Export Office 365 Mailbox to PST In A Few Easy Steps

Export Office 365 Mailbox to PST In A Few Easy Steps.

Are you tired of searching for a reliable solution to export Office 365 mailbox to PST but still not found the answer you were looking for? Look no further, as here in this comprehensive guide we have provided the best solutions to help our users. There can be many reasons for companies and professional individuals to export PST files from Office 365. However, this task isn’t as easy as it seems and can be a tiring and confusing process for many users. Therefore, we have provided different solutions to do this task. We suggest users keep reading this article and choose the solution that suits their requirements.

Reasons to Export Office 365 Mailbox to PST

Let’s have a look at some common reasons for exporting Microsoft 365 mailbox to PST. 

  • Users might need to export PST from Office 365 to follow the legal and audit procedure.
  • Reduce dependency on Microsoft for controlling the data.
  • For creating a backup of important email data of an ex-employee before deleting their account.
  • To save crucial information from accidental deletion.

Export PST Files From Office 365 Using These Methods

Method 1. Using e-Discovery to Export Office 365 Mailbox to PST

Pre-Requisites for using e-discovery 

  • The user must have access to Discovery Management Group.
  • Windows OS version should be 7 or higher.
  • .NET Framework 4.5 or later version.
  • Updated IE (or Internet Explorer).
  • The user must have Office 365 OWA export to PST permission.

Follow the Steps Mentioned Below:

Step 1. On the computer, Login to O365 account and then open Microsoft 365 Admin Center.

Export office 365 mailbox to pst using Microsoft 365 Admin center

Step 2. Now to export PST files from Office 365 Admin portal, go to Security and Compliance option.

Click on Security & Compliance

Step 3. In Security and Compliance tab, choose Permissions and Drag it to e-discovery Manager.

Check eDiscovery Manager


Step 4. Then click the eDiscovery Manager checkbox >> Edit to add roles for the Discovery Management group. 

Edit role group from eDiscovery Manager to export Office 365 mailbox to PST.

Step 5. Usually, the role group is assigned to roles like Compliance Search, Hold, Preview, Case Management, RMS Decrypt, etc.

Step 6. In case the Export Role is missing, users can add it by clicking on Edit Role Group.

Step 7. In the next step, navigate to More Resources and open Microsoft Purview Compliance Portal. Then go to Content Search and select New Search.

Note: Make sure to enable all required eDiscovery permissions if the Content Search option is not visible to you. Also, it can take up to 24 hours for changes in eDiscovery permissions to reflect.

Create New Search

Step 8.  A wizard will open after clicking on New Search. It let users customize elements of content search and users can specify the name and description of the search. The location option lets users choose which mailbox data they want to export. 

Specify the Mailbox data that needs to be export.

In further process of Search customization, continue following the steps mentioned below:

Step 9. Under the Conditions tab, users can apply various filters. Like query language/region, keywords, and different conditions.

Apply necessary conditions.

Step 10. After applying the necessary settings and filters, click the Submit button and then click Done to close the wizard. Now start the Search.

Step 11. While the Search is continuing in the background users can see the status of it by clicking the Search tab.

Check Search Status.

Step 12. Now users can easily see if the search is complete or still going. Once it’s done, click Action and select Export Results.

Click Actions to Choose Export Results

Step 13. Here in this window, users can use the Encrypted File option to export encrypted files as well. Although users can customize the export results but is it recommended that the results should be exported with default settings to avoid unnecessary confusion.

Step 14. After applying all the necessary settings hit Export to export PST files from Office 365.

Click on Export Button.

Step 15. In the next step navigate to the Export tab and select Search again to the progress.

Navigate to Export tab

Step 16. Once the Export process completes successfully, click on Download Result and copy the unique Export Key, it’ll be required in the ClickOnce extension that will start in the coming step.

Hit the Download results button after copying the export key.

Step 17. After clicking on Download Results, eDiscovery PST Export Tool will launch itself automatically. Then users can enter the Export Key and select a destination location to save these exported PST files on their system.


Step 18. Finally, hit the Start button to export Office 365 mailbox to PST

Why Using eDiscovery Isn’t A Reliable Method?

