How to Export Office 365 Mailbox to PST Instantly? Top 3 Methods

Looking for a solution to export Office 365 mailbox to PST? But facing different hurdles while googling for the same. Yeah! It’s time to take a deep breath and feel relaxed. Today we are here with an article to tell you about all the methods to bulk backup Office 365 mailboxes to PST without facing any issues.

Today the need for data management is everywhere whether it is a large organization or a startup company. This is why Microsoft developed Office 365 to help them store and manage their data. But, it is not enough, there are some users who want their data offline. As you know Microsoft 365 stores your data cloud storage. So, if you want your mailbox in your local device, then a PST file is a great choice.

The PST file is a very popular and secure file format. Therefore, it is a first choice of many professionals to keep a local copy of your data. However, it is not an easy task and many non-technical users have trouble doing it. This is where we will help you.

“Hi, I have almost 250+ accounts in my Office 365 Business account and I am thinking of exporting PST from Office 365. After facing a lot of issues, I finally decided to export Office 365 mailboxes to PST. Is there any solution present that can help me to export all the accounts?”

This is one of the users who wants to save their Microsoft 365 data into PST format. So, to help them and you we will explain all the methods with clear steps in the upcoming section of the article. But, before that let’s see the preparations you need before going through the process.

Prerequisites Before the Procedure

When you are going to convert your data to a different format. You have to pay attention to certain things, especially when exporting from Office 365. Below are certain points you must do before going through the procedure.

• First, check the administrative permission. Make sure you have necessary rights to export your emails.
• Perform a backup of your Office 365. So, if something happens at least you have the data.
• Check the size of your mailbox. Ensure that you have adequate storage space to store bulk data.
• Check which file you need to store and which one you need not. This makes the process faster as you do not need to waste your time to find the emails you want to save.
• Planning an appropriate time is also required. If you have large data, then it will take hours to save them. So, prepare a time where there is no disturbance during the process.

It is compulsory to follow these points. Because it makes the process easier and quicker. Now, we are going to start our first method.

Save Microsoft 365 Mailbox to PST using MS Outlook

Outlook is a Microsoft product and desktop-based email client, so you can connect your O365 account easily for exporting emails in PST format.

1. Firstly, you have to connect O365 to Outlook using POP configuration by following: File >> Add Account >> Manual Setup >> POP >> Needed information >> Finish icon.
2. Outlook can save only 1-year emails which are set by default, to change this setting >> Outlook >> Account Settings >> Account Name >> Sync Settings and push the slider to All.
3. Go to the “File” tab in Outlook.
4. Head to the “Open & Export” >> “Import/Export”.
5. Hit on the “Export to a File” and “Next” icon.
   
6. Select “Outlook Data File (.PST)” >> “Next” button.
7. Select the folders from the connected O365 account.
   
8. Find any path to save the exported PST file.
   
9. Lastly, set up the filters and hit the “Finish” button.

If you don’t have Outlook installed on your device. Then, don’t worry there are other methods that can help you.

Export Office 365 Mailbox to PST with eDiscovery

This method is used to find your content and save them. You can use it to also download your Microsoft 365 emails to PST. Properly follow the steps below as it is a lengthy process.

1. Login to your Exchange Admin Center with account details.
   
2. Choose “Security and Compliance” from the Admin Centers option.
   
3. Click on the Permissions >> eDiscovery Manager.
   
4. Use the Edit button to change the respective roles accordingly, you can modify or add other roles as per choice.
5. You will get pre-assigned permissions by default i.e., Case Management, Compliance Search, Export, Hold, Preview, Review, and RMS Decrypt.
6. If your Export Role is missing, then can add it by following the previous step to export Office 365 mailbox to PST.
   
7. Choose More Resources and open all resources, and then Microsoft Purview Compliance >> Content Search >> New Search option.
   
8. Click on the New Search and a wizard will open with different labels. And it allows you to customize elements such as Name, Description, Location of user mailbox, etc.
   
9. Apply the multiple advanced filters as per your choice from the Condition tab.
   
10. After that, click on the Submit button and then Done to start the process.
    
11. Your eDiscovery process is running in the background, you can check it from the Search tab.
12. After the complete process, hit on the Action icon and select Export Results.
    
13. Lastly, click on the Export button to export PST from Office 365 admin center.
    
14. Now download the results using the Download Results button and copy the Export Key.
    
15. A pop-up will appear and will start the eDiscovery PST Export Tool and paste the copied Export Key here. Select the location and hit on the Start icon.
    

This way you can get your data free of cost, but it is lengthy and causes you several issues such as data loss, unable to connect your Office 365 account, etc. Therefore, it is better to use the automated tool to get your data.

Steps to Export Office 365 Mailbox to PST

1. Firstly, download and install the mentioned export tool in your existing system and run it.
2. Provide the email address and password of your Office 365 account and hit on the “Login” button. Don’t forget to select I am Admin button.
3. All mailboxes of the account will load on the preview panel of the software. Here begins the second phase of the process to backup emails. You have to check the checkboxes of all those mailboxes, to which you wish to export Office 365 mailboxes to PST.
   
4. Although the product displays “PST” as the default saving option still for the safe side, you can re-select it from the menu.
5. Click on the “Browse (Folder)” button to select the location to save the resultant data.
6. Finally, click on the “Backup” button to export PST from Office 365.

With these simple steps you can effortlessly export your data into PST or any other format. In addition to that you can also use its advanced features to export your data.

Benefits of Saving Office 365 Emails to PST

Now, we have learned the methods to download our Microsoft 365. Let’s see the benefits of exporting your emails. Below are some of the advantages that you will get when you export your data.

• Saving your data from Office 365 emails in your local machine keeps your data in offline mode.
• It also helps you from accidental deletions, account hacked, and service outages.
• For legal and compliance policies, you need to backup your data from your Microsoft 365.
• If your mailbox size is full, then by exporting your data allow you to reduce the storage space and secure your data.
• When you are starting to migrate your data, you need to backup your data before the process.

Conclusion

Now, you can easily export Office 365 email into PST. Here, we have provided three methods that can help you download your data without any issues. The solutions are simple: you have to just properly follow the steps and your data will be easily exported in PST format. Make sure that you follow the prerequisites before following the methods. If you are having problems using the manual solutions.  Then, the professional software would be a great option.