Export Office 365 Mailbox to PST Step by Step Using Outlook, eDiscovery & PowerShell

Why Do Users Backup Office 365 Mailbox to PST?

There could be several conditions when the user feels the need to export their Office 365 mailbox data to PST format. Some of the prominent reasons are listed below:

• Users maintain a local copy of their Office 365 data ensuring data is safe in case of accidental deletion or account issues.
• Office 365 large mailboxes result in slowing down the performance. So, exporting mailbox data to PST will help users free up storage, keeping data accessible. 
• When migrating to a different Office 365 account or another platform, the PST file facilitates easy transfer and access across different systems.
• Other reasons include legal requirements, and the need to recover data from inactive or deleted accounts in the future.

So, if you are in any situation like this, read this write-up and find a solution to rely on.

Easy Solutions to Export Office 365 Mailbox to PST File

When you need a solution that is secure, reliable, and fast, an automated software solution is a smart choice. However, many users look for a free method. Here are two manual ways to perform this backup, but neither is a direct solution.

• Export Office 365 Mailbox Using eDiscovery Method
• Use MS Outlook to Migrate Office 365 to PST

Now, let’s move on to the solution, starting with the essential requirements for using the eDiscovery Tool.

Prerequisites for Using eDiscovery Method

Fulfill these essentials to operate the eDiscovery Tool:

• Must have necessary permissions to access the eDiscovery Tool.
• Make sure you are using Windows 7 or later OS for proper functioning.
• It is essential to install Microsoft .NET Framework 4.5 or a later version.
• Work with the latest version of Internet Explorer or a compatible browser.
• Assign correct permission for Office 365 OWA export to PST.

Following these prerequisites you ensure that the eDiscovery Tool method performs well and you can perform backup without any issue.

Steps to Export Mailbox Office 365 to PST Using eDiscovery

Follow the detailed step-by-step process as follows for exporting Office 365 mailbox data without Outlook:

1. Firstly, log into your Office 365 account and open the Microsoft 365 Admin Center.
2. After opening the Admin Center, click on the Security & Compliance option.
   
3. Select the Permission option and scroll down to eDiscovery Manager.
4. Now, select the checkbox next to eDiscovery and click the Edit icon to add the necessary roles.
5. If the export role is missing, click on the Edit Role Group to add the same.
   
6. After that, click on More Resources > Microsoft Purview Compliance Portal.
7. Now, click on Content Search and then hit the New Search option.
8. Specify the name, and description, and use the Location option to specify the mailbox.
9. Further. You can use the Conditions tab to apply the desired filters.
10. Once you have applied filters and other details click on Submit > Done.
11. In the meantime, you can check your search status with the Search tab.
12. If the process is completed click on Actions and choose Export Results.
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. 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.
    

If you are a novice user, you might this process difficult to perform. Therefore, we have further discussed other procedures as well.

Export Office 365 Mailbox to PST Using MS Outlook

If you are not familiar with the eDiscovery Tool’s function, here is an easier approach to export O365 mailbox to PST. This involves configuring an Office 365 account in Outlook. Follow the stepwise process discussed:

Step 1: Add Office 365 Account to Outlook

1. Run the Outlook application on your system.
2. Click on the Outlook File menu and choose Add Account.
3. Enter your Office 365 email address to configure.
4. Type your Office 365 account password and confirm it.
5. Click the Next button. (Note: Ensure that you are logged into your Office 365 account in the browser as well.)
6. Once the configuration is complete, you will receive a confirmation message.

Step 2: Export Microsoft O365 Mailbox to PST

1. In Outlook, navigate to your configured Office 365 mailbox. 
2. Open the folder containing the emails you wish to export.
3. Click on File >> choose Open & Export.
4. Select the Import/Export option.
5. Choose Export to a file from the list, then click Next.
6. Select Outlook Data File (.pst) and click Next.
7. Choose the folders you want to export from the folders list. Click Next.
8. Optionally, enable any required features (such as including subfolders), then click Finish.

Hence, all your selected Office 365 emails are saved as PST at the designated location. But, what if the manual solution to export mailbox to PST from Office 365 fails? This generally happens due to certain restrictions of manual method.

Export Microsoft 365 Mailbox to PST Using PowerShell

To export an Office 365 mailbox to a PST file using PowerShell, you’ll need to follow these steps. This requires using the Exchange Online PowerShell module and an eDiscovery Export Tool (for exporting mailbox data).

Steps to Export Microsoft 365 Mailbox to PST Using PowerShell

• Install the PowerShell Module to manage Office 365.
• Log in to Office 365 using PowerShell.
• Create a Search for the mailbox you want to export.
• Start the Search to collect the mailbox data.
• Export the Data as a PST file.
• Get the Download Link for the PST file.
• Download the PST File using the link.
• Log out from Office 365 when done.

Must Know Limitations of the Manual Way

Reasons why the free method is less ideal for crucial data export:

• It can be complicated for users who are not familiar with MS Outlook or Microsoft 365 tools.
• If migrating large volumes of data from Office 365, this can take hours to complete.
• The process lacks error-checking mechanisms so you might lose data due to incorrect configuration.
• No support for batch mailbox migration, which means you have to migrate each account individually.

As a result, users turn to professional-trusted solutions that use automated export software to export PST from O365.

Best Software to Export Office 365 Mailbox to PST Without Outlook

Usually, users want a straightforward process to export Office 365 emails, overcoming manual complexity. Aryson Office 365 to PST Converter Tool is the ultimate solution for this purpose. It is a comprehensive utility that lets users export Office 365 data as well as let users import PST/OST to Office 365. Without entirely depending on Office 365 or any other application, one can export Microsoft Office 365 email to PST or other compatible formats. It is a secure and reliable method, especially for non-tech users.

Why Automated Software is the Best?

With an advanced algorithm, high-speed, and user-friendly interface, the tool is embedded with many compelling features. Here are some:

• Export large and bulky Office 365 mailboxes to PST without data loss.
• Supports batch migration of multiple O365 mailboxes in a single operation.
• Shows a tree hierarchy of folders within the Office 365 mailbox to select.
• Facilitate users to save Office 365 emails to PST, PDF, MBOX, and others.
• Directly migrate Office 365 mailbox to G Suite and various IMAP accounts.

How to Export PST File from Office 365 Using the Software?

Follow the steps given to export Office 365 data:

1. Run the Office 365 Backup Tool. Click on Backup and then Continue.
2. Enter credentials and authenticate the login of the Office 365 account.
3. Choose source user accounts and the mailbox to migrate. Click Next.
4. See the folders list in the preview panel > select them to export > Click Next.
5. Proceed with the File Format section and choose PST as the saving format.
6. To get precise export results, select the optional features given. Click Next.
7. Specify where to save the resultant PST file and then click on Convert.

Frequently Asked Questions

Conclusion

This write-up discusses various methods to export Office 365 mailbox to PST in simplified ways. The manual approach is free of cost but carries risk and complexity. It involves using the eDiscovery Tool or Office 365 account configuration in Outlook. If you are not good enough with these procedures, the best alternative solution is an automated software approach. Compare the advantages and disadvantages before proceeding with any of the solutions.

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