Export Office 365 Mailboxes to PST – Microsoft’s Solution

The use of better emailing clients and servers has gradually become popular amongst the user for better services. Office 365 and Outlook are both brand names of Microsoft. However, some situations convince users to export Office 365 mailbox to PST. Scenarios like making the backup for Office 365 mailboxes, as we all know, Microsoft guarantees the security of user mailboxes, but it doesn’t provide the option to backup Office 365 mailbox data. Due to this, many IT firms choose to keep the backup of their valuable Office 365 data with themselves as a hard copy.

Download Exchange Recovery Manager tool to Export/Import Office 365 Mailbox.
Our 24x7 support team is available to assist you with any questions you may have.

Download Button

Office 365 & Outlook in a nutshell

As we all know, Office 365 is a cloud-based software as a service product of Microsoft and is very advanced by all means. Office 365 comprises a wide variety of features such as OneNote, Publisher, Skype for Business, Access, etcetera, which has made it popular within a short period.

On the other hand, Outlook is an email client that comes as a part of the Microsoft Office suite. It generally assists with emailing, maintaining a calendar, contacts, taking notes, journals, etc. Outlook stores information and data in two different file formats known as OST and PST.

Reasons for Office 365 Export mailbox to PST

Listed below are a few circumstances when the user needs to Export O365 Mailbox to PST:

  • We all know that Microsoft guarantees the security of user mailboxes, but it doesn’t provide the option to backup Office 365 mailbox data. Due to this, many IT firms choose to keep the backup of their valuable Office 365 data with themselves as a hard copy in PST format.
  • Since Microsoft doesn’t provide any built-in option to export Office 365 mailbox to PST file. The user seeks a DIY option for accomplishing the same task.
  • Archive Office 365 mailbox in Local disk: By converting Office 365 in PST file, the user can save Office 365 archive mailbox to local disk and accordingly work as a preference.
  • Reduce the size of Office 365 mailbox: The user can reduce the size of Office 365 mailboxes by keeping a backup of the Office 365 mailbox in PST file format.

Office 365 Mailbox Export to PST: Available Options

There are two options to export mailbox to PST from Office 365: one is the manual method, and the other is with the help of professional software, which will assist you to export PST from Office 365 effectively.

 Export Office 365 mailbox to PST| Microsoft’s eDiscovery

Step1: Login to Office 365 with Administrator credentials.

Step2: Open the Admin center and click on the Security option on the left side.Export Office 365 Mailboxes to PST-1

Step3: Click on the Permission option and select the eDiscovery manager.Export Office 365 Mailboxes to PST-2

Step4: Navigate to the eDiscovery administrator option and click the adjacent Edit.Export Office 365 Mailboxes to PST-3

Step5: Now select the Administrator for eDiscovery and click the Save.Export Office 365 Mailboxes to PST-4

Step6: After this, click the Search option and hit the Content Search.Export Office 365 Mailboxes to PST-5

Step7: In the content search window, click the +New Search.Export Office 365 mailbox to PST 5

Step8: Provide a name and description for the new Search, and select mailboxes to export. At last, add conditions and hit the Submit.Export Office 365 mailbox to PST 7

Step9: From the search window, select the last created search and click the Action  Now; from the dropdown menu, click the Export Result.

Export Office 365 mailbox to PST 8

Step10: Following, choose the Output option as per need and click on the ExportExport Office 365 mailbox to PST 9

Step11: Now click the Export option from the search window and select your SearchThen, copy the export key and hit the Download results (Search may take a few hours to blink on the Export tab).Export Office 365 mailbox to PST 10

Step12: Now, an Office 365 export tool will get downloaded to your system. Open the utility, paste the Export key in the edit box, and browse the location to save the PST files. At last, click the Start button.

Export Office 365 mailbox to PST 11

Facing errors exporting Office 365 mailboxes through eDiscovery

Recently, users are facing errors while using the eDiscovery Export tool as it gets crashes frequently or it displays the following error.

error image

So the question is how to resolve them to get Office 365 export tool to work. For this, you need to find WHY it is happening. Below are the conditions for the office 365 export tool with the solutions.

