How to Perform Office 365 Export Mailbox to PST task?

Microsoft Office 365 is a choice of millions of users nowadays because of its cloud-based service, and it provides a variety of applications. However, it is a fact that Microsoft is responsible for updates and underlying infrastructure. Users are responsible for losing data in any situation, which is why it’s crucial to have a backup of Office 365 mailboxes. In case your file becomes corrupted, or you accidentally delete your data, then you must be in a difficult situation.

Hence to deal with such situations, users execute Office 365 export mailbox to PST task. As PST files are easy to port and aces thus, users find it better to have a backup in Outlook PST files. Do you want to execute Office 365 export mailbox to PST task? If you are willing to execute the task and want a perfect way to perform without any glitches here in this blog, you will get the perfect solution.

Why do users export Office 365 mailbox to PST-:

Although there are many reasons to execute Office 365 export mailbox to PST task, and some of them are mentioned below-:

  1. Since Office 365 has a storage limit, and due to access mailboxes, it can be corrupted; hence to reduce the size of Office 365 mailboxes, users execute Office 365 export mailbox to PST task.
  2. By converting Office 365 mailboxes to PST, users can store mailboxes as achieved on a local disk.
  3. Ito deal with circumstances like virus attacks or unintentional deletion of data, users consider having a backup. Thus, users execute Office 365 export mailbox to PST.
  4. If an account of Office 365 gets hacked by any unidentified person, users consider having data stored in another place.
  5. Users who want to have documents or files for a long period of time want to execute Office 365 mailbox to PST.
  6. Cloud Ransomware attacks can lead to the encryption of many accounts. Thus it is one of the reasons.

Methods to perform the exporting task-:

You can approach the migration task in two ways; manually or professionally. Now it depends on you to choose the perfect method to execute Office 365 mailbox to PST task. The manual method is free of cost, but it includes many risks, and the main concern is that users can even lose their data. However, if you want to perform the task manually, the methods are explained below-:

 Method-: Export PST from Office 365 via eDiscovery Method

Step 1-: First, log in to your Office 365 account and Launch Microsoft 365 Admin center.

Step2-: Now, from the Admin center, press the Security and Compliance button.

Step 3-: Under the Security and Compliance option, navigate (select) the Permissions option and click on eDiscovery.

Note- To access several functionalities of eDiscovery, you need to be a member of the eDiscovery Manager Role group.

Step 4-: now go to the Edit icon to modify and add new and other important roles which are necessary for the Discovery Management Group.

Step5-: the role Group has assigned roles such as; Compliance search, Case Management, Hold, Export, preview, review, and RMS Decrypt.

Step 6-: If you cannot find an Export role, click Edit role group and add the role.

Step 7-: Click on the More Resources option and open all the Microsoft Resources Panel. Opt for the Microsoft Purview Compliance Portal and open it. From the left panel, find and choose the content search option. Click on the new search option.

Note- if you cannot find the Content Search option, then recheck and ensure you have set the required eDiscovery Permissions. However, these changes can take up to 24 hours to be visible.

Step 8-: After clicking on New Search, a window will open through which you can customize all elements of the content search option, and then you can specify the name and description of the search. The second option of location will help you select the specific mailbox you need to export.

Note- a user should know that selecting all the locations, including “Share Point” and “Public Folders Database,” can delay your exporting process and the whole search.

Step 9-: Next, in the condition tab, users are allowed to apply different filters like; query language/region, keywords/phrases, and conditions, including those related to time, message, fields, properties, etc.

Note- to export the whole Office 365 mailbox data, do not apply any filters, conditions, or keywords.

Step 10-: further, if you are done with all required customization and have applied all the filters, you can click on the Submit button and then click on done and start the eDiscovery quickly.

Step11-: now the eDiscovery process will be running in the background; meanwhile, you can check the status by selecting the Search Tab.

Step 12-: Next on the screen, you can weather the eDiscovery is completed or in process. After completion, click on the “Actions” button and go for the Export Results option.

Step 13-: Now, in the Window below, you can choose specific conditions, such as; if you need to export encrypted files, then you can include the encrypted file option. Here you can customize the export result. To avoid any confusion, export results with the default setting. Once everything is done, click on the Export button.

Note- in case you need to export the search results in a single PST file, make sure to enable the Deduplication option.

Step 14-:  the export process will start immediately. Then go to the Export tab and reselect your search and track the process.

Step 15-: once the process is completed, click on the Download Results option and make sure to copy the unique “Export key.” You need the key in the “ClickOnce” extension that will come in the coming step.

Step 16-:  now a screen will occur, and it will start eDiscovery PST, Export Tool. Further, you can copy the export key and define the destination where the exported PST file will be saved. In the end, click on Start to export mailbox data to PST.

Professional method to execute the Office 365 mailboxes to PST-:

To overcome manual methods and quickly execute Office 365 export mailbox to PST task, you can use the best professional tool called Shoviv Office 365 Backup and Restore Tool.

Features of the software are as follow-:

  1. The interface of the software is user-friendly, which means even non-technical users can perform the task smoothly.
  2. Users can take backups in PST files without any size limitations in mailboxes, and along with PST, it allows to have a backup in formats like MBOX, EML, HTML, MSG, and MHT.
  3. It allows scheduling backup processes by choosing options like daily, weekly, and monthly. The software automatically starts taking backups.
  4. It does not alter the data and hierarchy of the folder; thus, your crucial data is safe.
  5. With an option like Filter, users can filter out data by excluding the undesired items and including the desired ones.


This blog discusses both methods to execute Office 365 export mailbox to PST. After considering that the manual method is complex, the chances of losing data are higher. Therefore, to perform the task without any drawbacks and risk, you can use the Shoviv tool because it has many advanced features, and users can try the software’s working even before buying by downloading the free Demo version of the software, which allows processing the first fifty items per folder. The technical support team of the software can solve all your queries regarding the software, and the team is available 24*7 to help you.

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