But there is a much more advanced and viable way to get it done: eDiscovery, and you can use the same from the Exchange Admin Center (EAC). The guide below will help you just how to get it done in exporting your mailbox as a PST file using eDiscovery.

In addition to this manual process, we will also help you to avoid the complication of the export process with a professional tool. Here, we will introduce you to the Recoveryfix Microsoft 365 Backup tool that makes your export Exchange online mailbox to PST relatively easier. Let's get started for now. 

Why should one export PST from Exchange online?

The primary motivation for users to export their mailboxes from Exchange Online to PST files is data preservation and accessibility. PST files serve as a local, offline repository for email data with several advantages:

• Backup and recovery: With PST files, users can maintain a secure copy of their mailbox data, and mitigate risks associated with accidental deletions, server failures, or data corruption.
• Storage management: Exporting data to PST files can help alleviate storage constraints on Exchange Online servers, particularly for users with large mailbox sizes.
• Portability and accessibility: PST files are highly portable and can be easily accessed using any Outlook client, regardless of the underlying email platform. This flexibility enables users to work with their data offline or on different devices.

Use eDiscovery to export Exchange online mailbox to PST 

Before we get to the steps to use eDiscovery, there are some prerequisites that you need to keep in mind: 1. You must have the needed permissions for eDiscovery searches and then only you can export the mailbox data. 2. The Compliance center role should be assigned to the account.   

Now we can move onto the eDiscovery option for a successful PST export. 

1. Access the Office 365 admin portal [https://admin.microsoft.com]
2. After the login, tap on Compliance under the Admin Centers option [in the left-hand pane]
3. From the Compliance Center, tap on Solutions eDiscovery.
4. Under the eDiscovery section, click on Content Search.
5. Tap on ‘+ New search’.
6. Give a name and description as shown below. Tap on Next to continue.
7. You will reach the Locations section. Checkmark the mailboxes you want to search. In our case, we have chosen ‘Exchange mailboxes’ and ‘Exchange public folders’. You can also add app content for on-premises users. Hit Next and move forward.
8. As you get to the Conditions page, you can fine-tune your search with keywords and more. As per your convenience, you can add conditions and make a more-refined search. Click on Next.
9. It is now time to review your search and create it. Check name, description, search, locations, etc. Once you are satisfied with it, click on Submit. 

Note: The search might take a few minutes to process as it depends upon the complexity and size of the mailboxes. Tap on Done. 

10. Tap on your created search. Click on Actions and choose the option ’Export results’. 

11. In the Export results window, you need to make a few choices from the given options:

1. Output options
   • All items, excluding ones that have unrecognized format, are encrypted, or weren’t indexed for some reasons.
   • All items, including ones that have unrecognized format, are encrypted, or weren’t indexed for some reasons.
   • Only items that have unrecognized format, are encrypted, or weren’t indexed for some reasons.
2. Export Exchange content as
   • One PST file for each mailbox.
   • One PST file containing all messages.
   • One PST file containing all messages in a single folder.
   • Individual messages.
   • Moreover, you can also enable deduplication for Exchange content.

     Note: After starting the export, a new export object with name "New Project Export" will be created in the ‎Export table. To see status and download results, select the "Export" menu option.

   • Click on Export.

12. Locate the export job and tap on Download results. The Export toll will provide an Export key and you have to copy this key for downloading the PST file. 

13. The eDiscovery Export tool will ask for the export key. Put the key and select the location to save your PST file. Tap on Start and start your download. 

14. After the export tool finishes the process, go to the saved location and check for the PST file.

A few things to keep in mind

Here are some important pointers for you to keep in mind during this export process.

• You must know that this export process can take time as it depends upon the size of the mailbox, and we advise you to keep enough storage in your PC for a successful export.
• You need to remove the hold on the mailbox once the export process is done.
• eDiscovery export is not fully successful with large-sized files, and it is advisable to carry out the export process in different segments.
• PST files come with a size limit of 2GB. Consider splitting the export into smaller sizes and avoid exceeding any kind of size limit.

Need for a professional utility!!

Is there a need for professional software when the manual approach exists? The manual approach is a good option but is a bit complex. Moreover, you cannot export multiple mailboxes at one time. As time constraint is an issue, you need to keep a check on the large mailboxes and split them at times to counter the time problems.

As said, the process is complex, so you need some level of professional expertise. Also, the manual process is prone to human errors. 

In any case, if the process fails in between, then you need to start again as no incremental export features are present. So, with such limitations, you need to opt for a better alternative, a professional utility, that makes your export process easier.

Use the Recoveryfix Microsoft 365 Backup tool which comes with advanced yet easy-to-use features and has rapid PST export capabilities. You can backup Exchange/office 365 primary, archive and shared mailboxes along with Groups and Public Folders.

Get your data converted in PST, DOC, HTML, MSG, EML, etc. Equipped with high-end filters, including date range, item type, empty folders, etc., you can also use the tool to prevent export of duplicate items. Thus, this saves your time and no more confusion during the export.     

Moreover, the tool lets you carry out simultaneous exports with no overlapping of the export process. Automate your export via the CSV file and simplify your process. No loss of mailbox and folder hierarchy and even the tool assures zero data loss any time you execute the export process. For detailed insights on the tool, the utility also offers a free trial version.

Final thoughts

To export Exchange online mailbox to PST, we have discussed the best manual approach possible in a stepwise manner. Complex steps but we advise you to carry out the steps carefully and do not miss our guidance.

As you now know, there exists some limitations with the manual method, you can look to move away from this and opt for a professional utility like Recoveryfix Microsoft 365 Backup tool. With its easy-to-use interface and simple yet effective features, the export PST from Exchange online process becomes effortless along with zero size restrictions guaranteed. Get the trial today for free.  

FAQs

Q1. Can you create a PST file from Office 365 online?

Yes, it is possible to create a PST file from Office 365 online with the eDiscovery PST Export Tool. This tool, part of the eDiscovery manager, allows administrators to export data from cloud-based O365 accounts into Outlook-compatible PST files. However, it is important to note that this feature is restricted to users with administrator privileges on the account.

Q2. Where is the default location for PST files in Office 365?

The default location for PST files in Office 365 is typically found within the user's App Data folder. Specifically, it is located in C:\Users\%username%\AppData\Local\Microsoft\Outlook\. However, it is vital to know that this might vary depending on individual user settings and system configurations. Additionally, users should be aware of potential disconnected PST files that might reside in other locations, which they may still wish to retain.