How to Export Office 365 Mailboxes to PST file Effortlessly

 

Export Office 365 Mailbox to PST
Export Office 365 Mailbox to PST

The use of better emailing clients and servers has gradually become popular amongst the user for better services and moreover, it’s versatile features within a few years. Office 365 and Outlook are both brand name of Microsoft, however, due to some reasons situation may ascend which convince the users to export Office 365 mailbox to PST.

Here in this blog, we will discuss the need to export Office 365 mailbox to PST file and most importantly some other effective methods through which office 365 mailbox can be converted to PST file format.

Topics We Will Cover in Export Office 365 Mailbox to PST Process

  • Reason to Export Office 365 Mailbox to PST
  • How to Export Office 365 Mailbox to PST?
  • Manual method to Export Office 365 mailbox to PST
  • Limitations of The Manual Solutions
  • Third Party Solution to Export Office 365 Mailbox to PST
  • Steps to Install Shoviv Exchange Server Migration Tool
  • Most Important Step to Install Shoviv Exchange Server Migration Tool
  • The advantage of using the third-party solution to Export Office 365 Mailbox to PST

As we are aware of this fact that Office 365 is the brand name used by Microsoft which includes Microsoft Office and other services, such as email and collaboration, from Microsoft’s cloud server. The Office 365 comprises a wide variety of features such as OneNote, Publisher, Skype for Business, Access, etc. which has made it popular within a short span of time.

On the other hand, Outlook is an E-Mail client which comes as a part of Microsoft office suite, often used for the purpose of emailing, maintaining a calendar, contact, taking note, journal, etc. Outlook stores information’s and data in two different file formats known as OST and PST.

Reason to Export Office 365 Mailbox to PST

Listed below are few circumstances when the user needs to Export Office 365 Mailbox to PST:

Since the import and export methods are lengthy which consume a lot of user time and does not provide the guaranteed result, therefore for the instant and easy conversion of NSF files to PST files we need to use the third-party Lotus Notes to Outlook converter to Export Office 365 Mailbox to PST.

  • Archive Office 365 mailbox in Local disk: By converting Office 365 in Outlook, the user can save Office archive mailbox to local disk and therefore work as a preference.
  • Reduce the size of Office 365 mailbox: By export Office 365 to PST the user can reduce the size of the Office 365 by keeping back up of Office 365 mailbox in PST file format.

How to Export Office 365 Mailbox to PST?

Converting from one email client to another has become very common amongst the user. In order to export office 365 mailbox to PST successful, one can use methodology having proficient software which may assist them to effectively export Office 365 to PST.

Manual method to Export Office 365 mailbox to PST

Step 1: Login to Office Account online with Administrator credentials.

Step 2: Next, Go to Admin > Exchange

Step 3: Click Permissions from the left pane. Go to Admin Roles>>Discovery Management.

Step 4: From Discovery Management, click ‘+’ sign to add Roles.

Now Click on Mailbox Import/Export below roles. Under Members, click the ‘+’ sign again and click once on the name of the user. Click on “Save” after the necessary steps finish.

Step 5: The access will transfer to the eDiscovery Export tool.

Below are the steps to archive and export Office 365 mailbox to PST file format.

1. From Discovery Management, click ‘+’ sign to add Roles.

2. From Discovery Management, click ‘+’ sign to add Roles.

3. From Discovery Management, click ‘+’ sign to add Roles.

4. Now, from the list-view select the mailbox items that need to export as a result of using In-Place eDiscovery.

5. After which click the download icon to start Export to a PST file.

Last And Important Step to Export Office 365 Mailbox to PST

6. Perform the following steps in the eDiscovery PST Export Tool and create Office 365 Backup

   a.Click on Browse to set the folder path where the resultant PST file will save.

    b. Check “Enable de-duplication” checkbox to remove any duplicate emails. If the same message in more than one folder, then only one request is saved in the PST file.

   c. Now, users can also check the box next to include incompatible items. This will add mailbox items that cannot be reached by Exchange Search. Such items will include email files with attachments which cannot be indexed during a search. Such email files are then saved in a separate PST file.

   d. Now, click Export to start the migration process to backup Office 365 mailbox to PST file. A process box will appear which will indicate the progress rate of the conversion process.

