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

Summary: This blog explains how to export Office 365 Mailbox to PST files. Here, we include simple steps to easily export Office 365 email to PST using the eDiscovery and Aryson Office 365 Backup Tool. However, the professional solution is more recommended because it allows users to export mailboxes from Microsoft 365 to PST files in an easy manner. Download Now   Download Now

What is Office 365, and Why is it Suggested to take its Backup?

Emails play a vital role in business communication for most companies. It stores your personal information, invoices, contracts, and other essential documents. Microsoft Office 365, the cloud-based version of Microsoft Office, is very popular among businesses that do this job well. It is highly safe and secure for managing email messages, and you can easily use it for managing your documents, meetings, contact, calendars, and other details.

However, there are several reasons that insist users export Office 365 mailbox to PST or other file formats for data backing purposes like accidental deletion, retention policy gaps, security threats, hardware malfunction, and subscriptions aren’t affordable for everyone. Thus, it is always recommended that users take a backup of their Office 365 mailbox to overcome data loss. Additionally, once you keep a backup of the Office 365 mailbox in a PST file, you can quickly restore it and re-access it at any time.

Why Need to Export the Office 365 mailbox to a PST file?

Undoubtedly, Microsoft ensures the 99.9% uptime and security of Office 365 data. However, we can’t ignore the new security breaks in dispersed figuring utilizing cloud ransomware and other mixed methods. Also, there are a few additional benefits if we export Office 365 email to PST format.

  • Sometimes you declutter your mailbox, and some of your emails get deleted by mistake. If you delete an email permanently, you cannot restore it if you have no backup.
  • Although nobody likes to do that, sometimes you delete important emails intentionally. This action may cause a heavy loss to your organization.
  • Due to a hardware failure or system crash, the data stored in the emails can get corrupted.
  • Although many Antivirus software can protect your computers from viruses and other malicious software, there is always a chance that a virus does its job.

In such a situation, data recovery becomes next to impossible if no backup is available. Do you know why? Because many organizations do not even realize how harmful a problem becomes when they lose their business-critical data. Backup is something that you do not appreciate unless you need it. It becomes too late to restore Office 365 mailboxes if no backup is available.

03 Best Methods to Export Office 365 Mailbox to PST Format

There are various solutions that claim the successful Office 365 emails to PST migration, but we won’t rely on a specific one directly. Thus, we researched and came up with three different utilities that help you easily export Office 365 Mailbox emails into PST file format.

Method 1: Export Office 365 Mailbox to PST Using eDiscovery Tool

The eDiscovery Export Tool feature in the Exchange Admin Center (EAC) and be used to export the results of an In-Place eDiscovery search to an Outlook Data File, commonly known as a PST file. There are three simple steps for exporting Office 365 mailbox to a PST file, which is given below.

Step 1: Assign eDiscovery Permissions in Microsoft 365

Note: You must set the permissions in the Microsoft 365 compliance Centre. If you do not set the permissions, you can’t create a content search and cannot export the Office 365 mailbox to PST file format.

  • Sign in and visit the Microsoft 365 compliance center. After that, tap the Permissions option from the navigation panel. Now, expand the compliance center option and tap on Roles.
  • In the next step, search for eDiscovery. After the search, you will find an eDiscovery Manager. Click over it.
  • Now, verify the assigned role of eDiscovery, and if not assigned, add the roles. In addition, add your administrator account to the Discovery Administrator and tap on the Close button.

Step 2: Create Content Search in Microsoft Office 365

  • Visit the compliance center of Microsoft 365 and click on Content search. After that, tap on the search option and then New Search.
  • Here, you will find a name & description wizard, Enter the name and description (optional) and click on the Next button.
  • Now, turn on the switch for Exchange mailboxes in the location wizard. Click Next.
  • After that, you will find a wizard to define search conditions. Here, tap on the Next button from the footer side of the screen.
  • At last, click on the Submit button.
  • Now, you have successfully created the new search. Click Done.

Step 3: Export Office 365 to PST File Format

Now, you have completed the prerequisites for exporting Office 365 mailboxes to PST format. Here, you can execute the process by following the below steps.

  • In the list of Content searches, Tap on the name you performed in the previous step.
  • After that, you can find the search status is completed.
  • Now, click on the Action button and choose the option Export results.
  • Here, choose the output option and Export Exchange content.
  • At last, click on the Export button.
  • Now, return to the content search list and tap the Export button. Now, tap on the Download Report button. Additionally, copy the export key.
  • After that, Install the Microsoft Office 365 eDiscovery Export Tool.
  • Now, paste the copied export key from the above step. Furthermore, choose a location for the PST file. Click Start to Export Office 365 Mailbox to PST format.

