How to export mailboxes to Outlook PST in different versions of Exchange?

SUMMARY

 

Are you looking for the options available for exporting EDB files to PST? You may be confused as they are different in different Exchange versions. Here, I will discuss some options available

In some scenarios, administrators will have to create backups for a few Exchange mailboxes. An easy way is to export Exchange mailboxes to formats like Outlook PST. Backing up mailboxes eliminates the risk of getting them lost due to Exchange database corruption. And Exchange Server has various features to export mailboxes to PST, though these features are different in different versions.

When to export EDB files to PST?

Exchange administrators will have to perform EDB to PST conversion in various situations. Some examples are:

  • Legal requirements
  • Need for backing up mailboxes in situations like employee exit
  • Inaccessibility of mailboxes due to EDB file corruption
  • Need to save mailboxes in a portable format like PST

Methods to export EDB files to PST

The methods and the procedure to export EDB mailboxes to PST changes depending on the version of the Exchange. Earlier versions used ExMerge for this. Later, Exchange started using PowerShell cmdlets (cmdlets are different in different versions). In the latest versions, it can be done from a web interface too (like Exchange admin center). So EDB to PST conversion can be done:

  • Using ExMerge
  • Using PowerShell cmdlets
  • Using Exchange admin center

All these three methods are briefly explained below:

1. Exporting EDB mailboxes to PST using ExMerge

Microsoft Exchange Server Mailbox Merge Wizard (ExMerge) is a simple utility used by earlier versions of Exchange to export mailboxes to PST file or to migrate mailboxes between two servers. For this, one has to download and install the ExMerge.exe utility on the system.

2. Exporting EDB mailboxes to PST using PowerShell cmdlets

Using PowerShell cmdlets, EDB to PST conversion can be done in Exchange 2007 and all later versions. However, cmdlets vary according to the Exchange version.

Export EDB mailboxes to PST in Exchange 2016

In Exchange 2016, the New-MailboxExportRequest cmdlet can be used for exporting mailbox content to a PST file.

To export mailboxes to PST, run the PowerShell cmdlets in the following syntax:

 

New-MailboxExportRequest -Mailbox <mailbox name> -FilePath ” <destination file path>”

In this, MailboxName is the name of the mailbox that has to be exported, and FilePath is the location of the destination PST file.

For example:

 

New-MailboxExportRequest -Mailbox abcd@www.kernel21.com -FilePath “\\NDRWEB76-PC2\PST Data\Kanishka_PST.pst”

After running this cmdlet, mailbox data will be exported to the desired location with the given name.

 

Note1: You should have Mailbox Import Export Role assigned to the user for performing this action (this can be done using Exchange Admin Center).

Note 2: The saving location needs to be shared network path.

3. Exporting EDB to PST using Exchange Admin Center

In the latest versions, Exchange admin center (EAC) also can be used to export Exchange mailboxes to PST. The steps to carry out migration from Exchange 2016 to Outlook PST via EAC are:

  1. In EAC, go to recipients > mailboxes. A complete list of mailboxes will be displayed.

2. Now, right-click and select Export to a PST file option.

3. A new dialog box will open. Then browse for the required mailbox and choose the required options.

4. Now specify a location to save the PST file.

5. Check the given box and provide a mailbox name to receive the email notification.

6. And finally, click the Finish button to start the export process.

7. Mailbox will be exported to the destination specified

8. In the end, a confirmation message will be sent to the specified mailbox after the completion of the export process.

Export EDB to PST efficiently using a professional tool

 Kernel for Exchange Server Recovery is a feature-rich solution to export EDB mailboxes to PST file without any technical hassles. This tool also restores Exchange mailboxes to destinations like Live Exchange and Office 365.

  • It can recover/migrate data from offline EDB file, Live Exchange, Live Exchange (using MS Outlook profile), and OWA/Office 365. It enables quick selection of the source from where mailboxes need to be recovered or migrated.

  • This tool lets users preview the contents selected mailbox folders (of the source as well as the target of the recovery).

  • The preview facility works even with email attachments. It allows to open, save, and delete email attachments.

  • After the preview, it allows to export single as well as multiple EDB mailboxes file into PST format.

Conclusion

The requirement to export mailboxes to PST always arises in the Exchange enviroment. Tech-savy administrators can use Exchange admin center (EAC) or PowerShelll cmdlets to do it. If they need an easier way to export maliboxes to PST, they can try third-party tools like Kernel for Exchange Server. It has many advanced features for EDB recovery and Exchange migration.

