export Exchange Online to PST

How to Access Your Exchange Online Data Offline with PST?

Are you looking to access your Exchange Online data in the PST file? Do you want to know how to export Exchange Online to PST file format? You won’t need to worry; this professional blog will help users understand the reasons and solutions to move Exchange Online data to Outlook data files. Before explaining the solutions, let’s discuss a little about Microsoft Exchange Online (Office 365).

Exchange Online or Office 365 is a productivity suite that comes with numerous facilities, such as collaboration tools and cloud storage. It stores crucial information about the organizations’ colleagues and partners. Therefore, organizations seek a reliable solution to export Microsoft 365 data to PST file format. There are several reasons for having a copy of your Exchange data in a local drive; let’s explore them.

Why is exporting the Exchange Online mailbox to PST make sense?

Users export Exchange online to PST file format for various reasons, which can be different for each user. However, we will cover the best solutions for all users so they can perform this task quickly without wasting a single second.

  • The most common reason why users want to export Exchange mailbox to PST file format is backup.
  • Users can remove unnecessary data from the mailbox to free up some storage once they have Exchange Online data locally in the PST file.
  • Also, users can save their Exchange data from unexpected threats after having a backup in the Outlook PST.
  • The PST file data is easy to port and access, which is also one of the reasons behind moving the Exchange mailbox to PST.

That is why it is necessary for users to export Exchange Online to PST file format to get such advantages. Now, we will learn the simple tricks to transfer Office 365 mailboxes to PST file format.

Three manual ways to move Microsoft 365 to Outlook PST format

In today’s blog, we have explained three manual methods to export Exchange Online mailboxes to PST files. The solutions include Microsoft’s eDiscovery tool, Power Shell commands, and Outlook email client. Here, we will uncover the stepwise working procedure of every method one by one.

  1. Export Exchange Online data to PST using eDiscovery Search

The eDiscovery Export Tool is offered by Microsoft, and it is the primary choice for users to export Office 365 data. Users require secure planning when using this in-built solution to move Exchange Online to PST format. Moreover, there are a few requirements that you need to fulfill before starting the migration process.

Pre-migration requirements to use Microsoft eDiscovery tool

  • Make sure you are able to access Discovery Management Group.
  • You have permission assigned by Admin to export Exchange Online to PST file format.
  • Moreover, your system should have Microsoft .NET Framework 4.5 or upper version.
  • Use the eDiscovery Tool in the Windows 7 and above versions.
  • Internet Explorer’s latest version is necessary to be installed on your device.

Once you meet these common requirements to use the eDiscovery PST Export Tool, you can easily follow the below steps to export Microsoft 365 to PST format. Let us learn detailed steps to use the eDiscovery solution.

Follow the steps to export PST from Exchange Online data

Users must follow each instruction effectively to save Exchange Online data in PST format. Please try each step after completely understanding it; otherwise, it might affect users’ data in various ways, like permanently disappearing data, corrupting database files, etc.

  • Open the Browser (Internet Explorer recommended) and go to the Microsoft 365 login page.
  • Then, you have to go to the Admin Center and press on it.
export Exchange Online to PST
  • Click the Permissions tab on the Microsoft Purview page and check the eDiscovery Manager checkbox.
export Microsoft 365 to PST
  • After that, click the Edit button next to the eDiscovery Administrator option.
 Export PST form Exchange online
  • Now, look for the Choose eDiscovery Administrator and click on it. Then, tap the Save button.
  • Navigate back to the Home page, More Resources, and click the Content Search option.
  • Then, tap the New Search button, give a name and description to your new search, and continue with the Next button.
Exchange mailbox to PST
  • Select the mailbox you want to export and apply conditions per your preference.
  • Now, check your search settings and hit the Submit button.
Search items
  • In the search list, find your search, tap the Action, and choose the Export results option.
Add Actions
  • Choose the option in Output and Export Exchange content as sections. Then, click the Export button.
  • Find the Download results option, tap on it, and scroll down the page to copy the Export key.
Download Results
  • Thereafter, paste the copied key in the eDiscovery Export PST Tool and browse the location where you want to store the resultant PST file.
  • Click the Start button to export Exchange Online to PST file format.
Start download by clicking to start button
  1. Power Shell Commands to export Exchange mailboxes to PST

Users can use Microsoft Power Shell scripts to export Exchange Online to PST file format. The steps to use Power Shell commands are as follows.

  • Open the Microsoft Power Shell or simply press the Windows + R keys, type Power Shell, and hit Enter.
  • Now, install the Exchange Online Management Module by running the below command.
Install-Module ExchangeOnlineManagement -Force Install-Module ExchangeOnlineManagement -Force 

Note: You need administrator permission to install the Exchange Online Module.

