How to Export Office 365 Mailboxes to PST – 4 Methods

In this blog, we will thoroughly check out users’ needs to export Office 365 mailbox to PST, and we will explain both manual methods plus third-party tool to achieve this task efficiently. After reading this blog, you will be able to export Office 365 mailboxes to PST files in an easy and hassle-free way.

As we know, Office 365 is a cloud-based software service product from Microsoft that is very advanced in every way. Office 365 includes features like OneNote, Publisher, Skype for Business, Access, etc., making it famous within a short period.

On the other hand, Outlook is an email client part of the Microsoft Office suite and is widely used for sending emails, managing a calendar, contact, note, journal, etc. Outlook stores information and data in two file formats, which are popularly known as OST and PST.

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Why Export Microsoft 365 Mailboxes to PST?

Exporting Microsoft 365 mailboxes to PST can be useful for local backup, archiving, compliance, migration, and long-term data storage. A PST file stores mailbox information locally and can be opened with supported versions of Outlook.

Common reasons to export Microsoft 365 mailboxes to PST include:

• Create a local copy of important mailbox data.
• Archive older emails and attachments.
• Preserve mailbox data before account or tenant changes.
• Export selected emails, folders, contacts, calendars, and other supported items.
• Maintain mailbox data for compliance or legal requirements.
• Export multiple mailboxes for administrative or migration purposes.

Things to Check Before Exporting

Before exporting Microsoft 365 mailbox data to PST, check the following:

• Make sure the Microsoft 365 account is accessible and properly synchronized.
• Confirm whether you are using Classic Outlook or New Outlook.
• Ensure you have enough free disk space for the PST file.
• Select the required mailbox folders before starting the export.
• In Classic Outlook, enable Include subfolders if you want the complete folder structure.
• For eDiscovery exports, make sure you have the required Microsoft 365 permissions.
• Avoid storing an active PST directly in a OneDrive-synchronized location.
• For large mailboxes, consider exporting data in smaller batches.

4 Verified Methods to Export Office 365 Mailboxes to PST

Method 1: Export Microsoft 365 Mailbox to PST Using Classic Outlook

Classic Outlook provides a built-in Import/Export wizard for exporting mailbox data to PST.

Steps to Export Office 365 Mailbox to PST

1. Open Classic Outlook and sign in to your Microsoft 365 account.
2. Click File > Open & Export > Import/Export.
3. Select Export to a file and click Next.
4. Select Outlook Data File (.pst) and click Next.
5. Select your Microsoft 365 mailbox or the required folder.
6. Check Include subfolders to export the complete folder structure.
7. Click Next and choose the destination for the PST file.
8. Click Finish to start the export.

The export creates a copy of the selected mailbox data in a PST file; it does not remove the original data from Microsoft 365.

Note: This method is most suitable when the Microsoft 365 account is already configured and accessible in Classic Outlook.

Method 2: Export Microsoft 365 Mailbox to PST Using New Outlook

New Outlook for Windows also provides a PST export option, although its interface is different from Classic Outlook.

Steps to Export Microsoft 365 Mailbox in New Outlook

1. Open New Outlook for Windows and sign in to your Microsoft 365 account.
2. Click Settings.
3. Go to Files > Export.
4. Select Get started.
5. Choose the mailbox or folders you want to export.
6. Follow the on-screen instructions to complete the export.

Classic Outlook vs New Outlook

The traditional File > Open & Export > Import/Export wizard is available in Classic Outlook. New Outlook uses a different export interface, so users should first confirm which Outlook version they are using.

Method 3: Export Microsoft 365 Mailboxes Using Microsoft Purview eDiscovery

Microsoft Purview eDiscovery is useful for administrators, compliance teams, and organizations that need to search and export mailbox data.

Follow these Steps:

1. Sign in to the Microsoft Purview portal with an account that has the required eDiscovery permissions.
2. Create or open an appropriate eDiscovery case.
3. Add the required Microsoft 365 data sources or mailboxes.
4. Create a search using the required keywords, users, dates, or other conditions.
5. Review the search results.
6. Choose the appropriate Export option.
7. Select the required export settings, including PST where available.
8. Download the generated export package.

