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Export Office 365 Mailbox to PST : A How-To Guide

author Written By Rohit Singh
author Approved By Sonika Rawat
Updated on 24th Dec 2024
Reading Time 8 minutes

Summary

Being an Office 365 user, you must be in a situation where you must save your cloud data locally. At such times, the best format that comes into mind first is Outlook PST. Personal storage can keep the backup of all your crucial data and can be accessed anytime on the system. So, to export Office 365 mailbox to PST, here you’ll get flexible solutions and a Cigati Office 365 Backup Tool. This will help you to make the export, easy, quick, and secure.

How to Backup Office 365 Mailbox to PST ?

There are multiple reasons why users decided to switch from MS Office 365 to MS Outlook PST. It can be for portability, scalability, compatibility, accessibility, or data organization. However, in any case, 0365 export to PST must be done carefully to avoid loss. Thus, we have two manual methods and a professional tool to execute this. These are briefly explained in the following part of the section.

How to Export Office 365 Mailbox to PST For Free?

This section involves two ways, i.e., using the eDiscovery feature by Microsoft or through Powershell commands. Follow the processes below:

Way 1: Export o365 Mailbox to PST by eDiscovery Feature

  • Login to the MS Exchange admin center with the O365 admin credentials.
  • Under Admin, click Security & Compliance > Permissions > eDiscovery Manager.
  • Ensure you are a member of the role group. Then, click Edit Role Group to add the necessary roles.
  • Next, check that the Export role is present, if not, add it.
  • Further, in the Microsoft Purview Compliance Portal, click Content Search > New Search.
  • A window appears where you can specify the name and description for your search.
  • In addition, specify the mailbox location where you want to export the data.
  • Click Next and apply the necessary conditions and filters. Click Submit > Done.
  • The eDiscovery search starts. Afterward, to check the progress, click Search.
  • Once done, tap Actions and click Export results > Export.
  • After export completes, click Download Results and copy the unique Export key.
  • An eDiscovery PST Export Tool pop-up appears. Here, paste the export key copied in the last step and provide a destination by hitting Browse.
  • Lastly, press the Start button to initiate the export Office 365 mailbox to PST.
  • This marks the end of this procedure. If it helps, then the task is done. Otherwise, try the next solution.

Way 1: Export o365 Mailbox to PST by eDiscovery Feature

  • Run the command to connect with MS Exchange Online:
  • $UserCredential = Get-Credential
  • Connect-ExchangeOnline -UserPrimaryName -UserCredential $UserCredential

Here enter your user credentials and M365 main account name.

  • Then, run these commands to build a session:
  • $Session = New-PSSession -ConfigurationName Microsoft.Exchange -ConnectionUri (UserURL) -Credential $UserCredential -Authentication Basic –AllowRedirection
  • Import-PSSession $Session
  • Now, grant mailbox access permission by running the command:
  • Add-MailboxPermission – User ID -Identity ID -AccessRights FullAccess -InheritanceType All
  • Afterward, export mailbox to PST from Office 365 by the command:
  • New-MailboxExportRequest -Mailbox -FilePath[ ]
  • Subsequently, to monitor the export progress, run the command:
  • [Get-MailboxExportRequest]
  • Furthermore, to remove the permissions granted earlier, run the command:
  • Remove-MailboxPermission -User ID -Identity ID -AccessRights FullAccess
  • At last, to exit and close the Powershell session, run the command:
  • ‘Remove-PSSession $Session’

With this, the method comes to an end and the export is completed.

Is there any Drwaback to These Manual Methods?

Yes, there is. The methods are free but:

  • It is lengthy, time-consuming, complex, and has high data loss risk.
  • Must have technical knowledge or assistance for a successful export.
  • No option for the selective export of items in either of the ways.
  • Require admin credentials and other permissions for execution.

Therefore, it is suggested to go through an expert solution and directly export O365 data without hassle.

How to Export Office 365 Mailbox to PST With Professional Tool?

Cigati Office 365 Email Backup Tool is a top-notch utility for transferring Office 365 mailbox data into Outlook PST. It completes this task in minimum steps as follows:

  • Run the tool and press Backup -> Continue to start the software.
  • Then, with your Office 365 ID, Sign in with the Modern Authentication.
  • Preview the M365 mailbox folders and select items to export. Click Next.
  • Choose the PST format from the list to backup Office 365 mailbox to PST.
  • Later, check optional filters and map users mailbox where to export.
  • At last, click Convert to end the export process successfully.

Was it quite simple and quick?

Why Users Should Opt an Expert Tool over Manual Methods?

The main reasons to do so are mentioned below. These are:

  • Convert multiple mailboxes at once by selecting several O365 user IDs.
  • Save MS Office 365 data in several file formats without size limits.
  • Supports versions of all Windows OS and Microsoft Outlook applications.
  • Option to download log report for the conversion process, that too in CSV.
  • Several filters and additional features make the resultant file more accurate.

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