Best Way to Backup Office 365 Mailbox to PST

If you have a lot of emails in your Office 365 accounts, then see how you can backup Office 365 mailbox to PST to free up some space. Well, there are many different Outlook backup solutions on the market that can help you. However, not all of these methods can meet your functional and safety needs.

Some users prefer to use native tools because they are free. Unfortunately, native tools cannot allow you to backup and restore large amounts of data quickly and easily.

Furthermore, using native tools to back up data means not meeting the requirements of data protection regulations, as these tools were not originally designed to protect and backup data.

If you need to backup and secure your email, your only option is a reliable third-party backup tool. Below, we recommend that you use the PCVITA Office 365 ediscovery Export tool to back up your emails in just a few clicks. Below we will indicate why you should use third-party tools.

If for some reason you can’t use the paid third-party tool, we’ll explain how to use the native tool to back up your inbox. But keep in mind that this won’t be as fast, reliable, and easy as before.

Let’s begin!

Method 1: Backup Office 365 mailbox to PST via MS Outlook

Note: For this migration, the MS Outlook application must be configured for Office 365 mailboxes so that Office 365 has full permissions to export emails. Now follow the steps below:

• Open your MS Outlook account and go to the “File” menu
• Then, use the “Add Account” option to set up your Office 365 account in Outlook
• After successfully syncing your Office 365 account to Outlook, go to the “File” tab again.
• From the “Open & Export” tab, select Import/Export from the window.
• In Import and Export pop-up, select “Export to a file” & then click “Next”.
• Select “Outlook Data File” (.pst) in the newly opened window, then click “Next”.
• Next, you will be asked to select the folder item you want to move.
• Now, select the desired folder (public folder, mailbox) and click “Next”. The process begins.

Method 2: Use eDiscovery to backup your Office 365 mailbox

All Exchange Online plans (including 2016, 2013, 2010) support the electronic data submission feature built into Microsoft Office 365.

Please follow the steps below:

1. Open your Office 365 application and enter your login credentials. Now open the Office 365 Admin Center >> “Security and Compliance Center”. From the Permissions tab click on edit the eDiscovery Manager role group option.
2. Now, select “Compliance Search”, “Case Management”, “Export”, “Check” and “Decrypt, Keep, Preview” RMS from the following rules and check if the “Export” role exists. If you find it’s missing, be sure to add it using the plus button.
3. Next, go to the “Search and Investigation” option. Select the Add button to start a new content search. Enter a suitable name and then click on the Next button.
4. Now, select “Search everywhere” and select “Exchange” to export all mailboxes. In addition to using custom location selection, you can also select a specific mailbox.
5. You can also provide filters, such as time range, email metadata (from, to, cc, bcc), and message type. Click “Search” and then “Start” to export from the second window.
6. In the “Content Search” dialog, click “Download Export Results” to easily download the exported results. Similarly, an export key will be created and copied to the clipboard.
7. Now, in the eDiscovery export tool, paste the export key, provide the location where you want to get the data, and click “Start” to start the process.
8. After explaining the two manual methods, saving Office 365 emails to Outlook PST doesn’t seem difficult. But just stick, you should also consider the limitations of the manual process.

Disadvantages of manual processes

• The process takes too much time to execute.
• Difficult process for non-technical users
• Full migration of mail cannot be guaranteed.
• For conversion of a mailbox in PST, MS Outlook installation is necessary
• To overcome all the limitations and shortcomings of the manual process, it is recommended to use it with a third party application.

Why Choose a Third-Party Tool?

After researching, we have found one utility that is best for taking backup of Office 365 account. Using this utility once can backup Office 365 mailbox in PST, EML, MSG formats. Following are the reasons why you should opt for a third-party tool:

• Backup Office 365 normal as well as the shared mailbox
• Take a backup of multiple user mailboxes without their account password.
• Option to login with and without admin credentials
• Backup archive mailbox of each user in the desired format
• Date-range & category filters for selective data backup

Final words

We provide all possible ways to backup Office 365 mailbox to PST. We recommend users to use advanced applications to avoid data loss problems. Moreover, advanced solutions allow users to save time and effort.

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