Secure Way to Export Office 365 Mailbox to PST for Enterprises

As Office 365 mailboxes grow over time, users often need to optimize cloud storage usage to manage their mailbox size. The best solution to reduce the storage is to export Office 365 mailbox to PST format. Read this technical blog to understand the step-by-step export process, both manually and automatically. A dedicated tool, the MacProTools Office 365 Backup Tool, will also be introduced. It quickly exports mailbox data to PST without any data loss. Let’s start by first understanding the need for this export process.

Reasons to Export O365 Mailbox to PST 

Organizations export Office 365 email data to PST to save an offline backup, reducing the space in the cloud. This export process is considered for various other reasons, such as:

• Users archive the mailbox data to the PST format to create a secure offline backup.
• Before deactivating the departed employee’s account, administrators export email data to PST format to preserve it.
• With the PST file, users can view the emails without an internet connection. This becomes helpful when travelling to a low-connectivity zone.
• Sometimes, to align with the corporate policy, they export the O365 mailbox data to the PST format.
• Also, moving the older Office 365 emails to a PST file format helps minimize the cloud storage space.

Multiple Ways to Export Office 365 Mailbox to PST

Below, we have described ways to export an Office 365 mailbox to PST format. We will discuss a free and direct solution using a specialized tool. 

Manually Export Mailbox to PST Via eDiscovery 

The eDiscovery method, i.e, Microsoft Purview, is provided by Microsoft that exports the mailbox to a PST file format. 

Let’s look at the steps to begin the export process:

1. First, sign in to the Microsoft Purview Portal with the admin account.
2. Now, from the Admin Centers portal, click on the Security & Compliance option. 
3. Then, choose Permissions and tick the eDiscovery Manager checkbox. 
4. If required to edit the Role group, click on the Edit role group icon.
5. After that, go to More Resources and open the Microsoft Purview Compliance Portal. 
6. Navigate to Content Search > New Search and follow the on-screen instructions. Click Submit > Done. 
7. After the search is completed, click on Actions > Export Results > Export.
8. Next, click the Export tab and tap Download Results at your preferred location. 

Drawbacks: This approach requires administrative privileges. Also, the entire process will become time-consuming while handling large Office 365 mailboxes. Additionally, users need to have a technical understanding of the eDiscovery tool. 

The Secured Way to Export Office 365 Mailbox to PST File Format

The Office 365 Backup Tool is a safe and secure solution to export the Office 365 mailbox to a PST format. It is especially designed to backup the Office 365 mailbox to PST and other file formats like export Office 365 to CSV, PDF, MBOX, etc. Besides this, it supports migration to various email platforms without compromising data accuracy. Also, throughout the conversion process, it assures to maintain the original folder hierarchy. Some of its powerful features include bulk backup and intelligent filtering. 

Simple steps to backup Office 365 mailbox to PST:

1. Download and install the application on your system.
2. Now, launch the tool and press on Backup > Continue. Sign in with your Office 365 account.
3. After that, browse through the folder tree, select the required folders, and click Next.
4. Next, pick PST from the available File Formats list.
5. Apply the smart filters and select the preferred destination to save the file.
6. At the end, click on Convert to start the export process.

Conclusion

The Office 365 mailbox to PST export process is important for long-term archiving and offline email access. The manual method discussed above works well for exporting a few Office 365 emails to PST format. In contrast, a dedicated tool, the Office 365 Backup Tool, is used to accurately export Office 365 mailbox to PST. Additionally, the tool ensures 100% data integrity and reliability while maintaining the original folder structure.

Frequently Asked Questions

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