This method is particularly useful when you need to search, filter, and export data from one or more Microsoft 365 mailboxes.

Note: eDiscovery exports have Microsoft-defined limits and permission requirements. Large exports may also be divided into multiple PST files.

Method 4: Use Professional tool to Export Office 365 Mailbox to PST

Suppose you find the above process tricky and time-consuming. In that case, you can go for an automated solution like Regain Office 365 to PST Converter, which is very knowledgeable and easy to convert Office 365 mailboxes to PST files.

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The software has a variety of features that allow you to export Office 365 mailboxes to PST files and other file formats such as PST, EML, EMLX, MBOX, MSG, and vCard formats. The user does not need any technical expertise during the entire conversion process.

5 Steps to Export Office 365 mailboxes to PST effortlessly

• Step1: Install and open the free Office 365 Backup tool in your system.
• Step2: Now, provide Office 365 administrator credentials.
• Step3: Select mailboxes and folders from the left pane and click the Export button.
• Step4: Choose file formats and other required options as per need.
• Step5: At last, click on the next button, and all your mailboxes will be exported into PST format.

So, this is the process of the Office 365 export into PST format. Now, as you can see, the process is simple, and anyone can use it without any hassle and technical assistance.

Video Tutorial to Export Office 365 to PST Using Regain Software – Watch Now!

Final Words

Rather than going through a multi-step, risky manual process to export Office 365 mailboxes to PST format, choosing the most secure tool, Regain Office 365 to PST converter, is the right way to export Office 365 mailboxes PST files in approx. 4-5 simple and direct steps.

Frequently Asked Questions

Ques1. Can I export a Microsoft 365 mailbox to PST?
Ans. Yes. You can export a Microsoft 365 mailbox to PST using Outlook or Microsoft Purview eDiscovery, depending on your mailbox and export requirements. To make all the process easy and safe use Regain Office 365 Backup tool. It is embedded with lots of features.

Ques2. Can I export a Microsoft 365 mailbox to PST without Outlook?
Ans. Yes. Administrators can use Microsoft Purview eDiscovery to export Exchange mailbox search results to PST without relying on the Outlook desktop export wizard.

Ques3. How do I export a Microsoft 365 mailbox to PST using Outlook?
Ans. In Classic Outlook, go to File > Open & Export > Import/Export > Export to a file > Outlook Data File (.pst). Select the mailbox, enable Include subfolders, choose the destination, and complete the export.

Ques4. Can I export a Microsoft 365 mailbox to PST in New Outlook?
Ans. Yes. Microsoft currently provides a PST export option in New Outlook for Windows under Settings > Files > Export.

Ques5. Can I export multiple Microsoft 365 mailboxes to PST?
Ans. Yes. Microsoft Purview eDiscovery can export Exchange mailbox search results, including data from multiple mailboxes. For bulk mailbox backup and selective export, a dedicated tool such as Regain Office 365 to PST Converter can provide an alternative workflow.

Ques6. Do I need administrator permissions to export Microsoft 365 mailboxes using eDiscovery?
Ans. Administrative/eDiscovery exports require the appropriate Microsoft 365 permissions and roles. The exact permissions depend on the eDiscovery workflow and organization configuration.

Ques7. Does exporting Microsoft 365 mailbox data to PST delete the original emails?
Ans. No. Outlook’s PST export creates a copy of the mailbox data; the original messages remain in the Microsoft 365 mailbox. Microsoft also describes PST export as creating a copy of the information.

Ques8. How long does it take to export a Microsoft 365 mailbox to PST?
Ans. The time depends on mailbox size, the export method, search criteria and network conditions. Large eDiscovery exports can take considerably longer than smaller mailbox exports.

Ques9. Can I export only selected folders from Microsoft 365 to PST?
Ans. Yes. Outlook allows you to select the mailbox or specific folders for export. Microsoft 365 eDiscovery also provides search and filtering capabilities for targeted exports.

Ques10. What can I do if Microsoft 365 PST export is complicated or I need to export multiple mailboxes?
Ans. A dedicated solution such as Regain Office 365 Email Backup Tool can simplify the process by providing mailbox/folder selection and PST export features in a single interface.