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Export Exchange 2019 mailbox to PST

Exchange Server 2019 has played a vital role in enabling secure email communication and collaboration within organizations. With built-in Mailbox and Edge Transport roles, it supports efficient data handling and smooth operations. However, with Microsoft ending support for Exchange Server 2019 in October 2025, it’s critical for businesses to begin planning their data retention and migration strategies well in advance.

One of the most reliable ways to preserve mailbox data is by exporting it to PST format. PST files offer long-term accessibility, making them ideal for archiving, employee offboarding, compliance, and recovery scenarios. As part of your Exchange migration planning, exporting to PST ensures your data remains accessible even after the server is no longer supported.

EdbMails Exchange migration software provides a powerful, easy-to-use solution for exporting Exchange 2019 mailboxes to PST. Unlike manual methods, EdbMails automates the entire process with features such as incremental export, advanced filtering, PST file splitting, and a free built-in PST merge tool. This ensures a secure, efficient, and error-free experience, even when dealing with large mailboxes or complex environments.

Whether you're preparing for an upgrade, decommissioning an old server, or archiving inactive accounts, EdbMails Exchange migration simplifies the task. It’s a trusted solution for IT teams looking to future-proof their data and maintain business continuity as Exchange 2019 approaches end of life.

Limitations of Native method:

The native method for exporting Exchange 2019 mailboxes to PST comes with several limitations that can hinder efficiency and data accuracy. The process is time-consuming and requires technical expertise to avoid human errors, which can result in incomplete or corrupted exports. Additionally, it does not allow for selective folder exports, making it difficult to manage large mailboxes effectively. The manual method also struggles with large data sizes. Users cannot split a large PST file, nor can they export multiple mailboxes at once. If the process is interrupted, there is no option to resume, forcing a restart. Furthermore, there’s no guarantee that the data hierarchy will be maintained, leading to potential data loss or disorganization.

Due to these limitations, many professionals prefer automated tools like EdbMails software that offer faster, more reliable, and error-free exports with enhanced features for handling large data sets and ensuring data integrity.

Why EdbMails is the best option over native method?

When it comes to exporting Exchange 2019 mailboxes to PST, EdbMails Exchange migration software is a smarter and more efficient alternative to the native method. With its intuitive, user-friendly interface, even non-technical users can complete the migration process without hassle—saving both time and effort. Unlike the manual PowerShell-based approach, which can be complex and error-prone, EdbMails simplifies every step of the export.

One of its biggest advantages is zero downtime—users can continue working with their Exchange mailboxes while the export runs in the background, avoiding disruptions and productivity loss. EdbMails also supports concurrent mailbox exports, allowing multiple mailboxes to be processed at once, which is especially helpful in large-scale environments where speed matters.

To further enhance the experience, EdbMails offers free 24/7 technical support, so you’re never left without help if questions or issues arise. With all these features combined—ease of use, performance, support, and reliability—EdbMails delivers a much more seamless and dependable solution than the native Exchange export method.

Prerequisites to export Exchange 2019 mailbox to PST
Step 1: Assign impersonation rights to the global admin user
If you're using a global administrator account to connect to your Exchange server, make sure it has impersonation rights. This permission allows the admin to access and export mailboxes on behalf of other users.
How to assign impersonation rights
Step 2: Install Microsoft Outlook on your computer
EdbMails relies on Outlook to generate PST files. Make sure Outlook is installed on your computer with the latest updates. Also, ensure there’s enough disk space to save the exported PST files.
Step 3: Set up an Outlook Profile
To ensure a smooth export, create a new Outlook profile
How to create an Outlook profile
Steps to export Exchange 2019 mailbox to PST using EdbMails
- Step 1: Download and Install EdbMails Exchange migration software
  - Download EdbMails and install the software on your computer.
    See the system requirements for using EdbMails to export Exchange 2019 mailboxes to PST.
  - Launch the EdbMails application and ‘login’ with your email ID and password, or click the ‘Start Your Free Trial’ option if you do not have account.
  - Choose the ‘Live Exchange Migration’ option.
  - Select 'Live Exchange to PST Export’ option.
  - You can keep the default job name or choose the ‘New Job’ to change.
  - Click the ‘Browse’ button.
  - Choose the destination folder where you want to save the exported PST files. Ensure that there is enough disk space available to store them successfully.
- Step 2: Connect to source Exchange 2019 server
  - Use ‘Add New Connection’ to configure a new connection to the source Exchange 2019 server. For previously saved connections, just select it from the list and click ‘Connect to Existing’.
  - Choose the required connection options and click the ‘Next’ button.
    Learn more about Exchange server connection methods
  - Using EdbMails, you can export mailboxes, public folders, and archive mailboxes from your Exchange server to Outlook PST files.
  - Enter the details of your source Exchange 2019 server and then click the ‘Login’ button.
  - EdbMails offers an auto-load option, which quickly fetches mailboxes for you. However, due to Microsoft’s API limitations, this method may show only up to 100 mailboxes. If your organization has more, use the Load Mailboxes using .CSV file option to import and access all mailboxes without restriction.
- Step 3: Select the Exchange 2019 server mailboxes
  - Choose the mailboxes you wish to export and click the ‘Next’ button to proceed.
- Step 4: Start Exchange 2019 to PST export operation
  - Double-check the mailboxes selected for export and ensure the ‘Action’ is set to ‘Export’.
  - If you want to filter the data, click ‘Settings’ to apply options like date range, sender, recipient, CC/BCC, or message status. You can also choose to split the PST files. If no filters are needed, just continue without making any changes.
  - Save the settings.
  - Click the 'Start Export' button.
  - The export operation is now in progress and can be monitored through the progress bar. Click the ‘View Logs’ button to access the export report. You can also pause or resume the export process at any point if necessary.

Advantages of EdbMails to export Exchange 2019 mailbox to PST

Free PST merge tool
EdbMails provides a free PST merge tool that allows users to combine multiple PST files into one, ensuring no data corruption and easy organization.
Split the output PST file
The software enables users to split large PST files into smaller, manageable parts, preventing issues with oversized files and maintaining compatibility with different email clients.
Free trial
EdbMails offers a free trial, giving users the opportunity to evaluate its features and performance before purchasing, ensuring it meets their requirements for exporting Exchange 2019 mailboxes.
Archiving and long-term data preservation
EdbMails supports seamless archiving and long-term data preservation, securely exporting older emails into PST format for easy access and compliance with retention policies.
Migrate without data loss
EdbMails ensures a safe migration process, preserving mailbox structure and maintaining data integrity, ensuring no loss of emails, attachments, contacts, or calendar items during export.