How to Export Office 365 Mailbox to Outlook PST Without any Data Loss

Do you want to convert Office 365 mailbox to PST? Or are you searching for solutions that can help you to export mailbox items from Office 365? If your answer for both the question is yes, then stay connected with this article. Here, I am going to share a detailed guide on how users can export office 365 mailbox to PST in a trouble-free way.

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

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

What do Office 365 and PST mean?

Office 365 is a cloud-based service product that comes with different advanced functionalities. It started in the year 2011 and since then it has gained huge responses from users across the globe. Along with the basic MS Office and Outlook facilities, users also get different high-quality applications to use like the planner, one drive, Microsoft team, share point, etc.

On the other hand, Outlook PST also known as Personal Storage Table (.PST) is primarily a file format that is used to save the contact, messages, files, etc. PST Files are mainly used in Microsoft Outlook or Microsoft Exchange Client to store the files. Although both are associated with Microsoft Outlook yet users sometimes wish to migrate Office 365 mailbox to PST. The main reason behind this is in Office 365, users did not have the benefit of keeping a backup of their data into their local system. Thus, users prefer to transfer Office 365 mailbox to PST format.

Different Techniques to Export Office 365 Mailbox to PST

There are two different categories of methods to export Office 365 Mailbox to PST. The first method is the Manual technique of exporting files from Office 365 to Outlook PST and the latter is an automated approach. Let us first check the manual method of converting Office 365 files to PST and then we will proceed to the automated methodology.

Manual Method to Export Office 365 to PST

  • At first, you have to login into your Office 365 account.
  • Here, click on the Admin option and then choose the Security and Compliance option.

  • Now from the Security and Compliance option, choose Permissions and next eDiscovery manager.
  • Next, tap on the Edit option. Check your login account is included in the list or not. Now, go for the next step. From here, you will get the list of Office 365 users, from here choose the user account and go for next.

  • Here, from the Select list choose the Content research option.
  • Here, from the content search option, choose the new search option.

  • Now, enter the name and description and choose the destination for the export. Next, choose the Submit option.
  • Here, move back to the search Window and choose the last created search. Then choose to Click the Action Option and then choose the Export result.

  • Next, click on the Export option and select your search. 
  • Here, you have to copy the appeared Export Key and choose the Download option.

  • After you click on the download result option, an MS Office client discovery utility gets download to your computer. Now, you have to open it and paste the export key into it. Here, you can also select the destination for your PST File and then finally hit the start button.

With the above steps, the manual method of transferring Office 365 to Outlook PST ends here. Despite being the only manual method available to users, this cannot be recommended to every common user. Many users who have tried to export their files with the manual method of working have faced some difficulties halfway. Some of the issues that need proper attention before implementing this methodology are highlighted below.

  • Users require a lot of time and effort for converting their files into a manual system.
  • This method does not provide any facility for selecting specific items from the mailbox.
  • Filter or other additional options are absent in manual practice.
  • This technique has no guarantee of the safety and security of your data.
  • The output of the process depends on how perfectly all the steps are being followed.

Until now, we have learned about a manual method to export Office 365 mailbox . But as we can see this process has certain demerits which cannot be ignored. Therefore, let us now check the automated method of transferring files from Office 365.

Automated Method to Export Office 365 to PST

DRS Office 365 Email Backup Tool is the most reliable and easy software to export Office 365 to Outlook PST. It is professional software that enables users to convert Office 365 mailboxes to into any other email client or file format. With the help of this software, any common user can perform the export process without any difficulty. Moreover, the tool ensures the proper security of your data while converting your mailbox. The tool comes with very simple steps of execution and is fit to run in any version of Windows. If you want to take a tour of this smart utility, then you can download its trial version.

Steps of Automated Method to Export Office 365 to PST

  • First, install the DRS Office Backup Tool on your computer.
  • Next, check the buttons at the top of the software.

  • Next, select the backup option.

  • Here, login into your Office 365 account.

  • Here, you can either select some specific items from your mailbox or you can select the entire mailbox.

  • In this step, you can also include CSV File for backup.

  • Now, select the option for the mailbox backup.

  • Here, select the Backup Option and hit the next button.

  • Just choose the item that requires backup and click next.

  • Next, choose the file format in which you want to export(Steps will remain  the same for every file format given in the list )

  • In this step, the software provides you with different advanced settings that you can use as per your requirement.

1. Remove the Duplicate mail with the given option.

2. Mail and Task filter option.

3. Set a custom folder name for the file.

4. Choose an option from the naming convention list to rename the file.

5. Select the destination path of the file.

After completing all the additional settings, you can just hit on the Convert button to start the export process.

  • Here, within a few seconds, the tool will complete the export task and will provide you with a report. If you wish, you can download the report or select the Convert Again option to repeat the process.

Final Verdict

From the above article, we could clearly understand that there are two different approaches for exporting Office 365 to Outlook PST. The manual method requires more time and effort as compared to the automated approach. Hence, it is suggested to take help from the professional tool to have an accurate and time-saving export process. 

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