  • You’re using an outdated Windows Operating system and if this is the reason, upgrade to Windows 10.
  • You’ve not installed the ClickOnce add-on with the third-party browser. (Install ClickOnce extension)
  • Not utilizing Microsoft.NET Framework 4.5 or later and using Internet Explorer 9.0 or later. (Install Microsoft.NET Framework 4.5 or later).
  • You’re using an Outgoing proxy server, and the connection to your outgoing proxy server has timed out. Go with the below-given steps:
    • Open the command prompt by clicking the Windows+R key simultaneously.
    • Run the command: netshwinhttp show proxy
    • Next command: netshwinhttp set proxy proxyservername:8080 (Replace proxyservername with yourservername.com)
  • You’ve set up an incorrect local intranet zone in Internet explorer. Pursue the following steps to setup correctly:
    • Open Internet Explorer and click Internet Options from the Tool menu.
    • Select Local Intranet from the Security tab.
    • Now click Site and then click Advanced.
    • Check for https://outlook.com in the list. Otherwise, add by yourself.

At last, click Close.

Why professionals don’t prefer the eDiscovery

  • The eDiscovery method to export mailbox to PST from Office 365 is lengthy and consumes a lot of time.
  • It cannot export selective data altogether, for example, emails, calendars, and contacts.
  • This method does not provide any filter option to export items, and also there is a risk of data loss and human error.
  • The manual method to export Office 365 mailbox to PST requires technical expertise. Thus, non-technical users may find it challenging to operate.

Office 365 to PST export | Suggested by Microsoft MVPs

Office 365 is the product of Microsoft, and there cannot be any better solution than the Microsoft MVPs and professionals’ recommendations.

Shoviv Office 365 to PST export tool (AKA Exchange Recovery Manager) is a highly recommended and regarded tool by Microsoft professionals for Office 365 export from mailbox to PST files. It offers a wide variety of features that ease the export process and make it achievable for everyone, even for beginners. Let me mention some of this tool’s functionality, so you will know what make this tool the elite to export Office 365 mailboxes to PST format.

Why Microsoft MVPs recommend this tool:

  • Fully secure: Shoviv Office 365 to PST export tool is ranked one of the most secure tools to export confidential data. You don’t have any need to share your password with anyone and can simply do the export process by yourself.

Also, the software keeps the mailbox integrity and folder hierarchy intact and displays a live log report of the process. Apart from this, the software doesn’t store any data and credentials, so it will still remain to you.

  • Preview Office 365 data: Once you add the Office 365 mailboxes to export, the software will fetch them and display a complete preview of them. You can even check recipients, attachments, item property, and all other attributes.
  • Export mailboxes in batches: Shoviv Office 365 export tool allows users to export Office 365 to PST in batches and saves you crucial time. You can process any number of mailboxes, and the software will work with them the same as it works; seamlessly.
  • Desired size & password-protected PSTs: With this tool, you can create PST files of the desired size. For example: if you have 300 GB of Office 365 data and want to create PST files of 40GB, simply provide the size in the software, and it will split the PST files into 40GB each.
  • No additional software required: Shoviv’s utility to export Office 365 mailbox to PST works as a standalone utility. Hence, you don’t need to install any other software even to preview PST files. As it also allows to preview PST files, recover corrupted ones, and, if required, you can import PST files back to Office mailboxes. All these features come without any additional cost.
  • Use anytime: Yes, You can use this Office 365 export anytime and export mailboxes from Office 365 to PST whenever you need.

Now you may be convinced why this software is above the competition and recommended by Microsoft MVPs. But you can check all these features for free. Install its free version from the below-given link and pursue the following process.

