Short-Summary: This writeup deals with the user query i.e. “how to export Office 365 mailbox to PST?” If you have reached this post then you must be having the same query with yourself. Go through the complete procedure and you will get the productive solution!
As you all know that Outlook is part of Office 365 which is dedicatedly used for exchanging crucial emails. Also, Office 365 is an effective cloud-based software as a service product of the tech giant Microsoft.
Since Microsoft offers some security features, users neglect to think about the possibilities of data loss. One of the important examples is, if you thoroughly read the service agreement of Microsoft, it states that it will not take any responsibility for data loss due to outage and disruption.
Hence, the only choice left to safeguard your valuable information is to take a backup of your mailbox. However, many users have a common query i.e. how to export Office 365 mailbox to PST?
Well, the answer to the above query is simple. You can save your emails using the native method offered by Microsoft itself. Or, if you are interested in a hassle-free approach then you can use the automated method.
Let’s first understand the native method.
Method-1: Manual Method using Export/Import Wizard by Microsoft
In this procedure, you can export your mailbox in PST format. If you have fewer numbers of mailboxes then this method will work just fine.
However, if you wish to export larger files(suppose the size of the file is about 40GB). Then let me tell you this method will definitely try your patience. But, do not worry another method is there to save your effort and time.
Let’s look into the steps to export Office 365 mailbox to PST!
[Note: You need to configure your Office 365 account before going through the process. So, make sure you have already done the same]
Steps to Archive Office 365 Mailbox to PST – Manually
Step 1. Open Microsoft Outlook and at the top left corner of your Outlook ribbon, you will find ‘File’. Click on the same.
Step 2. Next, select the ‘Open & Export’. Then, select the ‘Import/Export’ as shown below.
Step 3. After that, choose the action ‘Export to file’
Step 4. Click on the ‘Next’ button.
Step 5. In the next panel, select the ‘Outlook Data file(.pst)’.
Step 6. Then press the ‘Next’ button to export Office 365 mailbox to PST.
Step 7. Now, select the mailbox folder you want to export.
Step 8. Further, mark the ‘Include sub folders’ checkbox to backup the entire mailbox. Else, select the folders you wish to export from the list.
Step 9. After that hit the ‘Next’ button.
Step 10. For saving the exported file, select ‘Browse’ to choose where to save the Outlook (.pst) file. Also, under ‘Options’ select the radio button as per your need.
Step 11. Finally, click on the ‘Finish’ button to export Office 365 mailbox to PST.
[Optional: If you wish to protect your PST files with a password then you can enter the same else you can just ignore it and click on ‘OK’]Once you follow the above procedure, Outlook will begin the exporting process immediately. And, you will find the resultant file in PST format at the desired location.
Moreover, how fast your files will be saved using this method completely depend on the file size. It may take hours in fact days if you have a huge number of mailboxes.
Now, if you are wondering is there any other method available then have a look at the next approach.
Also Read: Best Open-Source Tools for DevOps in 2022
Method-2: Automated Method Recommended by Experts to Download PST from Office 365 Admin
The one-stop solution for exporting Office 365 mailboxes to PST is to take backup using the Tried and Tested SysTools Office 365 Backup Tool.
With the help of this software, you will experience an uninterrupted backup process. How? Well, it has the Pause and Resume option. Even if you have an unstable internet connection, that will not hamper you from carrying out the process.
Also, you do not have to worry about any data loss during the procedure. As it maintains data integrity throughout the backup process.
Software Steps with Screenshots to Export Office 365 Mailbox to PST
Now, just follow the below steps to accomplish a hassle-free backup.
Step 1. Open the software and go to the ‘Set up’ section. Then, select ‘Office 365’ as the source and ‘Outlook’ as the destination.
Step 2. Now, under the ‘Workload Selection’, mark the ‘Email’, ‘Contact’, ‘Calendar’, etc.
Step 3. If you wish to perform a selective backup. Then you can carry out the same by using the ‘Date-range Filter’ as shown below to export Office 365 mailbox to PST.
Step 4. After that, go to the ‘Source’ tab. And fill the ‘Admin Email’, along with that enter the ‘Application ID’ created at the time of project creation.
Step 5. Then validate the source user permission and click on ‘Next’
Step 6. Next, select the ‘Backup folder path’ on the ‘Destination’ tab
Step 7. Then again validate and click on the ‘Next’ button to download PST from Office 365 admin to archive Office 365 mailbox to PST.
Step 8. Next, click on ‘fetch users’ and select a list of users.
Step 9. Lastly, validate and click on ‘Start Backup’ to start the process.
Wrapping it Together
Since Office 365 is a cloud-based platform, you will never be certain about who is accessing it and when. And it puts your crucial emails at risk. Also, there is no need to give emphasis on how losing your data can cause serious damage.
Cause you must have known it. Just make an extra effort and save all your important data by taking the backup. What could be a better option than the experts’ recommendation to export Office 365 mailbox to PST!
You will find it helpful – If you are looking for a reliable & quick way to migrate MS Teams data to another account. Then it is suggested to use the widely Trusted & Secure Microsoft Teams Migration Tool. It has a variety of rich features and it makes the whole process as smooth as possible.
