Export Exchange mailboxes to Outlook PST

Prerequisites for Exchange mailbox export

• Step 1: Assign the Organization Management role in Exchange online

  The Organization Management is an elevated role that is required to migrate or export mailboxes and Public folders from the source to the PST file.

• Step 2: Set the impersonation rights for the Global Admin

  Log in as a global admin if you are migrating mailboxes on behalf of other users in your organization. If you do not have the necessary permissions, set the impersonation rights for the admin user account on the Exchange server. Verify if the source and target admin account in general has the following management roles assigned:

  1. ApplicationImpersonation
  2. View-Only Configuration
  3. View-Only Recipients
  4. Public Folders
  5. User management administrator/Global administrator
• Step 3: Ensure that global admin has a non hidden mailbox

  The administrator who is performing the export must have a non hidden mailbox on the source server.

• Step 4: Verify if you have a valid mailbox the Exchange server

  Before you perform the export operation, ensure that you have valid mailboxes for all your users in your organization and assign suitable licenses to them if there is not one already.

   See how to create mailboxes in Exchange server

• Step 5: Verify if you have a valid Public folder on Exchange

  If you plan to export the Public folders to PST, create and configure the Public folder mailboxes on the target server.

   See Steps to create Public folder in Exchange server

• Step 6: Install Microsoft Outlook on your computer

  For exporting mailboxes to PST by using EdbMails, you need to have Microsoft Outlook installed on your computer. Install the latest applicable updates for MS Outlook and ensure that you have sufficient space on your computer to save the output PST file.

• Step 7: Create a new profile in Outlook for all users

  For a successful PST export operation, you must create a new Outlook profile. See how to create an Outlook profile for a single user and create an Outlook profile for all users in a domain.

Steps to export Exchange mailboxes to Outlook PST

• Step 1: Download EdbMails Exchange migration software setup
  1. Download EdbMails and install the application on the source computer.
  2. Launch the application and click 'Login' or 'Start Your Free Trial'.
  3. Select the migration technique as Live Exchange migration.

     

   See a detailed list of EdbMails system requirements for Exchange migration.

• Step 2: Connect to the source Exchange server as Global Administrator

  In the Connect to Exchange server (Source) window, select 'Connect using Global Admin User'. You can also connect to the mailboxes by loading a CSV file. Refer to the link for instructions on how to use the different Exchange server connection methods supported by EdbMails.

   With EdbMails, you can migrate mailboxes, public folders, and archive mailboxes from Exchange to the target server.

• Step 3: Select the mailboxes and folders to export to PST
  1. EdbMails displays a list of mailboxes from the source Exchange server
  2. Select the mailboxes and folders that you want to export.
  3. Click ‘Export to Outlook PST’ and map the mailboxes and folders from your Exchange server.

  EdbMails provides the following additional options to help you customize the export operation based on a Date and other mailbox rules.

  1. Additional Include and Exclude Filter Options and migration settings for mailboxes.
  2. Filter emails by Date: Export to PST by applying the Date filter
  3. Filter emails by Size: Exclude emails from migration larger than a specified size.
  4. Split the target PST file upon reaching the user-defined size.

  Add a label to your export job for identification and specify a location to save the PST file. You can view all the labels by clicking 'View Log' that contains the mailbox mapping details of the previous operation.

• Step 4: Start the Office 365 to PST export operation

  Select the export method as 'Full export to Outlook PST' or 'Incremental export'. With the incremental export and migration, only the newly added or updated items in your mailboxes are considered for the export. The initial export with EdbMails is always a full one. Browse the location where you want to save the PST file and start the export.

  

• Step 5: Import the PST file into Outlook and verify the export

  After EdbMails finishes the operation, you can verify the number of items, folders and mailboxes with the log report. Finally, open the PST file in Outlook to view and verify the output file.