Best Ways to Export Office 365 Mailbox to PST

Try the Shoviv Office 365 Backup and Restore Tool to export Office 365 mailbox to PST format without hassle and in minimum time. This tool is secure and reliable.

Emails are an important part of an organization, which stores the crucial information of its users. That is the reason why users want to learn how to export Office 365 mailbox to PST file format using a simple solution. The reason behind choosing the PST file to move emails from MS Office 365 is the easy accessibility and portability of the PST files.

To know the complete procedure of exporting Office 365 emails, users need to read this blog till the end. We will elaborate on the two approaches in this blog so that users will be able to process the Office 365 mailbox backup task easily.

Factors behind moving Office 365 emails to PST file

Users have numerous reasons why they decide to export Office 365 mailbox to PST file format. Kindly read the below points to understand a few of them.

  • Users can keep a copy of their important data by exporting them into Outlook PST.
  • If you face any situation in future related to data loss, a backup will be helpful in restoring the complete data. That is why it is very important for users to backup Office 365 emails to MS Outlook PST.
  • Users can also avoid virus and cyber-attack issues by backing up their data into a local drive.
  • It will make it easy for users to move their data from one system to another, as PST file is easy to port.
  • In case you want to reduce the size of the Office 365 mailbox, looking towards keeping a backup of the Office 365 data will become helpful.
  • Users can set a password on the PST file, which will help them to secure their data.

Above, we shared a few common points behind the process of the Office 365 export mailbox to PST file format. Besides, users could have more factors that insist them to process this backup task that are particular for each one.

Approaches to export Office 365 mailbox to PST file

Two approaches can help users to complete this exporting procedure, manually or professionally. Microsoft doesn’t provide any direct solution to export Office 365 mailbox to PST file format. However, an eDiscovery Tool is available to complete this task effectively. We will share the stepwise procedure to complete this task manually and professionally. Learn every step carefully to understand how they can use both solutions to process this backup task.

Move emails from Office 365 to PST files manually

We have to follow the below stepwise procedure to export Office 365 mailbox to PST file format using the eDiscovery Tool.

Step 1: Open the Office 365 Login page and enter your email address and password to log in.

Step 2: After that, click the Admin Center tab.

Step 3: Tap the Security & Compliance under the Admin Center.

Step 3

Step 4 : Tap the Permissions and continue with the eDiscovery Manager option.

Step 4

Step 5: After that, click the Edit button.

Step 5

Step 6: Select the Choose eDiscovery Administrator option and tap the Save button.

Step 6

Creating content search to backup Office 365 emails to PST

In the below steps, we will learn how to create a content search to export Office 365 mailbox to PST file format.

Step 1: Go to the Search tab and tap the Content Search option.

Step 1

Step 2: Click the + New search to create a new search.

Step 2

Step 3: Enter the name and description for the new search and click Next to continue.

Step 3

Step 4: Look for the mailbox you want to backup and select it.

Step 5: Then, apply the conditions as per the requirements.

Step 6: Cross-check the search settings and continue with the Submit button.

Step 7: Pick your search from the search list and click the Action button.

Step 7

Step 8: Click the Export result, choose Output, and click Export to continue.

Step 8

Step 9: Now, choose your last export and click the Download results.

Step 9

Step 10: Copy the Export key by scrolling down the page.

Step 11: Once the eDiscovery Tool gets opened, paste the key and select the location where you want to save the resultant PST file.

Step12: At last, click the Start button to begin the Office 365 mailbox backup task.


Why does the manual solution not for ‘Professionals’?

Above, we discussed the complete manual procedure to export Office 365 mailbox to PST file format. We advise users to read the below points to know about the problems of the manual solution before beginning this task.

  • As you can see, the above steps can take too much time to complete the Office 365 mailbox exporting task.
  • It makes changes in the folder hierarchy and metaproperties of the data when processing the Office 365 mailbox backup task manually.
  • Without good technical skills, it is tough for users to handle the manual solution to export Office 365 mailbox to PST file format.
  • Users are unable to move their emails, contacts and calendars together at a time using the manual procedure.

These few points are the reason why we suggest users not to choose the manual solution. For an effortless solution, users must use professional third-party software like Shoviv Office 365 Backup and Restore Tool. Let us discuss this software’s features in detail in the next section.

Shoviv Office 365 Backup Tool: A professional’s choice

The simple and best way to avoid the manual method’s difficulty is for users to choose the Shoviv Office 365 Backup and Restore Tool. This software comes with a lot of features to provide users with an easygoing procedure. It offers various file formats such as PST, EML, MSG, MBOX and many more to save the Office 365 mailboxes. Moreover, users do not require any technical knowledge to export Office 365 mailbox to PST file format using this professional tool.

It offers a filter option that is capable of choosing the selective items from the Office 365 mailbox to move into the desired file format. Run its free demo version to understand more features of this professional tool.


With the help of this blog, we discussed two powerful ways to export Office 365 mailbox to PST file format. Ultimately, we guide users to choose only the professional third-party tool to complete this task as the manual solution has numerous drawbacks. Every user can use the Shoviv professional tool to complete this task without any technical skills. The free demo version helps users to understand its stepwise working by processing the first 50 items per folder freely.

Author Name:- Divya Chauhan

Short Author Bio:- Divya Chauhan is a passionate web content writer. She is associated with Shoviv Software for the last three years. Being a tech geek, she has commendable command over Emailing and all its dimensions, and she loves to share it with readers. Blending professional language with a friendly tone is the best part of her writing style.