Though one can follow the above steps and export Office 365 mailbox to PST files with an ease, however, there are few drawbacks & limitations  of export Office 365 mailbox to PST process listed below:

Limitations of the Manual Solutions

  • Manual method for export office 365 mailbox to PST conversion is lengthy and moreover consumes a lot of time.
  • Selective data such as emails, calendars, contacts cannot be exported altogether.
  • No filter items have been provided to export items.
  • The manual method to export office 365 mailbox to PST requires technical expertise for the proper conversion. Thus, non-technical users may find it difficult to work with.

Third Party solution to EXPORT Office 365 mailbox to Outlook PST

Those who find the above process techie can go with the third-party solution like, Shoviv Exchange Recovery Manager which is very proficient while it comes to convert Office 365 into PST files.

The software comes with wide variety of features which not only export Office 365 mailbox to PST file format but also provides an easy access so that the user does not require any technical expertise while converting Office 365 to PST.

Steps to Install Shoviv Exchange Server Migration Tool

Convert Office 365 mailbox to PST files using Shoviv Exchange Server Manager Install the software into your system.

  • Open the software and add Office 365 mailbox by clicking the Add option from the ribbon bar.
  • Add source wizard will open in which click on Office 365 mailboxes button and add Office 365 username and password after which click Next.
    Add User Name and Password
    Export Office 365 Mailbox to PST

    After selecting the Next button, the Office 365 mailbox list will be displayed as shown below. Use can select the desired mailboxes from the list using checkboxes for adding mailboxes as a source. After which click on the Finish button.

    select a desired mailboxes
    Export Office 365 Mailbox to PST
  • After Office 365 mailbox is added. Go to ribbon bar and select export in Outlook PST to export Office 365 mailbox to PST

    Export in Outlook
    Export Office 365 Mailbox to PST
  • After the click on the Outlook PST files, a Wizard will open. Check the Mailboxes you want to export to PST files.

    Check Mailboxes and export to PST files
    Export Office 365 Mailbox to PST
  • When selecting the custom folder selection by clicking on it, the custom mailbox dialog will get open where the user can check/uncheck office 365 mailboxes as preference along with the options to include and exclude mailboxes folders as given below.

    Check/uncheck office 365 mailboxes
    Export Office 365 Mailbox to PST
  • Click ok. When custom folder selection has done, a user will return back to previous Wizard Page.
  • After clicking next, a filter page will open where the user can filter Office 365 mailboxes items using message class and item date. Then click next.
    Filter
    Export Office 365 Mailbox to PST

    Most Important Step to Install Shoviv Exchange Server Migration Tool

  • After clicking on next button, target selection page will be opened in which the user needs to “export on existing PST” or “export and create new PST files” option. “Export on existing PST” option will only be shown when only one mailbox is selected for export. The users need to select the following options and then select on PST split option according to preference. Then click next.

    Split Option
    Export Office 365 Mailbox to PST
  • After clicking on Next Button, A status Page will open. Please be in patience while the export Office 365 mailbox to PST process gets completed.

    Process to complete Task
    Export Office 365 Mailbox to PST
  • When the export process is complete. Finish button will show after which user can click on Finish Button.

    Click on Finish button
    Export Office 365 Mailbox to PST
The advantage of using the third-party solution to Export Office 365 Mailbox to PST
  • Third party method is smooth, secure and user-friendly to export Office 365 mailbox to PST.
  • Allows selective multiple conversion Office 365 mailboxes to PST.
  • Does not consume a lot of user time.
  • Instant conversion of Office 365 to PST file format.
  • No technical expertise required to export Office 365 mailbox to PST.
  • Can split large sized PST files as per user requirement
  • Can filter mailbox items according to selective date ranges or item types
  • Create new resultant PST files along with password protection.
  • Create Unicode and ANSI files while the process of conversion is taking place.

Final verdict

Hence, we would like to conclude that there is a need amongst the users to convert Office 365 mailbox into PST file format. Thus for the effortless conversion of Office 365 to PST file, we would recommend users to go for third-party software such as Shoviv Exchange Recovery Manager which proficient to manage such tasks and provide satisfactory results with no interruption.

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