Export Office 365 archive mailbox to PST

Organizations are increasingly opting for archive mailboxes to manage older, less frequently accessed emails, as opposed to relying on regular mailboxes. Archive mailboxes help optimize storage, ensure compliance with data retention policies, and prevent regular mailboxes from becoming overwhelmed with data, which can slow down productivity. Additionally, exporting these archive mailboxes to PST is often essential for legal, backup, or audit purposes.

However, using the native method for Office 365 export archive mailbox to PST can be complex and time-consuming. The process typically requires multiple manual steps and PowerShell scripting, which can introduce the risk of data loss or errors. For businesses dealing with large-scale migrations or compliance-driven archiving, the native approach often proves too intricate and inefficient.

EdbMails Office 365 migration software simplifies this entire migration process, offering a more intuitive and efficient solution compared to the native method. With EdbMails, organizations can easily perform batch migrations, allowing multiple archive mailboxes to be exported simultaneously, which significantly reduces the time and effort required. Moreover, EdbMails supports multilingual environments, making it suitable for global enterprises. Its advanced filtering options give users the ability to precisely select the data they want to export, filtering by date, subject, or sender to ensure that only the necessary data is included. This combination of features makes EdbMails a more secure, flexible, and user-friendly option than the traditional native approach.

1. Reasons to export Office 365 archive mailbox to PST

   1. Reduce the risk of data loss

      Exporting archive mailboxes to PST offers an additional layer of protection, ensuring that critical data is preserved even in case of cloud storage failures.

   2. Store the mailbox content for a long period

      Archiving Office 365 mailboxes to PST allows businesses to retain mailbox data for extended periods without being dependent on cloud-based systems.

   3. Safeguard your data against unforeseen threats

      By exporting mailboxes to PST, businesses can secure their data against unexpected threats such as system failures or accidental deletions.

   4. Prevent cloud ransomware attacks

      Exporting mailboxes to PST files helps safeguard data from ransomware attacks that target cloud storage, providing an offline backup of critical information.

   5. Mailbox archiving in Office 365 for compliance audit

      Exporting mailbox data to PST ensures that emails are readily available for auditing, legal investigations, or compliance reviews.

2. Prerequisites to export Office 365 archive mailbox to PST

   • Install Microsoft Outlook with a profile on the computer where the export operation will be performed.
   • Ensure sufficient space on the computer drive to save the output PST file.

3. Steps to export Office 365 archive mailbox to PST using EdbMails

   • Step 1: Download and Install EdbMails application

     • Download and install the EdbMails application on your computer running on Windows OS.
     • Start the application and enter the required details and click the ‘Login’ button or click the ‘Start Your Free Trial’ button to continue.

       

     • Select the ‘Office 365 Migration’ option from the dropdown menu.

       

   • Step 2: Connect to source Office 365 server

     EdbMails uses Modern Authentication with OAuth 2.0 for Office 365 login. It follows two different methods:

     • Login using ‘Auto Registration’
     • Login using ‘Manual Registration’

     In the Auto Registration method, for login you need to have an account with Global admin access. However, you can use either a Global admin account or any user account with full access rights in the manual registration method.

     • Click here to know the steps to manually register the EdbMails application on Entra ID (Azure Active Directory)

       

     • Choose the required migration operation and authenticate on Microsoft Sign In page.

       

     • If you have already established an Office 365 connection with EdbMails, the mailboxes list will be saved. You can use the same list. If you are establishing a new connection, click the ‘No’ button to get the mailbox loading options.

       

     • EdbMails automatically retrieves mailboxes from your source Office 365 server. If the automatic mailbox loading option doesn't display the needed mailboxes, you can load them using a CSV file. Additionally, you have the option to load archive mailboxes from a previously saved list.

       

   • Step 3: Select Office 365 archive mailboxes

     • Select the archive mailboxes from the left pane and click ‘Export to Outlook PST’

       

   • Step 4: Start Office 365 archive mailbox to PST export operation

     • Verify the archive mailboxes for the export operation and ensure to Set the ‘Action’ as ‘Export’.

       

     • Click the ‘Folder and Item Filter’ button to customize your migration operation. For instance, you can apply a date filter to transfer data only within a specified range. You also have the option to exclude both standard and custom folders from the migration.

       

     • Enter the Job name for the export operation.

       

     • EdbMails supports incremental export operation, that is, initially it performs the full export, the consecutive export runs are incremental. It exports on the data which were not exported in the previous export operations.

       

     • Select the location to store the PST file. Ensure that you have enough free disk space to store the PST files.

       

     • That's it! During export operation, you can view the progress as shown below.

       

     • You will get a confirmation message once the export operation is completed. EdbMails generates the detailed export operation reports, you can get access to that by clicking the ‘View Log’ button at the bottom of the export window.
     • After completing the export operation, open the PST file on your Outlook and verify the items such as emails, calendars, contacts, etc.

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Additional resources:

• Archive Mailbox to Exchange
• Office 365 to Hosted Exchange
• Multiple PST to Office 365
• Office 365 to Gmail Migration
• Office 365 to Exchange 2019 migration
• Office 365 multiple mailbox migration
• Office 365 Server to Server Migration