How to Export Office 365 Mailbox to PST? Efficiently
Published: 2023-09-26 07:34:48

**Summary:** In this article, you will find how to export Office 365 mailboxes to PST easily. There are different reasons to export the Office 365 mailboxes and also the distinct reasons to perform this process. You will get to know each method in detail. 

Microsoft 365 is widely used in Organizations to handle their huge data. Out of multiple services offered by Microsoft 365, one is Outlook. Outlook provides different functionalities like emails, tasks, calendars, and many more. To provide better security, sometimes you need to export all the mailboxes to the PST file. So that, you can store it locally and have a copy of all data. There are multiple scenarios when you need to perform exporting.

## Different Reasons to Exchange Online Export Mailbox to PST 
Office 365 mailbox needs to be exported from Office 365 to PST for several reasons. Some of the major reasons are.

- **Backup/Recovery -** The PST files can be easily backed up in any case of data loss or corruption.
- **Portable -** The PST files are portable in nature. These files can be easily shared with other computers or devices. These files can be accessed locally without an Internet connection.
- **Migration -** The  PST files are used for the migration. If you want to switch your email client then you can do this with the help of PST only.
- **Archive -**  PST files are used to archive the email data for a longer period of time.
- **Data Independence -** The PST files in your system make sure that you also have control of your data.
-** Data Security -** Prevent the data from any attack that can damage the data. The PST files will keep your data safe in your system.
These are some major reasons to Export the Office 365 Mailbox to PST files. After knowing the reasons it is time to see the approaches.


## Different Methods to Perform Export Office 365 Mailbox to PST

Export Office 365 mailboxes to PST, there are different methods that can do the exporting. You can choose the best one from them, which suits you the most.

1. Export via eDiscovery Method.
2. Perform Exporting using Outlook.
3. Export by the Professional Tool.

## eDiscovery Method Requirements For Exchange Online Export Mailbox to PST
Before performing the exporting using eDiscovery, you need to make sure of some basic requirements.

- Access to the Management Group Of Office 365.
- Installed the Windows OS version 7 or later.
- Microsoft .NET 4.5 or later version should be installed.
- Internet Explorer should be up to date.
- All permissions should be enabled.

## Method 1. Export Office 365 Mailbox to PST Using eDiscovery Method in Detail
**Step 1.** First Login into the Office 365 and Open the Admin Center.
**Step 2.** Open the Security and Compliance option.
**Step 3.** Now, Select the Permission option and Drag it to eDiscovery Manager.
**Step 4.** There is an Edit option to add the required roles for the management group.
**Step 5.** By default, the role group is set to Case Management, Compliance Search, Export, Hold, Preview, Review, and DMS Decrypt.
**Step 6.** Click Edit to add the role group, if it is missing.
**Step 7.** Now hit on the More Resources option and open the Microsoft Purview Compliance Portal. Now Content Search and click on the New Search.
**Step 8.** Now specify the name and description of the search. The second option is Location allows you to specify the location of the mailbox that you want to export.
**Step 9.** Next, the Conditions Tab, allows you to apply filters such as Keyword, Language, etc.
**Step 10.** Click on Submit and then Done to close the window.
**Step 11.** Now, the search is running in the background and you can check its status by Search Tab.
**Step 12.** After a while after the completion of the Search. Click the Actions button choose the Export Results option and hit Export.
**Step 13.** In the Export Tab, the process starts and you can see whether the progress is completed or not.
**Step 14.** After that, click on the Download Results option. Make sure that you copied the Export Key.
**Step 15.** After clicking the Download Results option, the eDiscovery tool starts automatically. Enter the Export Key and Select the location for the resulting file.

## Issues with the eDiscovery Method For Exchange Online Export Mailbox to PST

- The eDiscovery method can only be performed by the Technical Expert. 
- It is not a better approach for large data.
- Not providing any security during the exporting process.
- The process of exporting is shut down in the middle.

## Method 2. Export Office 365 Mailbox to PST Using Outlook to Get the Resulting PST File
Outlook can able to Export the Office 365 data into the PST files. Follow some basic steps.

