Easy Way to Copy Email Down to Pst

Export Mailbox from Office 365 to PST by eDiscovery | PowerShell

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This blog explains about the best possible ways to export mailbox from Office 365 to PST format, for various security and personal reasons. Here, we will be elaborating about the technique eDiscovery and automated tool for exporting Office 365 emails in PST file for safekeeping.

Overview

For a user working in an organization, there are number of emails which are drafted and received throughout the day. These emails carry the most crucial data which needs to be extracted for official purpose. Therefore, it needs to be saved to a personal folder which enables an easy access to the data in case of poor internet supply or when the server connectivity is slow. Hence, it is important to export mailbox from Office 365 to PST file, so that the data can be used for backup if any error occurs in future. This can be done either by using the manual method or automated method. In this blog, I am going to describe the 3 methods to export Office 365 mailbox to PST using eDiscovery export tool, PowerShell commands and Office 365 Export Tool.

3 Ways to Export Mailbox from Office 365 to PST Quickly

In the manual method, it offers two approaches to export emails from Office 365 in PST file are by using eDiscovery export tool and PowerShell method.

Method 1: Export PST from Office 365 Via eDiscovery Method

• First of all, login to the Exchange Admin Center using the credentials of Office 365 account.
• Then select Permissions >> Admin Roles >> Discovery Management >> Mailbox Import Export and click Save.

• Then, select Compliance Management and click in-place eDiscovery & hold >> New(+).

• Under In-place eDiscovery & hold wizard, enter the Name and Description and click Next.

• Now to export PST from Office 365, choose the desired Mailboxes option.
• Under Search Query wizard, select the required filters and click on the Next button.

• From the In-Place Hold Settings wizard, mention the number of days for the data items to be preserved, before getting deleted from the server.
• Then, click Finish to export Office 365 emails into PST file.
• After that, all the generated search are listed. Then, click Preview search results.
• After that, click Download to export the PST files to the desktop PC.
• Now, run the security warning when the dialog box is appeared.

• From eDiscovery PST Export Tool dialog box, select the desired location in which the exported PST file will be saved.
• Then, click Start to begin the process i.e., to export Office 365 mailbox to PST.
• Now, enter the credentials of Office 365 account and click OK.
• After successful completion of the process, click on the Close button.

Limitations

• Due to its lengthy steps, naive users fail to adopt this method.
• Takes more time, as all the steps need to be performed by the user.
• This method does not allow a selective export option for the data items.
• Must be technically strong to export PST files from Office 365 account.

Solution 2: Export Mailbox from Office 365 to PST Via PowerShell Method

Step 1: Establish Connection using MS Exchange Server using Powershell

• To begin the process of export PST from Office 365, run the below command in PowerShell,

"$UserCredential = Get-Credential"

In this, enter the credentials of Office 365 account including username and password which is mentioned under Windows PowerShell Credential Request wizard

• Now, run the below-mentioned command

"$Session = New-PSSession -ConfigurationName Microsoft.Exchange -ConnectionUri https://outlook.office365.com/powershell-liveid/ -Credential $UserCredential -Authentication Basic –AllowRedirection"

• After that, run the following command,

"Import-PSSession $Session"

Step 2: Grant Access Right to Mailbox to Export Via Powershell

This example will provide techsupport@teamsystools.com full access to freshtechsupport@teamsystools.com mailbox:

"Add-MailboxPermission – User freshtechsupport@teamsystools.com -Identity techsupport@teamsystools.com -AccessRights FullAccess -InheritanceType All".

Step 3: Open MS Outlook for a New Account

Now, you need to open Outlook as freshtechsupport@teamsystools.com and ensure that techsupport@teamsystools.com is available in the mailbox in the left pane. Sometimes, the permission takes seconds or even minutes to get applied.

Step 4: Check Configuration Settings

Now, check whether Outlook is ready to be configured to download all the emails within the limited time.

• Click File menu and select the Info page >> Account Settings.
• Then, click Account Settings again and select the account.
• Click the change button and ensure that Use Cached Exchange Mode option is enabled.

