The post deals with the methods to export Office 365 mailbox to PST. This is done with the help of eDiscovery method as a workaround. This is an inbuilt utility in the Office 365. Unlike, Import/Export tool in Outlook, Microsoft does not provide any specific tool to transfer the data from Office 365 to any other platform or add any security in Office 365 data. Hence, need to use eDiscovery emerges to archive Office 365 mailboxes to PST.
One point to be noted down is eDiscovery is compatible with all the plans of Exchange online and some specific plans for Office 365. Also, this solution holds good for Exchange 2016 and 2013.
The system requirements for this tool to work properly are:
Windows operating system version 7 and other latest versions
The 32 or 64-bit operating system
Internet Explorer version 10 and other later versions or other browsers like Mozilla Firefox or Google Chrome with the click-once add-in is installed on the local system.
Step 3: In the Security and Compliance Center, Switch to the Permissions Tab and Make Changes to the eDiscovery Manager Role by Clicking on the Edit Icon.
This step and the next step are important because you will be added as the member of the eDiscovery manager role group and this is required if you need to utilize eDiscovery option
Step 4: A New Window of eDiscovery Manager Will Open Up on the Screen. With the Help of Plus "+" Button, Add Your Account to the eDiscovery Administrator List and Click on Save
The following roles are assigned to the manager role group: Case management, Compliance search, Review, preview, export, hold, and RMS Decrypt. There are chances that export role will be missing from the list. In that case, you have to add it using plus button
Step 5: Navigate to the Search and Investigation Button. Select the Plus Option to Open a New Content Search Wizard. In That Box, You Are Needed to Type the Name and Press the Next Button
Note: If you are missing the option of "+" button, it is due to the permissions to be set in the previous page. Sometimes, it can take up to 24 hours to apply changes made in eDiscovery permissions.
If you want to export all the data, choose the option search everywhere and then select the option Exchange
Select particular mailboxes with the help of the option custom location selection followed by selecting plus button.
Step 9: The Next Step Provides Many Filtering Options if You Want to Migrate Selective Office 365 Mailbox to PST.
Keywords or Phrases
Different fields like From, To, Cc, Bcc
Step 12: From the Dialogue Box That Prompts on the Screen, You Can Select if You Want to Include Encrypted Files. You Can Also Select How to Export the Content. The Most Convenient Option Is – Each Mailbox Has a Separate PST File. When You Are Done with Selecting the Options, Click on the Start Export on the Bottom.
Step 15: ClickOnce Application Is Known as eDiscovery PST Export Tool. Here, Paste the Key Copied in the Previous Step and Select the Destination Location Where You Have to Save the Resultant PST Files.
Note: Make sure you have not selected Enable de-duplication if you want to save the Office 365 mailboxes as PST.
An alternative to the workaround solution is to go with the automated method. This can be done with the help of the third-party tool like Office 365 backup. According to the experts, it is the master solution to export Office 365 mailbox to PST. The tool is so effective and efficient and it yields the result in a very short span of time. Moreover, the utility is able to perform batch conversion of the Office 365 mailboxes to PST.
The Office 365 mailboxes need to be backed up or stored in the PST file format. This can be done with the help of the manual workaround of eDiscovery tool. But, the limitation of this method is the process is very lengthy and time-consuming. Hence, the alternative to this method also exists. Users can go with the third-party tool like Office 365 backup tool. The user interface of the software is so easy that even a novice user can use it without any problem. This is the best and commercial solution to export Office 365 mailbox to PST.