How to Export Office 365 Mailbox to PST Instantly? Top 3 Methods

Published By Jamie Kaler

Approved By Rollins Duke

Published On November 21st, 2024

Reading Time 9 Min Read

Looking for a solution to export Office 365 mailbox to PST? But facing different hurdles while googling for the same. Yeah! It’s time to take a deep breath and feel relaxed. Today we are here with an article to tell you about the best method to bulk backup Office 365 mailbox to PST without facing any issues.

A few months back, USA TODAY shared that a global outage affected Microsoft Exchange Online and other services. This caused problems for industries like hospitals, banks, and 911 call centers. Public transit systems and airlines were also impacted, with some flights being delayed. This shows why it’s important to keep a local copy of your cloud data so you can still access it if Microsoft servers go down.

PST files are very popular and the first choice of experts to keep a local copy of your data. Even you can access your data in Outlook email client, which is an advanced email client for professionals. However, it is not an easy task as you are thinking, because it’s a technical process. So, it is important to follow each step carefully.

There are various ways to export Office 365 mailbox to PST using eDiscovery, while some of the users have reported request failed with status code 500 error while performing the task. The other methods are using PowerShell commands, but again one wrong command can lose your data permanently.

So basically, there is no safe method available to export PST from Office 365 admin center. But don’t worry, we have an alternate solution, which can make the process smooth without losing any information. Also, we will add eDiscovery and PowerShell process, if anyone wants, they can use them.

“Hi, I have almost 250+ accounts in my Office 365 Business account and I am thinking of exporting PST from Office 365. After facing a lot of issues, I finally decided to export Office 365 mailbox to PST. Is there any solution present that can help me to export all the accounts?”

How to Export PST from Office 365 Admin Centre?

Step 1: Download the software on your PC.
Step 2: Put the login details of Office 365.
Step 3: Check the needed folders/subfolders.
Step 4: Choose PST as a saving option.
Step 5: Apply the filters and browse the path.
Step 6: Next icon to export PST from Office 365.

These are the working steps of an alternate solution; we have added here in short to show how easy to use this amazing tool. For more details, you can check directly the solution.

Method 1: How to Export Office 365 Mailbox to PST Using eDiscovery?

Login to your Exchange Admin Center with account details.
Choose “Security and Compliance” from Admin Centers option.
Click on the Permissions >> eDiscovery Manager.
Use the Edit button to change the respective roles accordingly, you can modify or add other roles as per choice.
You will get pre-assigned permissions by default i.e., Case Management, Compliance Search, Export, Hold, Preview, Review, and RMS Decrypt.
If your Export Role is missing, then can add it by following the previous step to export Office 365 mailbox to PST.
Choose More Resources and open all resources, and then Microsoft Purview Compliance >> Content Search >> New Search option.
Click on the New Search and a wizard will open with different labels. And it allows to customize elements such as Name, Description, Location of user mailbox, etc.
Apply the multiple advanced filters as per your choice from the Condition tab.
After that, click on the Submit button and then Done to start the process.
Your eDiscovery process is running in the background, you can check it from Search tab.
After the complete process, hit on the Action icon and select Export Results.
Lastly, click on the Export button to export PST from Office 365 admin center.
Now download the results using the Download Results button and copy the Export Key.
A pop-up will appear and will start the eDiscovery PST Export Tool and paste the copied Export Key here. Select the location and hit on the Start icon.

Drawbacks of the Manual Method

Advanced technical knowledge of eDiscovery is required.
High risk of data loss, while performing this task manually.
Multiple steps make this process lengthy and time-consuming.
Users can’t export selective data from an Office 365 account.

Method 2: Alternate Solution to Export Microsoft 365 Mailbox to PST

We recommend you use Office 365 Backup Software that has been developed by RecoveryTools team experts. The solution provides a secure and safe environment for customers to export Office 365 mailbox to PST. It also can export an unlimited number of data without facing any kind of size limitations and with no disruptions. Additionally, professionals have designed this tool with a special algorithm that meets the demands and needs of the users.

This amazing solution allows users to export mailbox from Office 365 to PST format without losing any information. Even now users are not required to make any app password, because our solution can connect with your O365 account directly. And it is the first ever tool in the market, which provides this advance feature.

