Efficient Ways to Export Office 365 Mailbox to PST: A Comprehensive Guide

Last updated on May 20th, 2023 at 03:16 pm

“Here in this blog, we’ll discuss the reasons to export mailboxes from Office 365 to PST and focus on how to export Office 365 mailboxes to PST instantly & securely. We will also provide the step-by-step procedure to complete this task in an effective way.”

Outline:

Many business enterprises are using Office 365 Saas (software as a service) for their official work. We all receive and send various emails throughout the day, which increases the size of the mailboxes. Likewise, in Office 365, users are also facing the same situation, and for that, they search how to export PST from Office 365 over the Internet. So, we come up in order to provide you with an easy and secure way to initiate this task.

Export Office 365 Mailbox to PST: Reasons and Techniques

Multiple reasons behind this task motivate users to export their Office 365 data to PST format. Some of them we are sharing below.

• In such case, if any organization wants to keep a backup of their data to avoid future mishaps, then they do Office 365 export mailbox to PST format.
• The backup keeps a copy of the Office 365 mailboxes that are helpful in accidental data loss situations, virus attacks, etc.
• PST file is easily portable, so to make data movable to another system, users export Office 365 mailbox to PST format.
• Exporting Office 365 data to PST file format also reduces the size of the mailbox.

Techniques to Perform Office 365 Export Mailboxes to PST

Here we will look into possible ways to perform the o365 export mailbox to PST format. The possible ways include the manual way (eDiscovery Tool). Another one is by using a third-party tool.

Let’s see the working of both ways to export Office 365 mailboxes to PST one by one.

How to Export Office 365 mailboxes to PST using eDiscovery?

Here, we will be sharing the steps to export Office 365 mailbox to PST format using the eDiscovery method. In this method, we create a Content search that will include the entire mail of the user. After that, we will export the result into PST format using the eDiscovery Export Tool.

Step1: Open the Office 365 login page and log in with your account and password.

Step2: Now, open the Office 365 Admin Centre and hit the Security option.

Step3: Navigate to the Permissions tab and select the eDiscovery Manager from the options.

Step4: Then, tap on the edit button.

Step5: Choose the eDiscovery administrator and press the Save button.

Create Content search to export Office 365 mailboxes to PST format

Now, in the next steps, we will create the content search to collect all the user’s emails. Also, describe to you how to use the eDiscovery Export Tool to export PST from Office 365 mailboxes.

Step 1: Navigate to the Search option and click on the Content search.

Step 2: Now, tap the New search button to create a new search.

Step 3: Provide the name and description for your new search and press the Next button.

Step 4: Select the mailbox that you want to export into the PST file format.

Step 5: After that, add the conditions as per the requirements.

Step 6: Review your search setting and press the Submit button.

Step 7: Go to the search list and opt for your search. Then, click on the Action.

Step 8: Navigate to the Export result option and select your Output, then hit the Export button.

Step 9: From the Export tab, choose your last export and tap on the Download results.

Step 10: Afterwards, scroll through the page and copy the Export key.

Step 11: The eDiscovery Export Tool will be opened. Then, paste copied key and hit browse to select the location to save the PST file.

Step 12: Finally, click the Start button to export Office 365 mailbox to PST format.

Solutions to the eDiscovery method’s error

Users have been facing errors while they export the O365 mailbox to PST format using the eDiscovery Export tool. This results in frequent crashes and sometimes error messages. To effectively resolve this issue, we need to understand why this is happening and find solutions for this error.

Here are some reasons for this error and their solutions:

1. Outdated Operating System: If you are using the older version of Windows OS, then upgrade it to Windows 10.
2. Missing ClickOnce add-on: Install the ClickOnce extension on your system if you are using the third-party browser.
3. Missing Microsoft.NET Framework 4.5 or later: Ensure that you have installed Microsoft.NET Framework 4.5 or later and are using Internet Explorer 9.0 or later version.
4. Connection Timeout: If you are using an outgoing proxy server, the connection to your outgoing proxy server might have timed out. To fix this, follow these steps:

• Click the Windows+R keys to open the command prompt.
• Run the command: netsh winhttp show proxy.
• Run the next command: netsh winhttp set proxy proxyservername: 8080 (Replace proxyservername with yourservername.com).

