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How to Export Exchange Online Mailbox to PST – Step by Step Solution

In this article, I am going to show you how to Export Exchange Online mailbox to PST files using SysTools Office 365 Backup Solutions and Office 365’s native in-place eDiscovery mechanism. Securing your Office 365 email data on your Local server/ network / external hard drive is necessary for a number of reasons, including compliance with the 3-2-1 rule for backups, internal policies and compliance requirements, and e-discovery support. A Question arises how to First and foremost, however, is the assurance that your users’ data can be restored whenever needed.

Note: eDiscovery PST Export Tool is an inbuilt tool developed by Microsoft that is supported by selected Office 365 Exchange Online subscription. Have a look to more….

Export Exchange Online Mailbox to PST vis SysTools Office 365 Backup

SysTools Office 365 Backup Software not only export Exchange Online Mailbox to PST / EML file format including Contacts, Calendar & Documents. But also provides facility to restore back multiple PST file back to Office 365 Online tenant. Before discussing step by step working let’s look at a brilliant feature of Office 365 Backup Solution by SysTools.


Steps to Export PST from Office 365 Online Mailboxes is described below:

Install SysTools Office 365 Backup & Restore Software on your local machine. Run the software and Click on Login button for sign in with Office 365 Account. The checkbox beside Application Impersonation Option with admin credentials in case want to export multiple Office 365 account Data. Or by default box remains unchecked.


As Soon as you sign in you can see two Option i.e. Office 365 Backup and O365 Restore option. The checkbox beside Office 365 backup to Export Exchange Online to PST file format and Click Next. Now in next window select Mailbox items which you want to export from Exchange Online to PST.


Click on Browse button to choose a destination to save O365 mailbox after exporting. After selecting the path click on Export button to start. You can also choose multiple filter options to export selected Exchange Online Mailbox items. And after filtering click on Start.


It will take some time to download mailbox items to PST file. After successfully exporting a message will be displayed as shown in the figure. Just click on OK button.


Export Mailbox Data from Exchange Online Using eDiscovery PST Export Tool

To export mailbox data from exchange online use eDiscovery PST export tool. This Microsoft inbuilt tool helps to export PST from Exchange Online. Let see how it works, with the help of steps mentioned below:

#1: Sign in Microsoft Office 365 Admin Account. Now Click on Office 365 Admin centre in order to export Exchange Online Mailbox data to PST file format.


#2: GOTO Security & Compliance option

#3: Find out Permission Click on it >> Now Checkbox beside eDiscovery Manager within Security & Compliance. Next click on edit role group.

export-pst-from-office-365-online-mailbox-security#4: Next, eDiscovery Manager window will appear, Click +icon to give permission to eDiscovery Administrator and Save it to proceed.


#5: Now, permission is assigned to export Office 365 Exchange online mailbox to PST. To proceed, Click on Search & Investigation centre. A new search window will appear, In this click on the + icon. Enter a name in the Name field (PST file will be saved on the local machine with this name) >> Press Next button to continue.


#6: To export all data to PST file from Exchange Online mailbox, Simply select Search everywhere option and select Exchange option.To move optional data, select Custom location selection option. Click on the + iconIf you want to backup data from Exchange Online Public folders, choose Search all public folders option.


#7: For exporting selective data from Exchange Online Mailbox, one can use multiple filter options available. Then Click on Search to let eDiscovery PST export search selected Exchange Online Mailbox items.

#8: Click on the Start Export button once search process completes successfully. 

Note: It is advised to go with by default option and export Exchange Online Mailboxes to PST format using eDiscovery tool. A separate file will be created with the .pst extension for selected Office 365 Online mailbox items.


#9: Exporting Exchange Online to PST process starts. To Save PST file locally click on Download exported results button. As one choose Download exported results option, then downloading the .pst file locally process starts.


#10: To Save created PST file locally in the next step Export key is generated. Copy and paste the key in next step. Now Choose a secure location to save resultant PST file.



How to Export Exchange Online to PST is briefly described above with both eDiscovery PST Export tool & SysTools Office 365 Backup. While sometimes eDiscovery hangs in between or Apart from this, to export Office 365 emails eDiscovery search 10000 mailboxes and a user has two work on two concurrent searches at a time. Moreover, it’s not easy to manage and work on eDiscovery. In such condition, SysTools Office 365 Backup is the best-recommended solution.

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This post first appeared on Wipsen Is Focused On Redefining Information Sharing, please read the originial post: here

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How to Export Exchange Online Mailbox to PST – Step by Step Solution


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