Office 365 is a one-stop solution for business needs. It inherits the useful utilities of Microsoft and the secure cloud space. But still, many of the time, it is seen that the users take the Office 365 data into the PST. There can be a few reasonable points attached to this practice, but to export Office 365 mailbox to PST is a trend.
Why do Users Export Office 365 Mailbox to PST?
- When an employee leaves the organization admin deletes its mailbox to cut down on the subscription fee.
- A certain piece of information is needed over and over again.
- Users like to backup the Office 365 mailboxes to preserve them for future use.
Along with these points, each user can have their reasons to safeguard the Office 365 mailboxes in the PST.
Methods to Export Office 365 Mailbox to PST:
There are certainly many ways for getting down the Office 365 mailbox to PST. But here, we will talk about the two. One will be from the manual method, and the other will be an automated Office 365 backup tool.
Method1: Content Search and an eDiscovery Method
For using the eDiscovery method, users must have the eDiscovery Manager role in the Microsoft 365 Compliance center. The Global Admin, by default, does not have these roles but can grasp this role by going as follows:
Phase1: Getting the Import and Export Permission
- Firstly login to the Office 365 Admin Center entering the credentials of your Office 365 account.
- From the menu, tap on Compliance to reach Compliance Admin Center.
- Hit Permissions.
- Under the Compliance Center, open Roles.
- Choose eDiscovery manager and select Export from the assigned roles.
- Then click on eDiscovery Administrator.
- Press Add, look for your account, add it to the list and press the Save button.
Now we have got the permission to start or perform the Content search task to export the Office 365 mailbox to PST. Let’s begin:
Phase2: Final Export to PST
- Visit the Office 365 Compliance center.
- Click on Content Search from the left pane under the Solutions.
- Enter the name and description to hit Next.
- Tap on Status beside Exchange Mailboxes to “On” it, then click on Choose users, groups, or teams.
- The wizard will appear, search the mailbox you want to export, and then click on Done.
- Now users can leave the conditions empty and hit Next.
- Review the Search that you have formed and click on Submit.
- A search will start. It takes a while to complete a search wait until unless it shows completed under the status column.
- Once it shows completed, click on the respective Mailbox > then Actions > choose Export Results.
- Choose the suitable option under the Output Options and Export Exchange Content, and then click Export.
- After a while, the Export will be ready, copy the Export key, then scroll up to click on the Download results from the top mailbox wizard.
- A new tab will open; click Open on the security warning.
- An eDiscovery Export Tool will appear, paste the copied key browse the path where you want to save the resultant PST, and hit Start.
By using this long and hectic method, users can export the Office 365 mailbox to PST or choose the automated tool for better exportation.
Method2: The Automated Shoviv Office 365 Migration Tool
Quick Steps:
Step1: Download the Shoviv Office 365 Backup tool, install it, and open it.
Step2: Tap on Connect Office 365 mailbox from the ribbon bar, enter the project name and credentials and click Connect.
Step3: Click on Backup Directory, give name, browse path, and hit OK.
Step4: Now click on Backup Jobs from the ribbon bar.
Step5: Provide job name, select project name, backup directory name, and hit Next.
Step6: Select Mailboxes accordingly to hit Next.
Step7: Use Filters as per the need and proceed.
Step8: Deal with thread count, PST split, etc., options, and press Next.
Step9: Choose the schedule for the Export process and press Next.
Step10: The Status of the so-filled entries will appear to cross-check it to hit Finish.
WHY Choose Automated Tool over a Manual Method?
- The Manual method comprises typical steps, and an automated tool is a picture-perfect solution.
- In the manual method, the process can take even days to complete the export task, whereas the Automated tool takes a stipulated time only.
- The Incremental Export feature of the Automated Shoviv tool saves users from losing their progress of the interrupted process.
- The Automated tool allows users to perform manually or automatically & periodically by using its Scheduler feature.
- The filters based on Message Class, Date Range, and Folder are available to let users export Office 365 mailbox to PST with the desired items.
The Finishing Up:
The two methods, Content Search and Automated method are described in the blog to get anyone that suits the users. However, it is recommended that users use the automated tool for a better and more secure export experience. Moreover, if users like to evaluate the performance of the Shoviv Office 365 Backup tool can use its Free demo version to export Office 365 mailbox to PST.
