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An easy way to Export Exchange 2016 mailbox to PST

Published On - October 18, 2022 by Nasir Khan |

Reading Time: 5 minutes

Exchange Server has dominated the email niche for over a decade now, but since the release of Microsoft, another well-think product, Outlook, people have wanted to export Exchange 2016 mailbox to PST file. So, in this write-up, I’ll cover the maximum outlines you need to know before moving your mailbox from the Exchange server 2016 to PST file format. So, let’s start with the reasons…

Why user export Exchange 2016 mailbox to PST format?

First, let me clarify what PST is; PST stands for personal storage file and is used by Outlook to store and import data from a mailbox. Nowadays, Outlook tops the email clients lists, and almost every second business organization (whether a tycoon or a start-up) uses Outlook to collaborate with clients. So meeting the market standard and staying up to date is the first reason to export Exchange 2016 mailbox to PST.

Related blog: Manual Methods to Export Exchange Archive Mailbox to PST

The second and primary reason for the export is Exchange 2016’s End of life date. Every Exchange versions hold a life period of 10 years. For example, Exchange 2012 was released the same day as today, 10 years ago, October 10, 2012, and its end of life will be the same day in the next year, October 20 2023. And Exchange 2016’s end of life is planned for October 14 2025.

Last but not least, Outlook is also compatible with mobile phones and iOS, so one can easily access professional emails anywhere and anytime. This anytime-and-anywhere feature is the most important feature in this digital and after-pandemic world.

Now let’s dive into the needed resources for Exchange 2016 mailbox to PST file export.

Export Exchange 2016 mailbox to PST file by Manual method

There are mainly three ways available that you can use to move your Exchange mailbox to PST format and access your data in Outlook. Below I’ve described all four ways and their limitations and features.

Export Exchange Mailbox to PST Utilizing Exchange Admin Centre

Emails from Exchange can be exported to a personal filing system (PST) using the Exchange Administration Panel.

Certain prerequisites and permissions must be obtained in advance:

  • Establishing the correct permissions for the shared folder
  • Possessing the proper Exchange Server permissions

Establishing Appropriate Access Controls

Make a new folder on the shared network for the PST export.

The contents of the mailbox PST file must be saved at a specific location. To begin, we will make a folder and set its rights properly.

  • Make a new folder on your C: disc and name it PST. Select properties from the menu that appears when you right-click the PST folder.
  • For more advanced sharing options, go to the Sharing menu and then choose Advanced Sharing….
  • Enable Distribute the contents of this folder. Select Permissions.
  • Create a new group and grant Change/Read access to the Exchange Trusted Subsystem.
  • You need to grant Full Control rights to the SYSTEM account. When you’re ready, select OK.

Since the PST files are now stored in a network share, the Exchange mailbox can be exported to PST.

Appropriate Exchange permission settings

The Exchange Admin Center (EAC) or PowerShell can be used for this purpose.

Using EAC, you can do so by following these steps:

  • Initiate the Exchange Management Console (EAC).
  • Permissions and Admin Roles can be accessed once logged in.
  • To make a new designation, use the plus sign (+).
  • Add the users you’d like to have import/export permissions and assign the Import/Export role to the new role.

Using the New-ManagementRoleAssignment cmdlet, the following permissions can be specified in the Exchange Management Shell (EMS).

The command is:

New-ManagementRoleAssignment –Role “Mailbox Import Export” –User “<Username>”

Using the Exchange Administrative Center, export (EAC)

Simply follow these instructions to export your mailbox from Exchange Server to a PST file using the EAC:

  • Access the EAC interface’s Recipients and Mailboxes section by selecting the appropriate tab.
  • Select the mailbox you want to export, then go to File> More Options.
  • To create a PST file: • Select the Export option.

Simply follow these instructions to export your mailbox from Exchange Server to a PST file using the EAC:

  • In the following window, choose the mailbox and the archived information (if you want to export it).
  • You must first decide where you want the File exported to.
  • Type in the email address of the person you want notified when the export is finished.

