Easy Solution to Export Office 365 Email to Outlook PST

Easy Solution to Export Office 365 Email to Outlook PST

Microsoft does not afford an approach to back up Office 365 mailboxes using the native methods; the stress-free workaround is enabling process hold for your mailboxes. By the way, where a copy of Exchange mailboxes has to be kept separately, Office 365 approves the user to export the contents of the mailboxes to PST format. 

This blog will illuminate the phases required to export mailboxes to PST format

Why users want to Export Office 365 Mailbox items

See below how exporting Office 365 will help you in different scenarios

  • A dangerous situation where you must data for Legal / Audit purpose
  • An Office 365 admin account got hacked by a secret person or group
  • Not Depending only on Microsoft to control your data
  • Need to keep Mails & files for an extensive period
  • Data Loss due to unintentionally deleting Office 365 account items
  • Forever delete an Office 365 User or Ex-user account
  • Cloud Ransom ware violence result in encryption of business account data

Exporting data from Office 365 to Outlook PST is an excessive solution, that will help a specific user or admin of an organization to evade or speechless the situations.

Fast Methods to Export Office 365 Email to Outlook PST

Now, two methods are available used to export Outlook 365 mailboxes to PST format. The steps are quite complex and want adequate technical knowledge to make the same.


Export Office 365 Email to Outlook PST via eDiscovery PST Export Tool

eDiscovery Content Search is only the manual methodology obtainable for the user to export Office 365 mailbox to PST. This will support users to download and protect their Outlook 365 data.

Necessities to use eDiscovery Content Search & Export Utility

  • Discovery Management group
  • To Export search results to PST compulsory Windows 7 OS or later.
  • Desirable Microsoft .NET Framework 4.5 or later need be installed
  • The up-to-date version of Internet Explorer or other necessity be installed
  • Permission must be apportioned for Office 365 email export to PST


        I.    First, you must log-In to your Office 365 account and Run Microsoft 365 Admin center.

      II.     From the Admin center, click the Security and Compliance opportunity.

    III.      Below the Security and Compliance subdivision, select the Permissions tab, and then Drag to eDiscovery Manager.

    IV.       Now, Checkbox by eDiscovery Manager, Next Edit icon to add the significant roles which are required for the Discovery Management group

      V.      Usually, the role group is consigned to the following roles i.e., Case Management, Export, Hold, Compliance Search, Preview, Review, and RMS Decrypt.

    VI.      The reason if, the Export role is missing, click the Edit role group and add the similar.

  VII.       The Role is apportioned, now, Drag Down to Search and Investigation and select the Content search option.

  1. After pop up the new window, click on the New search possibility which is obtainable in the latest version of eDiscovery Content Search.

    IX.     Now, stipulate the data be exported from Office 365 mailboxes to PST file format in the search window. The user can add situations to make Office 365 search procedure more accurate as per need. As you can see there are multiple items accessible to filter search emails and other items.

      X.    To Export Office 365 Email to PST, select Exact locations, and Modify.

    XI.     After that, choose emails or require the mailboxes using the Select users, groups option

  XII.      Unique can also export emails from SharePoint and Public folders by allowing the Public folders selection.

  1. The Search option condenses multiple other filtering selections such as, Generations Any of and many more which selectively exports the contents
  2. In order to Export all Outlook 365 email to PST in bulk, do not add any situations or keywords, merely click on Save and run button. On which, the implement will prompt to enter the name of the search

  XV.      After Clicked on the Save button, the tool will start the search in the background.

  1. Preview all the search consequences users want to export.
  2. After that, Go back to saved searches and Select Folder's name to export Office 365 email to PST. As we have particular the Export PST file, one can check the status of the search with all the details regarding the search result. To do that, click on More menu and select the Export results choice.
  3. From the Export results wizard, select the radio button according to the condition. Make assured that you do not check the Allow deduplication option unless there is a necessity to search results which are mandatory to be exported to a single PST file
  4. After the compulsory settings are done, click on the Export button at the bottom of the window. To start the exporting process. Next Close this.

  XX.     To check the export evolution, go back to the searches, and then click on the Export tab.

  1. Previously the export procedure gets finished, a user can click the Download results button which will initiate downloading the results.
  2. Check to copy the Export key which is compulsory in the Click Once/eDiscovery application to export Office 365 Mailboxes to PST
  3. Before, paste the copied export key under the Paste field and choice the wanted folder to save the PST file
  4. Finally, click on the Start button to begin the export process which will export Office 365 Mailbox to PST file format.

It was the manual method to Export Office 365 email to Outlook PST. In the manual method, the user has to do the steps properly, because a little mistake and all your Office 365 mailboxes data will become unapproachable. Further, the manual method is inefficient, and users must sound technical.

Due to the manual method’s necessities and risk of data loss, users have a preference for the specialized Office 365 Backup and Restore Tool.


Shoviv Office 365 Backup and Restore Software for the Export process.

Shoviv Office 365 Backup and Restore software built by Shoviv is a multi-functioning utility as it lets users take backup and restore Office 365 mailbox. This software backup Office 365 mailboxes to PST file format and simplifies to restore mailboxes to Office 365.

This software has various user-centric features:

a. The software retains a convenient and manageable GUI, which creates this software easy to access. This software can use by everybody (Non-technical and beginners).

b.  This multi-function utility permits users to schedule the backup task daily, weekly, and monthly. Using this feature, one can be assured of a suitable backup.

c.  To make the backup and repair process relaxed, Shoviv Office 365 Backup and Restore Tool comes with the option to filter based on Date range, Message class, and Folder filter.



Using the manual method for this task is the same as a walk on protective covering. To Export the Office 365 email in a hassle-free manner, the user should use third party tool Shoviv Office 365 Backup and Restore Software. This software is easy to perform and has no limitations on mailbox size and adding numbers of mailboxes.

To check the software’s skills and abilities, it comes with a free demo version. The free version will Export the first 50 emails per folder.

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