By performing the above steps from 1 to 3, you can easily export Office 365 mailboxes to PST format using the eDiscovery Tool. But at the same time, users might face difficulties while backing up due to the complex steps of the eDiscovery tool.

Method 2: Export Office 365 Mailbox to PST Using Outlook

Microsoft Outlook offers multiple built-in options that allow users to quickly configure Office 365 accounts into Outlook and export O365 mailbox items into PST file format.

Step 1: Configure Office 365 Account in Outlook

  1. Start Outlook Application on your system.
  2. Click on File>>Add Account.
  3. Here, enter your Office 365 email address.
  4. Type your Office 365 account password and reenter the password.
  5. Click the Next button.
  6. Note: Make sure you need to log in your Office 365 account on the browser also.
  7. Finally, you will find a message that the Configuration is completed.

Step 2: Export Office 365 Mailbox into PST

  1. Go to the configured Office 365 ID and open the folder to download its emails.
  2. Click on the File>>Open & Export Option.
  3. Select the Import/Export option.
  4. Choose the Export to a file option from the list and click Next.
  5. Opt for the Outlook Data File(.pst) and click Next.
  6. Select the folders in the hierarchy list and click Next.
  7. Enable the required features and click the Finish button.

Method 3: Export Office 365 Emails to PST Using Professional Solution

Aryson Office 365 Email Backup Tool is a professional and trusted utility to export mailboxes from Office 365 to PST format without losing a single bit of data. The software allows users to backup Office 365 mailbox, public and In-place Archive folder data into the PST file format. Using this tool, you can also migrate Office 365 emails to Gmail, Yahoo Mail, GoDaddy Email, Opera Mail, Hotmail, etc.

Follow the Steps to Export Mailboxes from Office 365 to PST

  1. Download and Install Office 365 Backup Tool.
  2. Choose the option as Backup.
  3. Enter the Office 365 user ID & password and tap the Sign In button.
  4. Go to the mailbox folder and click the Next button.
  5. Now, tick the folders from the displayed tree structure.
  6. Choose PST as the saving format from the drop-down.
  7. Opt for other required features from the software.
  8. Choose a location to save the Export Mailbox as a PST file.
  9. Now, tap the Convert button to start the Export Office 365 Mailbox to PST format.

Conclusion

In this blog, we explained how to export Office 365 mailboxes to PST format using the eDiscovery Export Tool and Outlook. Since this solution has some limitations or drawbacks, you should consider using a professional Office 365 email backup tool for better and best results. I have recommended an essential tool for exporting PST files to Office 365 mailboxes.

Frequently Asked Questions

Q. Which is the best method to export Office 365 mailboxes to PST?

Ans – The best and safest method to export a mailbox from Office 365 to PST file format is using the Aryson Office 365 Email Backup Tool. The software allows users to easily export or back up all the Office 365 mailbox data into PST file format. In addition, you will find other different saving options in the software like PST, PDF, EML, MSG, CSV, MBOX, HTML, DOC, etc.

Q. How Do I Export Mailboxes from Office 365 to PST on Windows & Mac?

Ans – The Aryson Office 365 to PST Migration Tool allows users to export Office 365 email messages into PST file format on Windows and Mac operating systems. Here are the steps to perform Office 365 to PST migration on both OS:
Steps to Export Office 365 Mailbox to PST on Windows:
1. Run the software and select the Backup Option.
2. Enter the valid Office 365 Email Credentials.
3. The software will fetch all the mailbox folders available in the account.
4. Select the folders which you want to backup and click Next.
5. Choose the File format as PST from the drop-down of the list.
6. Apply Date Range Filter if needed.
7. Browse the path of the saving process and click Convert.
Steps to Extract Office 365 Mailbox to PST on Mac:
1. Start Launch the Office 365 Backup for Mac utility.
2. Select the Backup option and proceed.
3. Log in to your Office365 account.
4. Select the folders to export and opt for saving format as PST.
5. Provide the required details from the backup.
6. Click Convert, and soon all the emails are backed at your desired location.

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About The Author:

Mithilesh Tata is dedicated to making the lives of his customers as simple as possible. He enjoys learning about new applications and utilities that can help people protect their data. Mithilesh also has a strong grasp on email migration & data recovery. He enjoys validating every component of the software, technical materials, and anything else that has to do with his working life.

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