Export Exchange 2016 to PST with PowerShell

PowerShell’s New-MailboxExportRequest cmdlet is what you’ll need to export to PST in the EMS.

The PST can be exported to the shared folder with the following command:

  • New-MailboxExportRequest -mailbox user1 -filepath “\\Server\OutlookPST_Export\UserExport1.pst”

To begin the mailbox export, run the above command. The Get-MailboxExportRequest PowerShell cmdlet can be used to monitor the export process. The export’s progress will be indicated as either In Progress, Failed, or Completed.

Exclude/include specific folder

Use the -IncludeFolders argument to specify which folders to include (as given below). Separate multiple directories with commas.

  • New-MailboxExportRequest -Mailbox ‘user-a ‘ -Filepath “\\Exchange\OutlookPST_Export\User-a.pst ” -IncludeFolders “#inbox# “, “#dradt# “

The -ExcludeFolders option allows you to specify which folders should be left out (see the example below).

  • New-MailboxExportRequest -Mailbox ‘user-a ‘ -Filepath “\\Exchange\OutlookPST_Export\User-a.pst ” -ExcludeFolders “#Spam# “, “#Outbox# “

Date-based Filtering Options

Specifying a date in addition to the folder (include or exclude) is possible. For this, you can use the lt (less than) and gt (greater than) switches of the -ContentFilter option, as seen below:

To save messages from before January 31, 2021,

  • New-MailboxExportRequest -ContentFilter {(Received -lt ’31/01/2021′)} -Mailbox user-a ‘ -Filepath “\\Exchange\PST_Export\user-a.pst”

Emails sent or received after January 10, 2020, can be exported by

  • New-MailboxExportRequest -ContentFilter {(Received -gt ’10/01/2020′)} -Mailbox user-a ‘ -Filepath “\\Exchange\PST_Export\user-a.pst”

You can export a date range, not just newer or older, by using the lt and gt options together and by including the folder parameters as well.

  • New-MailboxExportRequest -ContentFilter {(Received -gt ’10/12/2020′) -and (Received -gt ’10/07/2021′)} -IncludeFolders “#Inbox#” -Mailbox “td1” -FilePath “\\localhost\c$\PSTFiles\td1_3.pst”

So these are the two methods you can use to export Exchange 2016 mailbox to PST format. However, as you can see, both methods are lengthy and complicated. I don’t suggest this method. Apart from these two risky methods, one can use an automated tool such as Regain Exchange to PST migration tool.

Automated tool to move Exchange Mailbox to Outlook file

Regain Exchange to PST migration tool is specially coded for this task and is an effortless solution. The software is laced with a user-oriented GUI, which makes this tool a premium utility even for non-technocrats. Some of this tool’s features are as follows:

  1. Users can add and export Exchange mailboxes from any version to PST format without any technical expertise.
  2. There is no bar on adding mailbox size and adding multiple mailboxes in a single go.
  3. It displays a complete preview of added mailbox content so you can decide and choose specific folders to export.
  4. The tool has a split feature to get rid of oversized PST files. All you need to do is set the PST file size limit.
  5. You can use Regain Exchange to PST migration tool in any Windows Operating system and with all Outlook and Exchange versions.

There are several other features in this, so I suggest you install its free version and get a try. The free version allows the processing of the first 30 items per folder. By using the free version, you can also test the tool with your export environment.

Conclusion

Exchange is slowly getting outdated, and users are getting away from it and preferring Outlook. In this write-up, we’ve provided all; the possible ways available to export Exchange 2016 mailbox to PST format. Now it’s over to you which method you choose. I’ll only say whatever you choose according to your skills and ease.

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Author: Nasir Khan

I am Nasir Khan from India, working as a Content Developer in Regain Software. Here I am writing about our products and their updates. And writing some free solutions from converting emails or Cloud Migration process. We have tools like Email Converter, Emails backup and Cloud migration.

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