How to Export Office 365 Mailbox to PST Successfully – Complete Guide

Summary: The article comprises of solution on how to export Office 365 mailbox to PST with Microsoft Outlook Import & Export wizard and eDiscovery technique.

 

The developers of Microsoft does not render any software, which is dedicated to export Office 365 mailbox to PST. In this case, if an individual have to attempt this task then, they faces one or the other challenges while implementing. It is because of the lack of awareness about stepwise procedure to download Office 365 mail to PST file. Therefore, here we are for assisting such users with approach to save the Exchange Online data on machine in PST format.

 

Approach 1 : Export PST From Office 365 via eDiscovery

 

  1. Login into the portal of Office 365 and go to Office 365 Admin Center. This will provide a menu in front of you
  2. In the current list, explore the menu of Admin Centers and choose Security & Compliance option
  3. The security & compliance page gets opened in which you have to click on Permissions and then, edit the eDiscovery Manager role group. This is essential for being the member of eDiscovery Manager to acquire the permissions of accessing eDiscovery feature
  4. Append a new account in eDiscovery Administrator with help of Add icon and click on Save
  5. Navigate towards Search & Investigation option and click on Add icon for opening a new Content Search wizard. Mention the name required in current field and click on Next

Note : If the ‘Add’ icon does not appears then, it means that your account is not having right to access eDiscovery. Modifications in eDiscovery permissions may consume 24 hours (maximum) in the activation procedure. The absence of this permission might result in lack of download button also, which is to be used in Step (9)

 

  1. Select Search everywhere >> Exchange to move all the data from the mailboxes. If you want to customize the things then, choose Custom location selection. Click on Plus button, which will be opening a new panel where you have to highlight the mailboxes to be exported. Hit on Add and then on OK. Along with this, it is possible to export mailboxes from Public folders through the activation of Search all public folders option

 

  1. Here, you will find several filtering options where you have to mention following things related to desired items :
    • phrase or keywords
    • particular time period
    • From/To/Cc/Bcc field
    • Types of the message

 

  1. When you will click on Search button, you will find that searching gets started in background of the Exchange online account. When this operation finishes, you have to click on Start export to begin exporting
  2. If you want to encrypt the file then, enable this option on the current screen. Also, it is possible to determine the amount of content to be exported in the Exchange content. Things will be perfect if you keep the setting as they are by default. It is so because recovery will become easy when the things are unmodified. After this, click on Start export button to proceed
  3. The exporting of Office 365 emails to PST gets started in which you have to wait for procedure to be finished and then click on Download results.
  4. A unique export key will be provided to you, which you have to copy and paste it somewhere as an important thing. To do this, click on ‘Copy to clipboard’ to proceed
  5. An eDiscovery Export tool wizard displays in which you have to paste the key that is copied in Step (11). Click on Browse button and locate the path where PST file is to be save. At last, click on Start to download Office 365 mailboxes to PST on local machine.

 

Approach 2 : Export PST From Office 365 via Import / Export Wizard

The workaround is applicable only in Microsoft Outlook 2016 because the measure involves configuration of Exchange online in Outlook.

  1. Open Microsoft Outlook 2016 on your computer and click on File >> Add Account
  2. Enter the email id of MS Office 365 and click on Connect
  3. Microsoft makes itself ready to get connected with Exchange online account
  4. Windows security box gets appeared where you have to mention password of Office 365 id, which you have mentioned in Step (2). Click OK to continue
  5. Again, click on OK of message box that appears in front of you
  6. Till now, you have configured Office 365 in Outlook 2016. Hit on OK to move further with solution to export Office 365 mailboxes to PST
  7. Click on File >> Open & Export in the Microsoft Outlook window where you have configured O365 tenant
  8. This will open an import & export window in which you have to choose Export to a file Click on Next to proceed
  9. Among the listed options, click on Outlook data file (.pst) and hit Next button
  10. Choose the configured MS Office 365 account and click Next
  11. Click on the Browse button for locating the path where you want to archive the exported PST file. After browsing operation gets completed, click Next
  12. Finally, click Finish to start downloading Office 365 mailbox to PST via Outlook as intermediate

 

Time to Conclude Our Views

The solution on how to export Office 365 mailbox to PST involves use of eDiscovery and Import & Export wizard. It might be possible that things go complicated for users who are less known about Office 365 or MS Outlook. In this case, one can prefer using Office 365 Export PST tool that is a dedicated tool to download Office 365 mailbox to PST. This requires entering of tenant credentials and work without the supportive program. Administrator will be able to move O365 mailboxes to PST from several users account all in one go.

WhatsApp chat