Step 5: Export Mailbox to PST via Import/Export Wizard

• Launch Import/Export wizard to export techsupport@teamsystools.com to PST file. For that, click File menu>> Open & Export >> Import/ Export option.
• Select Export to a file from the given list options and click Next.
• After that, select Outlook Data file (.pst) option and click Next.
• Select techsupport@teamsystools.com from the given list and click Next. Ensure that Include Subfolders checkbox is enabled.
• Mention a new name to the file and a storage location to store the PST file i.e., c:\tmp\outlook-archive- techsupport@teamsystools.com -20160209.pst.
• From the Option section, select either Do not export duplicate items or Replace duplicates with items exported option and click Finish to export mailbox from Office 365 to PST.
• Now, enter the password for the PST file if required else leave it blank if the policy allows to do it and click OK.
• MS Outlook will remain inoperative until the export is under process. Thus, wait until it gives control to access the file.

Step 6: Ensure that Export Process is Completed

To verify that the Office 365 mailbox export process is completed, check the mailbox size on the Server and compare it with the exported PST file size. To do the same, follow the below steps,

• Firstly, right-click on the mailbox from the right pane and select Data File Properties options.
• Go to General tab and click on the Folder size button.
• Now, select Server Data tab and note the value mentioned as Total size.
• Finally, check the properties of the exported PST file. Ensure that the size of this file is comparable to the Total Size value which is mentioned by Outlook.

Step 7: When Office 365 Export Process Completes

After you successfully export Office 365 mailbox to PST, you have to remove all the permissions which were granted initially through Powershell. Run the below command to do the same,

"Remove-MailboxPermission -User freshtechsupport@teamsystools.com -Identity techsupport@teamsystools.com -AccessRights FullAccess"

Step 8: Exit PowerShell Session

Finally, the Powershell session needs to be closed down after the permissions are removed. Follow the below command to execute the same,

"Remove-PSSession $Session"

Solution 3: Try Alternate Method to Export Mailbox from Office 365 to PST

A user can export PST from Office 365 account effectively by using the manual methods which are clearly mentioned above. Though the manual method is cost-free, it does not provide a complete solution to export Office 365 mailbox to PST file. Some of the consequences associated with the manual methods include data loss, file corruption. Inconsistency in the exported PST file, etc. To resolve all these drawbacks, it is recommended to use Office 365 mailbox export tool.

This tool is enriched with multiple features which provides an easy interface to all its users. It allows to export Office 365 mailboxes into multiple file formats such as PST, EML, MSG. All the data items are extracted which includes emails, contacts, calendar, tasks, etc. It provides a two-mode export option i.e., Export O365 archive mailboxes or in-place archive mails. It provides a unique feature i.e., Login for Admin option which allows to connect with different Exchange online accounts.

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Steps to Export Mailboxes from Office 365 to PST are:

• Step 1: Login using Office 365 Admin/User account
• Step 2: Select mailbox to export as PST
• Step 3: Choose Category & set Date Filter
• Step 4: Browse target to save PST file
• Step 5: Click Export to begin the process

Detailed Steps to export Office 365 Mailbox to PST file format:

1. From the above link, download and launch the tool on your system

2. To login with Admin account, click on 'Is Admin' checkbox and provide admin id and password.

3. In the next window, select the user account whose mailboxes need to be exported.

4. Choose the email-format as "PST" and use split pst option to get variable size pst files.

5. After that, select the checkbox of the category of items to export and also set date-range filters

6. Finally click on "Export" button to initiate the export process.

That's it! All it requires these above few steps to export emails from multiple Office 365 accounts into PST file format. No requirement to go through the hassle to understand big technical functions of ediscovery or Powershell command. Moreover, no requirements for project creation whatsoever, simply export all mailboxes from Office 365 user account to PST format in few clicks.

Conclusion

One can easily export mailbox from Office 365 to PST either by using manual method or automated method. Though the manual method is cost-free, it offers limited features which is not much reliable. Also, using the manual method can lead to various drawbacks which are mentioned above. Hence, it is advised to download and install the third-party tool. It is a professional tool which is highly demanding in the market. It is an effective tool to export Office 365 mailbox to PST and 2 other file formats. Moreover, this tool is also compatible with the latest version of Windows OS including Windows 10.

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Source: https://www.office365computing.com/kb/export-mailbox-from-office-365-to-pst.html

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