Export Office 365 Mailbox to PST – A Complete Guide

office 365 export mailbox to pst

countless emails are sent and received in an organization throughout the day. These emails contain crucial data which needs to be preserved for better workflow. Quick access to these data could be a great way to maximize the efficiency of businesses. Henceforth, sometimes look to export Office 365 mailbox to PST. To balance the workload of the business if any errors occur in the Office 365 mailbox. This can be done either by adopting a manual method or an automated tool. In this article, we are going to cover two possible methods viz: The Content Search and eDiscovery method and an automated tool.

Method 1: Export Office 365 Mailbox to PST

For using the eDiscovery method, users must have the eDiscovery Manager role in the Microsoft 365 Compliance center. The Global Admin by default does not have these roles but can grasp this role by going as follows:

  • Firstly login to the Office 365 Admin Center entering the credentials of your Office 365 account.
  • From the menu, tap on Compliance to reach Compliance Admin Center.
  • Hit Permissions.
  • Under the Compliance Center, open Roles.
  • Choose eDiscovery manager and select Export from the assigned roles.
  • Then click on eDiscovery Administrator.
  • Press Add, look for your account, add it to the list and press the Save button.

Now we have got the permission to start or perform the Content search task to export Office 365 mailbox to PST. Let’s begin:

  • Visit the Office 365 Compliance center.
  • Click on Content Search from the left pane under the Solutions.
  • Enter the name and description to hit Next.
  • Tap on Status beside Exchange Mailboxes to “On” it, then click on Choose users, groups, or teams.
  • The wizard will appear, search the mailbox you want to export, and then click on Done.
  • Now users can leave the conditions empty and hit Next.
  • Review the Search that you have formed and click on Submit.
  • A search will start. It takes a while to complete a search wait until unless it shows completed under the status column.
  • Once it shows completed, click on the respective Mailbox > then on Actions > choose Export Results.
  • Choose the suitable option under the Output Options and Export Exchange Content and then click Export.
  • After a while, the Export will be ready, copy the Export key, then scroll up to click on the Download results from the top mailbox wizard.
  • A new tab will open; click Open on the security warning.
  • An eDiscovery Export Tool will appear, paste the copied key browse the path where you want to save the resultant PST, and hit Start.

Disadvantages of Manual Content Search and eDiscovery Method:

  • It is a time-consuming and complex method where users first need to take permission for the export.
  • Only Office 365 Admin can perform this task and not the users.
  • When users export Office 365 mailbox to PST through this method, it often corrupts as it doesn’t possesses PST split option.
  • If the process stucks in between, then users need to start it over again from the very beginning.

Method2: The Professional Tool

The Professional tool is also present in the market that makes Export Office 365 Mailbox to PST effortless and speedy. Down to this list, the Shoviv Office 365 Backup tool is the trustworthy tool that does this task swiftly. Moreover, the tool comes with numerous features to make the Office 365 export mailbox to PST effective and flawless.

Quick Steps: 

Step1: Download the Shoviv Office 365 Backup and Restore tool, install it and open it.

Step2: Tap on Connect Office 365 mailbox from the ribbon bar, enter the project name and credentials and click Connect.

Step3: Click on Backup Directory, give name, browse path, and hit OK.

Step4: Now click on Backup Jobs from the ribbon bar.

Step5: Provide job name, select project name, backup directory name, and hit Next.

Step6: Select Mailboxes accordingly to hit Next.

Step7: Use Filters as per the need and proceed.

Step8: Deal with thread count, PST split, etc., options, and press Next.

Step9: Choose the schedule for the Export process and press Next.

Step10: The Status of the so-filled entries will appear to cross-check it to hit Finish.

Why Should Users use Shoviv Office 365 Backup and Restore Tool?

  • Users do not need to worry about big-sized and countless files to export Office 365 mailbox to PST.
  • The Tool essentially comes with PST split to let users contain their PSTs within a secure limit to prevent corruption due to oversize.
  • The Filters of the tool can be used to get a space-optimized Office 365 export mailbox to PST.
  • A Shoviv tool is a job-based tool where users once need to assign an export job. Subsequently, the export starts automatically at the scheduled time or in mere a click according to what users chose.
  • The incremental export is an essential feature of the tool, which resumes the interrupted processes to prevent users from starting the process again.
Tail Note:

The eDiscovery method is a complex method that often brings corrupts PST to the users’ local directory. So. in this situation, it would be good to use the automated Shoviv Office 365 Backup and Restore tool to export Office 365 mailbox to PST. This tool is also available in a FREE demo version which users can grab to process the first 50 items/folder. In the end, it’s a users’ choice with which tool they want to proceed.


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