How to Backup Office 365 email to PST?

Nowadays, emails are common means of digital communication. Office 365 and Outlook are two of the famous email clients introduced by Microsoft. However, some users prefer to keep a backup of their Office 365 emails into Outlook. If you also want to backup Office 365 email to PST format then you can read this write-up. Here, you will learn about different methods to transfer your data into a PST file.

Transfer Office 365 to PST yourself, or have DRS Softech do it for you!

Download the best DRS Office 365 Email Backup Tool to backup Office 365 emails in PST file

  Download for Win  Purchase Now   Download for Mac  Purchase Now

Office 365 is a subscription-based model that facilitates users with different productivity apps like Word, Excel, PowerPoint, and Outlook. It also contributes online services and tools like cloud file storage, Planner, OneDrive, etc. On the other hand, PST is a file format utilized by MS Outlook to store the information of clients. So, let us now check the reasons to backup Office 365 email to PST file.

Also Read – How to Save Email From Office 365 Webmail to Desktop?

Responsible Factors to Backup and Export Office 365 to PST

  • Sometimes you accidentally delete your files, in that case, if you have a backup of the file then you can easily get back your data.
  • The backup of Office 365 data lets users accesses them without any internet connectivity.
  • In case of an online threat or virus attack, users can easily retrieve their data from a backup PST file.
  • Any defect in hardware or system may also corrupt your data. So, to protect them you must have a backup file.

To avoid the above pointed out situations, it is better to have a backup of Office 365 email to PST. Therefore, to move Office 365 mail to PST you have to perform conversion techniques. The first process is manual and the second one is an automated mode.

Manual Method to Backup Office 365 Email to PST

# Way 1- Take help from the eDiscovery application

To perform this manual technique you have to follow the steps that are given below – 

  • Open Office 365 and go to the Admin center.
  • Select Security >> Permissions .
  • From the eDiscovery Manager hit on the Edit button.
  • Choose the eDiscovery administrator and hit on the Save option.
  • In the left pane, you will find a search option. Here search the Content search option.
  • Now, go to the content search window and click on the new search option.
  • Enter your name and description for the new search then choose the items that you want to transfer. 
  • You can add conditions as per your requirement and then click on the Submit button.
  • Choose your lastly created search from the search window.
  • A new window will appear here. From that choose the Action option >> Export Result.
  • Select the Output option and then hit on Export.
  • After that, hit on the export option and select your search. 
  • Copy the export key and also hit on the Download option.
  • Now, go to MS Office 365 eDiscovery Tool.
  • Here, paste the export key that you have copied earlier.
  • Then set the location for the PST file and finally hit on the start button to begin the file migration process.

# Way 2 – Use MS Outlook to Export Mailbox

The steps to execute this technique are listed below – 

  • At first, you have to configure Office 365 in your Outlook account.
  • Then open MS Outlook and select the File option.
  • Choose Open & Export >> Import /Export.
  • From the Import and Export Wizard, choose export to a file and move Next.
  • Select PST format and click on Next.
  • Choose the items that you want to convert.
  • Tick mark Replace Duplicates With Items Exported option and click on the Finish option.

With the help of these methodologies, you can backup emails from Office 365 account to Outlook PST. Although these techniques are free yet they have some limitations that resist users to backup Office 365 emails to PST by the DIY approach.

Disadvantages of Manual Method 

  • The manual process is lengthy and requires time to give output.
  • eDiscovery method is not suitable for users of Windows OS 7 and below versions.
  • This technique requires technically skilled users to perform the process successfully.
  • The quality and authenticity of data cannot be maintained by the DIY technique.

These are some of the reasons why we recommend users to use an automated technique to save email from office 365 to PST format. An automated tool like DRS Office 365 Email Backup Tool is a professional solution to complete the migration process effortlessly.

Professional Method to Export Office 365 Email to PST File

DRS Office 365 Email Backup Tool is an effective approach to backup Office 365 emails to PST. This is a third-party tool that enables users to backup emails from office 365 webmail and saves them into multiple file formats. Additionally, it can also migrate Office 365 to Gmail, Yahoo Mail, Thunderbird, Opera Mail, Live Exchange, Hotmail, etc. The application is designed with an easy user interface and assures the originality of data.


We have discussed two methods to backup Office 365 email to PST. If you want to avoid the issues of manual method then you must opt for the professional technique. It is a more reliable and trouble-free process of email migration.

About The Author:

Related Post

© Copyrights 2018-2024 Migrate Emails - All Rights Reserved