Free download the trial from the below button:

Download Now Purchase Now

Trial Limitation: The free trial edition will allow users to export only the first 25 emails from mailboxes to the PST files. To export an unlimited number of data, you can anytime continue with the licensed version of the software.

Complete Steps to Export Office 365 Mailbox to PST Format

Firstly, download and install the mentioned export tool in your existing system and run it.
After that, enter the login details i.e., email address and app password, and click on the “Login” icon.
All mailboxes of the account will load on the preview panel of the software. Here begins the second phase of the process to backup emails. You have to check the checkboxes of all those mailboxes, to which you wish to export Office 365 mailbox to PST.
Although the product displays “PST” as the default saving option still for the safe side, you can re-select it from the menu.
Go to the “Filter Options” tab and enable the advanced filter to export Office 365 mailbox to PST selectively.
Click on the “Browse (Folder)” button to select the location to save the resultant data.
Finally, click on the “Backup” button to export PST from Office 365.

This procedure hardly involves only 7 steps to carries away to export Office 365 mailbox to PST. After performing these steps, you can easily backup Office 365 mailbox to PST without facing any kind of size limitations.

I must say that this is one of the effortless solutions present on the Internet that can give results without performing many steps.

Advanced Features to Export PST from Office 365 Admin Centre

Backup Office 365 Mailbox to PST Completely: The software will backup the entire mailbox without imposing any kind of size limitations. While exporting unlimited data, the entire hierarchy will be maintained throughout the process and there will not be any kind of loss of data.
Preserve Email Meta Attributes: This mentioned tool allows the user to export Office 365 mailbox to PST with the correct email structure. And, all meta-properties including Subject, Date, To, Cc, Bcc, etc. will be preserved and original during the backup process.
Export Multiple Microsoft 365 Mailboxes to PST: This software also allows users to backup Microsoft 365 mailboxes to PST. Moreover, the user only needs to select the I am Admin option when starting the software. Enter your account details via a CSV file and automatically export the data.
Apply Filters for Specific Mailboxes: export Office 365 mailbox to PST software allows users to selectively back up items using multiple filters. Filters can range from the period to the subject of the message, and so on. Simply select one of the filters and enter values in the required fields to use them.
Export Archive Mailbox to PST: The tool supports the backup of all mailbox items and folders. The user can backup Exchange Online mailboxes, archive mailboxes, shared mailboxes, and public folders to PST files. While exporting all the data, there will not be any kind of loss of data, and the hierarchy of all the files and folders managed throughout the process.

Method 3: How to Export Microsoft 365 Mailbox to PST using Outlook?

Outlook is a Microsoft product and desktop-based email client, so you can connect your O365 account easily for exporting emails in PST format.

Firstly, you have to connect O365 to Outlook using POP configuration by following: File >> Add Account >> Manual Setup >> POP >> Needed information >> Finish icon.
Outlook can save only 1-year emails which are set by default, to change this setting >> Outlook >> Account Settings >> Account Name >> Sync Settings and push the slider to All.

After connecting your accounts successfully, now follow the given steps to export PST from Office 365:

Steps to Export Office 365 Mailbox to PST

Go to the “File” tab in Outlook.
Head to the “Open & Export” >> “Import/Export”.
Hit on the “Export to a File” and “Next” icon.
Select “Outlook Data File (.PST)” >> “Next” button.
Select the folders from the connected O365 account.
Find any path to save the exported PST file.
Lastly, set up the filters and hit the “Finish” button.

Drawbacks of this Method

Technical knowledge for configuring an account is required.
Users can export one mailbox at once, for multiple mailboxes they have to repeat a similar process again and again.
This method doesn’t retain the email attributes and settings.

Conclusion

In Conclusion, we have provided a solution on how to export Office 365 mailbox to PST format. However, it is toughest for non-technical users to opt for an eDiscovery tool to backup Office 365 mailbox to PST. But then also, no need to worry, we have come up with one of the highly professional solutions to export mailboxes without the need for any technical help and with no loss of data. For any other information, you can anytime connect with our technical experts.