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Export Office 365 Mailbox to PST With or Without Outlook Step by Step

author
Published By Deepa Pandey
Ashwani Tiwari
Approved By Ashwani Tiwari
Published On December 26th, 2023
Reading Time 6 Minutes Reading
Category Office 365

Office 365 rapidly expands its roots in the business organization through its different levels of plans for each type of requirement whether it is large business users or small ones. There are plans available for any type of requirement.

There is also the flexibility to choose or modify the existed plans as per requirement means to pay only for what you use. The government agencies also shifting from the traditional environment to the cloud for maximum availability of data from anywhere across the globe.

Export Office 365 Mailbox to PST

The concern of writing this post is not to describe the benefits of the Office 365 mailbox but to be aware of the Office 365 user from possible threats and outrages. Why it is important to perform this operation?

It also explains the manual solution to export Office 365 shared mailbox to PST using Outlook.

In this Article:

Why You Should Export Office 365 Shared Mailbox to PST?

There is no doubt that Microsoft ensures the 99.9% uptime and security of Office 365 data. But we cannot neglect the recent security breaches in cloud computing via cloud ransomware and other injected techniques.

Apart from this, there are several other reasons as well, some of them are mentioned below:

  • It will ensure the availability of mailbox data to maintain business continuity during the breakdown or other interruptions.
  • For forensic analysis of selective mailbox data.
  • It will be helpful in compliance and regulatory needs.
  • For archiving the mailbox data to create space for more storage. There is a limitation of storage capacity associated with Office 365 plans unless you opt for enterprise-level plans.

The above mentioned points are some of the reasons which must be considered seriously. If neglected, it can definitely make an impact on business continuity and productivity as well.

Top 4 Methods to Export Office 365 Mailbox to PST

Technically, there are four different methods are available to extract Office 365 Mailbox to PST file format.

  1. Powershell commands to perform this operation.
  2. Export Office 365 Mailbox data to PST using eDiscovery
  3. Transfer Office 365 Mailbox to PST using Outlook Manually
  4. Export Mailbox from Office 365 to PST Using software

But in this post, we will only discuss the mechanism to export the Office mailbox to PST using Outlook.

Export Mailbox from O365 to PST Using Outlook Manually

With the help of Outlook, the user can easily export mailbox and public folder content to PST on a Windows desktop. The primary requirement of this procedure is that Office 365 account must be configured on your desktop Outlook email client application.

Make sure that this user has sufficient privilege on all the other mailboxes which you want to export.

To know about how to set permissions in Office 365.

After configuring the permissions for other mailboxes, there can be a little delay to appear in your Outlook (the time taken will depend on the size of the mailbox).

Once the mailboxes data get synced with your account then the remaining process using Outlook is very simple.

Steps for Exporting Office 365 Mailbox to PST Using Outlook

  1. Start the Outlook application on your Windows operating system.
  2. Click on File and then go to Open & Export Wizard.
  3. Then, in the Open & Export wizard go to Import/Export.
  4. In import/export, select export to a file option from the other available option.
  5. Next, select the Outlook data file (.pst) when it asks you to choose the file format.
  6. Then select the mailboxes and the public folder content you want to export from Office 365.
  7. Provide the destination location to save the exported files.
  8. Now the mailbox exportation started. This will take some time depending on the data and internet speed.

Also Read: Export Mac Outlook 2016 Mailbox to PST

Limitations of Manual Approach

  1. You cannot select all the mailboxes at a time to export.
  2. There is no option to selectively import the data.
  3. The selection of multiple folders is not allowed with the manual solution.

Export Mailbox from O365 to PST Using Trustworthy Software

So far we have discussed the manual solution for our operation using MS Outlook 2019, 2016, 2013, and 2010, and its efficiency in the subsequent topics. From that discussion, it is clear that the traditional approach works fine for the home or the single user.

But for large organizations, this method is not fit and suitable. So, it is better to try and deploy professional solutions such as Download Office 365 Export tool.

Download Now Buy Now

It will provide an enormous number of feature that facilitates you to extract Office 365 mailboxes to Outlook PST.

Some of the Advanced Features of The Tool

  • Easily Export Office 365 shared Mailbox to PST format.
  • Export MS Office 365 mailboxes in multiple file formats such as EML, MSG & PST.
  • Support bulk export of Office mailbox data of multiple accounts via admin login.
  • Extract Office 365 mailbox items such as emails, contacts, calendars, and tasks.
  • Provides flexibility to export archives or in-place mailboxes to PST.
  • Facilitates selectively saving the Office 365 data.

Steps to Export O365 Mailbox to PST

Follow the steps listed below to export Office 365 Mailbox emails, contacts, calendars, attachments, notes, etc., to Outlook PST format.

Step1: – Firstly, Download and Install the Software on your system. Then, provide Office 365 Account credentials and Sign In.

export mailbox to pst

Step2: – After that, the software will list all folders associated with that account. Here you can select the required folders and click on the Next button.

office 365 backup mailbox to pst

Step3: – Now select the Email format in which you want exported data. The software provides three options PST, EML, and MSG. Also, you can apply the PST Split feature and Select Categories. Finally,  browse, the location to save exported files and click on the Start button.

export shared mailbox to pst office 365

Conclusion

In this blog, we have discussed the solution to export the Office 365 mailbox to PST using Outlook. The manual solution works fine for the user like a home or the student. But for large business organizations and naive users, it is not fit and easy. So, we also discussed the professional approach to exporting Office 365 shared mailbox to PST file. It depends on your requirement on which method is feasible and technically acceptable.