  • Then, connect to the Exchange Online. First, use the below script to import essential modules.
Import-Module ExchangeOnlineManagement Import-Module Microsoft.Online
  • Now, use your Microsoft 365 account details to connect with Exchange Online.
Connect-ExchangeOnline -UserPrincipalName <your_upn>@<your_domain.com>
  • After that, begin the export by following the script below.

$mailbox = “<mailbox_email@example.com>”

$exportUrl = “https://outlook.office365.com/api/v2.0/users/$mailbox/mailFolders/inbox/export”

$body = @{

“PersonalMode” = “All” # Adjust as needed

}

$exportResponse = Invoke-RestMethod -Uri $exportUrl -Method Post -Body (ConvertTo-Json $body) -ContentType “application/json”

  • After that, if you want to monitor the export status, type the below command and hit the Enter button.
$statusUrl = $exportResponse.Location$exportStatus = Invoke-RestMethod -Uri $statusUrl -Method Get
  • Finally, run the below script to export Exchange Online to PST file format.
$downloadUrl = $exportStatus.downloadUrl Invoke-RestMethod -Uri $downloadUrl -Method Get -OutFile "C:\path\to\Recovered.pst" -ContentType "application/octet-stream"

These Power Shell commands can help users access their Exchange Online data in PST file format. Users can also use Microsoft Outlook to export Microsoft 365 to PST file format, which we will discuss in the upcoming section.

  1. Using the Microsoft Outlook email client

Users can also use Microsoft Outlook to export Exchange Online to PST file format. Before using this method, we suggest users configure their Office 365 or Exchange Online account in Outlook. Then, follow the steps to migrate Microsoft 365 to Outlook PST format, which are as follows:

  • Open Microsoft Outlook in your system and click on the File tab.
  • Move to Open & Export and tap the Import/Export option.
  • After that, hit the Export to a file option and click Next.
  • Now, select a single account to export, as it only allows a single account at once. Click the Include Subfolders checkbox and hit the Next button.
  • Tap the Browse button and choose where you want to save the resultant PST file. Then, give a name to the file and click the OK button.
  • Press the Finish button to export the Exchange mailbox to Outlook PST format.

These manual ways can help users to export Exchange Online to PST file format. However, before you implement these solutions, we urge users to read their limitations. The manual solutions have some common limitations that might make the process challenging for the organizations. The drawbacks include being time-consuming, exporting limited and current cache data, and many more. However, professional solutions, like Weeom Solutions, can make this process seamless.

A simple solution to export Exchange Online to PST file format

Users need an effective and easy-to-use solution to export PST from Exchange Online data quickly. For that, Weeom Solutions has come up with a powerful tool named Weeom Exchange Recovery Manager. This software can easily process numerous mailboxes from Exchange Online to PST, MSG, EML, HTML, and many more. Moreover, users can also migrate their Exchange On-premises mailboxes as well using this professional solution. It also scans and recovers corrupted Exchange data files and maintains the folder’s hierarchy.

This tool supports all editions of the Exchange Server, like Exchange 2013, 2016, 2019, or Exchange Online. It allows users to export or migrate their multiple mailboxes at once with no size restrictions. This tool doesn’t ask for technical knowledge, so users can easily export Exchange Online to PST format. Users can easily accomplish this task by following a few simple steps; let us know them.

Steps to export Microsoft 365 (Exchange online) to PST

  • Install and open the Weeom Exchange Recovery Manager Tool.
  • Add Source (Exchange Online) by providing your Office 365 account details, such as password, email address, etc.
  • Look for the Outlook PST option in the Ribbon bar and select it.
  • Then, choose Subfolders you want to process and click Next.
  • Locate the existing PST file location or a new location to save the resultant PST file.
  • Filter items and make necessary modifications. Then, tap the Next.
  • The tool will begin exporting Microsoft 365 to PST file format.

That is how users can simply export PST from Exchange online data with the help of this reliable solution. This tool has more advanced level features, which users can check via using its free trial version.

Wrapping Up

We share some common reasons and solutions for moving Exchange Online data to Outlook PST file. Users can export Exchange Online to PST file format using manual methods, but not in a smooth way. Moreover, the limitations of the manual method can cause various challenges while exporting Microsoft 365 to PST format. Therefore, we recommend users use the Weeom Exchange Recovery Manager Tool. Its free demo version is also available, and users can try and process the first 50 items from each folder freely. Moreover, users can also contact our support team 24 / 7 for their tasks or software-related queries.

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