

Follow the Given Five Steps to Export O365 Mailbox to PST

1. Install and launch the Aryson Office 365 Backup Tool as an administrator. Then click on the Backup button.
2. Enter your Office 365 Login Credentials and click on the Sign In button.
3. Choose the Office 365 account and select the Files and Folders.
4. Select the saving format as PST, and opt for the optional Features and Filters
5. Finally, click on the Convert button to initiate the conversion process.

Manual Method to Export Office 365 Mailbox to PST

There isn’t a direct method for backing up an Office 365 Mailbox to PST. However, alternative tools can be utilized to manually perform this backup process. 

• Export Using eDiscovery Method
• Migrate Office 365 to PST Using Outlook 

Now, let’s proceed to the basic requirements that are essential to use the eDiscovery Tool.

Things to Keep in Mind Before Using the eDiscovery Method

In this section, we will examine the fundamental prerequisites essential for utilizing the eDiscovery Tool to import Office 365 Mailbox to PST.

• Access the Discovery Management Group.
• Ensure you have a Windows 7 operating system or later.
• Install Microsoft .NET Framework 4.5 or a later version.
• Have the latest version of Internet Explorer or a compatible browser installed.
• Assign permission for Office 365 OWA export to PST.

Approach 1: Backup Office 365 Mailbox to PST Using eDiscovery 

In this section, we will discuss the detailed steps to migrate Office 365 to PST. The steps are as follows:

1. Firstly, log into your Office 365 account and launch the Microsoft 365 Admin Center.
2. After the Admin Center is open click on the option Security & Compliance.
   
3. Select the Permission option and scroll down to eDiscovery Manager.
4. Now, check the box next to the eDiscovery option and click on the Edit Icon to add the important roles. 
5. If the export role is missing click on the Edit Role Group to add the same.
   
6. After that hit on the option More Resources and then click Microsoft Purview Compliance Portal. 
7. Now, click on the Content Search button and then hit the New Search option.
8. Specify the Name and description. Additionally, use the Location option to specify the mailbox.
9. Use the Conditions tab to apply desired filters.
10. After applying the filters and other details click on the button Submit > Done.
11. In the meantime, you can check the status of your search by clicking on the Search tab.
12. If the process is completed click on the Actions button and choose the Export Results option.
13. Additionally, you can export encrypted files, just click on the Export option.
14. Navigate to the Export tab to track the progress of your search.
15. After the process is completed click on the Download Results option. Additionally, copy the Export Key as it would be required to perform the next step.
    
16. The eDiscovery tool will automatically start. Paste the Export Key and click on the Start to import Office 365 Mailbox to PST without Outlook.
    

Approach 2: Export Microsoft 365 Mailbox to Outlook PST

Microsoft Outlook offers multiple built-in options to convert Office 365 files to PST. Furthermore, this process is cost-free but requires a lot of technical expertise. There is no direct approach to converting O365 to PST; therefore, we have divided the method into two steps.

Step 1: Add an Office 365 Account in Outlook

• Open the Outlook application on your system.
• Click on File >> Add Account.
• Enter your Office 365 email address.
• Type your Office 365 account password and re-enter it.
• Click the Next button.

Note: Ensure that you are logged into your Office 365 account in the browser as well.

• You will receive a message confirming that the configuration is completed.

Step 2: Export Office 365 Mailbox to PST

• Navigate to your configured Office 365 account and open the folder containing the emails you wish to download.
• Click on File >> Open & Export.
• Select the Import/Export option.
• Choose Export to a file from the list and click Next.
• Select Outlook Data File (.pst) and click Next.
• Choose the folders you want to export from the hierarchy list and click Next.
• Optionally, enable any required features and click the Finish button.

Conclusion

In this article, we explored the most practical methods to import Office 365 Mailbox to PST. Additionally, we highlighted the reasons to perform such a migration. Users can opt for either manual or automated methods. However, the manual method is very technical and requires a lot of time. Moreover, IT Experts recommend using the Aryson Office 365 backup tool for an easy and reliable backup of Office 365 to PST.

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