There are many challenges a user has to face while exporting PST files from Office 365. Let’s dive into some of the common problems faced by users:

  • It requires users to have Global or Tenant Admin access.
  • The risk of data breaching is higher if the admin credentials get into the wrong hands.
  • Users are required to have proficient technical knowledge along with basic troubleshooting.
  • It lacks cross-browser dependency. As it runs smoothly on Edge but Chrome users need to install an extension called ClickOnce.

Method 2. Export PST Files to Office 365 Like A Pro

As we saw above how hard it is to follow along with the manual method due to its complexity. Therefore, we would like to introduce you to a professional tool that can reduce this massive task to just a few clicks. SysTools Office 365 Export Tool is a tried and tested tool by many tech experts. 

This tool can export Office 365 mailbox to PST / EML / MSG and many other file formats with just a few clicks. Also, it allows users to export their O365 mailbox and archived mailboxes without having an Admin account and it maintains the data integrity throughout the process.

Use the following steps to guide the easy operation of this tool:

Step 1. Download the tool on the computer.

Step 2. In the first step, in the Source, select Office 365 and Outlook as the Destination.

Dowload the tool to export Office 365 mailbox to PST

Step 3. Now select the mailbox items from the Workload section and Apply Filters to selectively export mailbox data.

Select mailbox items from Workload Selection

Step 4. Enter the Source Office 365 admin credentials to Login. Then click Validate to validate the necessary permissions.

Enter Office 365 source Admin credentials

Step 5. After that select the Destination path for saving the exported PST files.

Select a destination path.

Step 6.  Now add users using the provided options (Fetch Users, Import Users, Download Template)

Fetch Users

Step 7. At last, choose the users whose mailbox data needs to be exported and hit the Start Export button to export Microsoft 365 mailbox to PST.

Click on Start Export to initiate the process.

Remarkable Benefits of Using this Automated Tool

  • There is an option to split PST files into smaller variations.
  • Users can export selective mailbox data using date range filters.
  • The highly efficient algorithms used in this tool ensure the fastest and most accurate results.
  • It can export emails in PST, MBOX, PDF, EML and many other file formats.
  • This tool supports the bulk export of Office 365 emails.
  • Moreover, users can export their archive mailbox into PST. 

Also Read : Best Way to Move Office 365 Mailbox to Another Account

Method 3. Export Office 365 Mailbox to PST Using Outlook

Another method to export O365 emails is to use Outlook, however, we must keep in mind that it’ll be only helpful if there are very less users, let’s say less than 10. Otherwise, this might not work efficiently for a larger user base. 

Pre-Requisite for using Outlook

  • Configure the Office 365 account with POP in Outlook.
  •  To export all emails, Open Outlook >> Account Settings >> Account Name and Sync Settings >> All

Perform the following steps to export Microsoft 365 mailbox to PST

Step 1. Download and open Outlook on the desktop. Then click on File.

Step 2. After that click on Open & Export and then Import/Export.

Step 3. In the next step, click on Export to a file and click Next.

Step 4. Now Choose Outlook Data File (.PST) & then click on Next.

Step 5. Then select the email account to export Office 365 mailbox to PST and also make sure to check the Include Subfolders checkbox.

Step 6. Now choose the destination path using the Browse option and provide a valid name to the file. Click OK.

Step 7. In the final step, click Finish to export Microsoft 365 mailbox to PST.

Limitations of Using The Above Method

  • Admins can stuck in a forever time-taking loop if there are so many users. 
  • There is a greater probability of manual errors that might lead to data loss.
  • In case of an internet outage, it will create duplicate copies of mailbox data when the process restart.
  • It requires admins to individually enter the login credentials of each employee to export PST files from Office 365.
  • There is no feature to export mailbox items meta-data such as message rules and a list of senders blocked by users.


In this article, we have explored different methods to export Office 365 mailbox to PST and some common user reasons for doing it. This task if done manually can become so lengthy and time-consuming due to its complicated execution. Plus, the manual approach has major drawbacks like constant risk of data loss throughout the process and requires technical expertise.

Therefore, we suggest using an expert-recommended tool like the one we mentioned above to export PST files from Office 365 comfortably.

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