How To Export Office 365 Emails To PST In Bulk

To manage Office 365 email data becomes more convenient for users when they have a local copy stored on the system. However, export Office 365 emails to PST is the solution for users who want to keep important data safe for long-term use. As Office 365 stores data in the cloud, many users prefer saving mailbox data in PST format for offline access and better data control. This blog helps businesses and individuals protect emails, reduce dependency on the internet, and maintain email data efficiently.

Why Export Office 365 Emails to PST?

There are many reasons to export Office 365 mailbox emails to PST, such as:

• PST creates a local backup for disaster recovery.
• In addition, migrating Office 365 emails to another profile becomes easy.
• Moreover, PST files reduce the dependency on cloud storage.
• The PST files are reliable for legal data sharing.
• Furthermore, PST files can be accessed offline because they are local data files.

PST files are widely supported by all Microsoft Outlook versions, making them reliable for future purposes.

Easy Solution to Export Emails from Office 365 to PST

There are three ways by which you can export email from Office 365 to PST.

1. Using Microsoft eDiscovery,
2. Using Outlook Import/Export,
3. Using a Professional Tool

Method 01: Use Microsoft eDiscovery to Export Office 365 Emails in Bulk to PST

This method is mainly designed for administrators and is suitable for bulk exportation.

Prerequisites Before Proceeding With Method

Before starting, make sure you have configured the pointers:

• Office 365 admin or eDiscovery permissions
• Access to the Microsoft Purview compliance portal
• Stable internet connection
• Microsoft eDiscovery Export Tool (automatically prompted during export)

Step 01: Sign in and Create a New eDiscovery case in Microsoft Purview

1. To initiate the process, log in to your Microsoft 365 Admin Center.
2. Then, open the Microsoft Purview compliance portal.
3. Now, go to Solutions >> eDiscovery (Standard).
4. Further, click on Create a case, and enter a case name and description.
5. After that, open the created case to proceed.

Step 02: Create a Content Search & Export Search Results

1. Next, go to Searches and click on the New search.
2. Further, select Exchange email as the content location.
3. Then, choose all mailboxes or specific users for bulk export.
4. Moreover, apply filters if needed, run the search, and wait for results.
5. Then, after completing the search, click on the export results.
6. Now, select the output options and click on Start the export process.

Step 03: Download the PST Files

1. Once the export is ready, copy the export key.
2. After that, install and run the eDiscovery Export Tool.
3. Now, paste the export key and choose a local download location.
4. Lastly, this tool downloads emails and saves them in PST format.

Demerits of Using this Method

• This method requires admin rights.
• Moreover, the process is lengthy and technical
• It is not suitable for non-technical users.
• Users have limited control over selective mailbox export.
• This process is slower when exporting large or multiple mailboxes.

Method 02: Use the Outlook Import/Export Feature for Exportation

Basically, this method works by syncing your Office 365 account with Microsoft Outlook and then exporting your Office 365 data to a PST file. Now, follow the steps to export Office 365 emails to PST:

Step 01: Add Office 365 Account to Outlook

1. For this, first open Microsoft Outlook on your system.
2. Then, go to the File option >> click on the Add Account.
3. After that, enter your Office 365 email address and password and proceed further.
4. Now, complete the sign-in process and wait for the mailbox to complete the sync-in process.

Step 02: Open Import/Export Wizard & Choose the Export Option

1. After that, in Outlook, click on the File tab and then select the Open & Export option.
2. Next, click on Import/Export and then select Export to a file, and click Next.
3. Further, choose Outlook Data File (.pst) and click Next to continue.

Step 03: Select Mailbox Data & select a PST File Location

1. Choose the Office 365 mailbox or specific folders.
2. In addition, enable ‘Include the subfolder‘ and click ‘Next’.
3. Moreover, click on Browse and select a location on your computer.
4. Finally, choose how Outlook should handle duplicate emails, and click on Finish.

Limitations of Using the Import/Export Method

• It is compulsory to have Outlook installed.
• The speed depends on the mailbox size and sync status.
• There is a risk of missing emails, and it is not suitable for bulk mailboxes.

This method is suitable for single mailboxes and does not support bulk export.

Method 03: Professional Way to Export Office 365 Mailbox Emails to PST

The Email Backup Wizard Software is suitable for users who manage bulk data to export Office 365 emails to PST. This software has embedded features to securely export users’ data. Its filter panel allows users to skip duplicate files to prevent repetitive emails in the folder. Also, you can split the large PST files into smaller PSTs. For more benefits of this software, move forward:

Benefits of Using this Tool

• This software is verifiable for bulk export of Office 365 mailboxes.
• Also, it supports selective data backup using date filters and folder filters.
• Users don’t need to configure Microsoft Office 365 to use this software.
• Moreover, it directly saves PST files on your local system.
• Apart from that, it maintains the folder structure and
• Furthermore, this software is fast and user-friendly.

Steps to Save Office 365 Mailbox to PST

1. First, download and install the Email Backup Wizard Software.
2. Then, select Office 365 and enter login credentials, such as Email & App Password.
3. After that, it fetched all the mailbox data for preview, and click Next to continue.
4. Now, from the drop-down menu, select PST as a file format.
5. Apply filters and select the path to save the resultant file, and hit Next.
6. At last, click on the Download button to start the process.

Conclusion

To sum up, we have discussed the reasons to export Office 365 to PST in bulk. It helps to create a local backup, and users can migrate their data to other email platforms easily. In this blog, we have covered three main methods by which you can export your data.

It’s up to you to choose any method; the main aim of this guide is to provide you with a complete description of each method. For users who have a small number of files, they can opt for the Microsoft eDiscovery or Outlook Import/Export methods.

Users who manage multiple files, such as large organisations, can opt for the professional tool to export Office 365 emails to PST. A dedicated tool that provides a secure migration of users’ data and maintains folder hierarchy.

Frequently Asked Questions

Q-1: Is it possible to save an Office 365 mailbox to PST locally?
Ans. Yes, you can save an Office 365 mailbox to PST on your local system using a professional tool like Email Backup Wizard.

Q-2: Does Microsoft provide a built-in way to export Office 365 emails to PST?
Ans. Yes, Microsoft offers an eDiscovery method, but it is complex and admin-dependent. Third-party tools provide a simpler alternative.

Q-3: How long does it take to export emails from Office 365 to PST?
Ans. The time depends on mailbox size and internet speed. Bulk exports may take longer, but professional tools optimise the process.

Q-4: Do I need admin rights to export Office 365 emails to PST?
Ans. Admin rights are not required for exporting your own mailbox. Admin access is only needed when exporting multiple user mailboxes.