Steps to Export Mailbox to PST from Office 365 are:

  • Install and launch the free O365 export tool.
  • Add Office 365 mailboxes to export into PST.
  • Click the Outlook PST option on the ribbon bar.
  • Check/uncheck the Office 365 folders to export.
  • Use filter and other Advance options; as required.
  • Click Next and O365 mailboxes will start to export.

Export Office 365 mailboxes to PST: stepwise instructions

  • Open the software and add Office 365 mailbox by clicking the Add Source option from the ribbon bar.
  • In the Add source wizard, select the Office 365 mailboxes option. Then, enter Office 365 credentials and click Next to proceed further.
  • After clicking the Next button, the screen will display Office 365 mailboxes list, as shown below.
  • You can select the desired mailboxes from the list using checkboxes for adding mailboxes as a source. Now, click on Finish.
  • After adding Office 365 mailbox, go to the ribbon bar and click the Outlook PST option to export Office 365 mailboxes to PST.
  • After clicking on the Outlook PST files, a Wizard will open. Check the subfolders you want to export to PST files.
  • Now, the target selection page will open in which the user needs to select the export on existing PST or export and create new PST files option. The export on the existing PST option will only be enabled when only one mailbox is exporting. The user needs to choose the PST split option if required. Then click Next.
  • Now, the target selection page will open in which the user needs to select the export on existing PST or export and create new PST files option. The export on the existing PST option will only be enabled when only one mailbox is exporting. The user needs to choose the PST split option if required. Then click Next.

  • Finally, after clicking on the Next button, the conversion process will export the selected Office 365 mailbox into PST.
  • The status page will continuously display the information about the mailbox and folder which is in progress. It also shows how many email items are in the folder and how many have completed the processing.
  • When the export process gets completed, the finish button will show, after which the user can click on Finish.

Final verdict

We would conclude that there is a need amongst the users to export Office 365 mailbox to PST file format. For the same, we provide Shoviv Office 365 export tool (aka Exchange recovery Manager), which several Microsoft professionals recommend. It is proficient at managing such tasks and giving satisfactory results with no interruption.

Download Button Buy Now Button



Frequently Asked Questions

No Office 365 is a cloud-based service, and it doesn’t use PST files to store data. However, you can use the Shoviv Exchange Recovery manager to move your Office 365 data into PST files.
Yes, with the help of this Microsoft MVP’s recommended tool, you can easily export a shared mailbox to a PST file.
There are several ways available to save emails from Office 365 to a local drive, like Exchange admin center, E-discovery, and PowerShell. But several professionals and Microsoft MVPs favored Exchange Recovery Manager for this task.
Outlook 365 comes with Office 365, and same as other data, its data gets saved into the cloud, and no PST will be created to store this on the local drive.

About the author

Stuart Clark is working as a technical content writer at Shoviv Software for the last 3 years. In his free time, he loves to write about new technology and read fiction books, his favorite book is "It ends with us" by Coolen Hoover.

4.3 7 votes
Article Rating
Notify of
Newest Most Voted
Inline Feedbacks
View all comments
Ricky Taylor

Searching on the Web, I found this informative post that helped me a lot to accomplish my Export work from Office 365 to PST.

Shawn O'bryan

Hi Stuart,

I have a ton of data in Office 365 mailboxes, how much data I can export in a single attempt? Is there any limitation on fetching data from Office 365?


Great kudos to the Shoviv team for creating such a wonderful tool, the software helps to export my Office 365 data to a PST file easily. This utility made my work a lot easier, I will surely recommend others to use this utility.

Brian Richards

I need to export PST files from non-Office 365 admin users, but I’m not sure if that’s even doable. I don’t want users to use the Office 365 portal; all am seeking a tool that allows me to tell them, “Hey, this person is no longer with the firm; please export their Office 365 mailboxes,” and all they have to do is open the software, select the user, and export to the local drive. Possible?


A great solution I found from this blog. It helped me to export all my mailboxes into PST from Office 365.

Eric L. Medina

Excellent article for O365 users. However, I am not able to download the eDiscovery Export tool in the Edge browser. I’m not using any other browser. Can you fix this issue?