5. Incorrect Local Intranet Zone: An incorrect local intranet zone in Internet Explorer can also arise this error. So, follow these steps to set it up correctly:

• Open the Internet Explorer in your system.
• Click on the Internet Option under the Tool menu.
• Navigate to the Security tab and select Local Intranet.
• Click Site and then press the Advanced option.
• Check for https://outlook.com in the list. If you do not find in the list add it.
• At last, click Close.

By following these steps, you can effectively resolve the error and export Office 365 mailbox to PST without any issues.

Why do Professionals not prefer to choose the eDiscovery Method?

• The eDiscovery method takes a long time to export PST from Office 365 mailboxes.
• Users can’t move forward with the process of exporting selective data altogether, such as emails, contacts and calendars.
• It always has a high chance of data loss and human error.
• Users must be technical savvy if they want to export Microsoft 365 mailbox to PST format using this manual method.

Shoviv Office 365 Backup Tool: Exporting Mailbox to PST

Shoviv Office 365 Backup and Restore Tool is a helpful tool for users who use Microsoft Office 365. It allows users to easily create backups of their Office 365 data in file formats like PST, MBOX, EML, MSG, and MHT. They can also restore data from these file formats back to Office 365. The process to export mailbox to PST Office 365 becomes effortless for users with this tool.

One of the best things about this tool is that it lets users create and run multiple backup and restore jobs. It also has useful features like filter, scheduler, and timer to make the process more efficient. And if there are any failed items during the backup or restore process, users have control over how to handle them.

Shoviv Office 365 Backup and Restore Tool is a user-friendly and reliable solution for the user who needs to perform an exchange online export mailbox to PST format. In the next section, we will be listing steps to export Microsoft 365 mailbox to PST format. So, go through all the steps carefully and understand how this software works.

Export from MS Office 365 mailbox to .pst file

1. Install the Shoviv Office 365 Backup and Restore Tool and run it.
2. Connect to Office 365 and create a Project.
3. Select the mailbox and create a Backup job.
4. Apply filters and use the scheduler option.
5. The process will run.

Export PST from Office 365 using Shoviv Software: Step-by-Step Guide

Follow the below-listed steps to perform Office 365 export mailbox to PST format.

Step1: Install and run the Shoviv Office 365 Backup and Restore Tool.

Step2: Tap the Connect Office 365 tab and create the Project.

Step3: Tick the Modern Authentication (Auto Registration) option and pick the Admin User option.

Step4: Enter the Project name and select the Exchange Server name.

Step5: Provide the password and last, click on the Sign in and then Ok button.

Step6: Go to the Backup Directory option and hit the (+) button to create a new backup directory.

Step7: Enter the Backup directory name and hit the Browse button to choose the location to save the resultant file.

Step8: Then, click on the Ok.

Step 9: Tap the Backup Jobs tab and select the mailbox type.

Step10: Select the mailbox that you want to export.

Step 11: Filter items based on the folder and date.

Step 12: Go to the Scheduler option; here, it gives three options, Run Job Manually, Start immediately after creating Job and Job Schedule.

Step 13: Click Start immediately after creating the Job option to run the job instantly. Or choose the Job schedule option to schedule the job.

Step 14: Select Occurs, Frequency and Duration according to your need and hit the Ok button.

Step 15: On the Setting page, set the thread count and attempt count in case of network failure. Also, you can select the size for the resultant PST file.

Step 16: Now, select the PST to export mailboxes in PST format. Click the Create Backup Job button.

Step 17: The process of Office 365 export mailbox to PST will start. Press the OK and then the Finish button after completing the backup.

End Note

We have discussed the reasons and solutions to export PST from Office 365 cloud. Above blog has provided two methods, manual and professional methods, to complete the exporting process. In this summing up, we suggest users use the Shoviv Office 365 Backup and Restore Tool for an easy and secure process. Users can also check all features of this software by downloading its free trial version. Its free trial version enables users to back up the first 50 items per folder of the Office 365 mailboxes.

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Stuart

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.

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