Export Microsoft 365 (Exchange Online) mailbox to PST | Ranjan.info

Let us see how to export the contents of a Microsoft 365 (Exchange Online) user’s mailbox to PST file.

How to export Microsoft 365 mailbox to PST using Outlook?

Users can export their mailboxes to PST files themselves using the Outlook client associated with their Microsoft 365 account.

  1. Open and select your Outlook client file , Open , import Export,
  2. Click export to file in the action list; Export Outlook Email to PST File
  3. Choose an export format: Outlook Data File (.pst),
  4. Then select the folders you want to export from your mailbox to PST file. To export the entire contents of a mailbox, select its root and check include subfolders alternative; Select mailbox folders to export
  5. Specify a path to the local PST file that you want to export your mailbox contents;
  6. You can also set a password to protect the PST file.

Wait until the mailbox export operation is complete.

Exporting mailboxes to PST with Microsoft 365 Compliance Center

Microsoft 365 (Exchange Online) tenant administrator can export any user mailbox to PST file. Note that you cannot use the New-MailboxExportRequest cmdlet (only available in on-premises Exchange Server) to export mailboxes from Exchange Online. The mailbox export feature is available in the graphic eDiscovery Export Tool ,

First, assign eDiscovery Manager Role of the account you’ll use to export:

  1. Sign in to the Microsoft 365 Compliance Center (https://compliance.microsoft.com/,
  2. go for permissionsExpansion compliance centerand choose roles,
  3. find eDiscovery Manager role;
  4. add your account eDiscovery Administrator,

Take on the eDiscovery Manager role in Microsoft 365

In addition, you can view and assign roles using PowerShell. Connect to your Microsoft 365 tenant by using the Exchange Online PowerShell v2 (EXO V2) module:


Display a list of users with the discovery management role assigned:

Get-ManagementRoleAssignment -Role 'Mailbox Search' -GetEffectiveUsers| where {$_.name -eq "Mailbox Search-Discovery Management"}

To assign a role to a new user, run the command below:

Add-RoleGroupMember 'Discovery Management' -member [email protected]

then make content search Task that will collect the user’s e-mail items.

  1. Open Microsoft 365 Compliance Center -> Solution -> Content Search -> New Search, Microsoft 365 Compliance Center - Content Search
  2. Enter the name of the task;
  3. to select exchange mailbox Click More in the Specific Locations section Select User, Group or Team,
  4. Select the mailboxes you want to export (you can export all mailboxes at once); Select Microsoft 365 mailbox
  5. In the next step, you can add additional selection criteria. In our case, we skipped this step.

Wait for the job status to change It’s finished,

Content search completed

Now you can export search results to PST file using this eDiscovery Export Tool. It is available as an extension for the equipment microsoft edge browser (you can use meta 4 clickonce in chrome and breeze clickon in firefox).

  1. Open the search result and click Actions -> Export Results, export result
  2. Select the following export options:
    Output Options: All items, including items with an unrecognized format
    Export Exchange content as: One PST file for each mailbox Export mailbox items to PST file instead of online
  3. Click export,
  4. Go to the Export tab in the Content Search and click Export results;
  5. press Download Result switch; download result
  6. Confirm Microsoft Office 365 eDiscovery Export Tool installation; Install the Office 365 eDiscovery Export Tool extension for Microsoft Edge
  7. Copy the export key from the Compliance Search window; copy export key
  8. Paste the key at the eDiscovery Export Tool prompt and specify a path to the local directory in which you want to save the PST files. Click on Start; eDiscovery Tool - Export to PST
  9. Wait for the utility to download the PST files from Microsoft 365. download pst file from microsoft 365

Note that the maximum size of PST files created by the eDiscovery Export Tool is 10 GB by default. If the mailbox size is more than 10 GB, you will get multiple PST files. As you know, it is not recommended to make PST files too large. This increases the risk of damage.

You can increase or decrease the size of PST files generated by eDiscovery Export Tool through Registry.

The following REG file will reduce the maximum size of the exported PST file to 8 GB:

Windows Registry Editor Version 5.00

Restart the eDiscovery Export Tool to apply the new settings.

Export Exchange Online Mailbox to PST with PowerShell

You can create a Search and Export job using PowerShell. Connect to the M365 Security and Compliance Center:


Create a search task:

New-ComplianceSearch -Name "2022-22-11_export_pst" -ExchangeLocation [email protected] | Start-ComplianceSearch

To export the data you’ve found:

New-ComplianceSearchAction 2022-22-11_export_pst -Export -Format Fxstream

new-compliancesearch powershell

Wait for the task to change to Completed status:

Get-ComplianceSearchAction|where {$_.name -eq "2022-22-11_export_pst"}

To get the URL where you can download the PST file (container url) and an access key (sas token), run the command below:

Get-ComplianceSearchAction -IncludeCredential | where {$_.name -eq "2022-22-11_export_pst"}|fl

Get-ComplianceSearchAction - Get container URL and SAS token

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