**Step 1.** Configure your account on Outlook and select the POP3 as protocol.
**Step 2.** Open Outlook Go to Account Settings > Account Name > and Sync Settings and move the slider to All.
**Step 3.** Now, Click on File and select the Open & Export > Import/Export option.
**Step 4.** Click on Export to a file and Next.
**Step 5.** Choose the Outlook Data File (.pst) and Next.
**Step 6.** Choose the account name and select the checkbox of Include Subfolders and Next.
**Step 7.** Click on Browse and select the destination for the resulting file.
**Step 8.** Click on the Finish button to Export Microsoft 365 Mailbox to PST using Outlook.

## Issues with the Outlook Method to Export Microsoft 365 Mailbox to PST

- Not providing data integrity during the process.
- Data can be lost or corrupted due to any failure.
- Time-consuming process for large data.
- Need to manage the Outlook account.
 

## Method 3. Professional Tool to Export Office 365 Mailbox to PST Without Any Error
After analyzing issues with the manual methods, you are able to decide whether to go with these methods or not. The Professional tool which is the **[SysTools Office 365 Export tool](https://www.systoolsgroup.com/office-365/export/)** is free from the issues created by manual methods. You can do the exporting of large data easily without any errors. This tool is easy to operate with some basic steps.

**Step 1**. Download and Run the software.
**Step 2.** Select Office 365 as the source and Outlook as the Destination in the tool.
![Image description](https://dev-to-uploads.s3.amazonaws.com/uploads/articles/supgdmbgsfbabhuxfucb.png)
**Step 3.** Select the data that you want to migrate and apply the Date Filter to filter out the necessary data only.

![Image description](https://dev-to-uploads.s3.amazonaws.com/uploads/articles/cn9yqb01nnt9ymvf62vg.png)


**Step4.** Log in with the Source Credentials, Validate, and Next.

![Image description](https://dev-to-uploads.s3.amazonaws.com/uploads/articles/86cadpyrc6zt5ig7pccn.png)


**Step 5.** Select the destination for the resulting file and also choose the size for the resulting file and Next.

![Image description](https://dev-to-uploads.s3.amazonaws.com/uploads/articles/i5hcb8uv9neug3aeygup.png)


**Step 6.** You can add the users from Fetch Users, Import Users, and Download Template options.

![Image description](https://dev-to-uploads.s3.amazonaws.com/uploads/articles/p06omjr4we9f4msx4m6v.png)


**Step 7.** Click on the Start Export button to start the process.

![Image description](https://dev-to-uploads.s3.amazonaws.com/uploads/articles/tro9hl3d7ke8coswuvol.png)




All the above steps are only Required to perform the Exporting of Office 365 to PST using the tool. This tool is also having some advanced features.

## Features Offered By the Professional Tool

- Able to Extract Data into PST/EML/MSG/MBOX/PDF files type.
- Export the emails, contacts, and calendars.
- Export the Office 365 Shared mailboxes and In-Place Archives also.
- Split the PST file option is also available during the exporting.
- Generate the report of the process.



## Final Words
The query about how to Export Office 365 mailbox to PST is solved in this blog. Manual methods are discussed to do the exporting. But due to some shortcomings, they are not recommended for use. Therefore, the professional tool is explained in detail to do exporting without any issues.

**For More Resources**
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> - **What are the [Benefits of Microsoft 365](https://www.office365tips.org/benefits-of-microsoft-365/)?**
> - **How to [Migrate the Outlook Calendar to Office 365](https://www.office365tips.org/how-to-migrate-outlook-calendar-to-office-365/) easily?**
> - **How to [Import PST File to Outlook](https://www.office365tips.org/import-pst-to-outlook-365-web/) step-by-step guide?**
> - **How to[ Transfer and Migrate Mailbox From Exchange 2019 to Office 365](https://www.emaildoctor.org/blog/transfer-exchange-mailbox-2019-to-microsoft-365/)?**
> - **How to[Migrate Exchange 2013 to Office 365](https://www.emaildoctor.org/blog/change-from-exchange-2013-to-microsoft-office-365/)?**
> - **How to[Create a New Mailbox in the Exchange Server](https://www.office365tips.org/create-new-mailbox-in-exchange-server/)?**