How to Export All Email from Office 365 to PST? Complete Guide

Plot: Learn how to backup all emails from Office 365 to PST safely. Follow along with all the instructions carefully to perform this operation safely with 100% data security & integrity.

There are two types of users: those who are wise from the start and make it a habit to routinely back up their Office 365 data, and others who are not. The other sort of user is one who does not believe it is necessary to back up their Office 365 emails. This is due to their dependence on their service provider, Microsoft.

Unfortunately, this does not happen. Microsoft accepts no responsibility for any of your data that is lost due to causes other than administrative errors.

This leaves you on your own to protect your Office 365 emails.

Since Office 365 is a significant pillar for many companies, the emails associated with it are essential. As a result, users must save a copy of any critical Office 365 emails and store them in a secure location. What steps does the user take? This is why we wrote this piece. Here, we’ll go through a professional program and a manual approach for easily backing up all emails from Office 365.

Professional Method to Backup All Email From Office 365 Locally

The Office 365 Cloud Backup & Restore Tool is a useful option for save all your Office 365 emails in bulk. You can backup all your data from various Office 365 accounts, like emails, calendars, contacts, and documents at once.

This tool even keeps all of the data’s meta characteristics and data integrity after backup. The ‘Date-Filter option’ is an appealing feature of the program.

Software Steps to Save All Emails from Office 365 to PST Locally

Step 1. Download and install the program on your computer.

Step 2. Navigate to the Setup tab and choose the backup’s Source and Destination.

Step 3. In the workload station, mark the boxes next to the Office 365 categories you wish to backup.

Step 4. Input your Office 365 login credentials and click the Next option.

Step 5. Browse to the location where the PST file will be saved, then press Next.

Step 6. Specify the members who are to be confirmed from the parent account.

Step 7. Click Validate to validate the accounts, then click OK.

Step 8. From the ribbon bar, select the Start Backup option to start the backup process.

Step 9. Select the Re-Run Backup option if you want to run the backup again.

Manual Way to Backup All Office 365 Emails

Step 1. Sign in as an administrator to Office 365.

Step 2. Go to the Admin Center and click on the Security tab on the left.

Step 3. From the Permissions menu, choose the eDiscovery manager option.

Step 4. Scroll to the bottom and select Edit for the eDiscovery administrator option. 

Step 5. Finally, select the eDiscovery administrator and press the Save button. 

Step 6. Now, select the content Search feature from the left pane by clicking on it.

Step 7. In the content search window, choose the new search feature, give the new search a name and a description, and then choose the location/mailboxes to export. Lastly, input your terms and conditions and click the Submit option.

Step 8. Go back to the search box and select your most recent search. There is now a new window open. Choose Action, then Export data from the dropdown menu.

Step 9. When done, navigate to the Export option of the search window and select your search (Search may take few hours to blink on the Export tab). Then, copy the export key (you’ll need it later) and choose Download results.

Step 10. If you choose the download result option, a Microsoft Office client discovery tool will be installed on your computer. Open the tool, paste the Export key into the relevant edit box, and then go to the directory where you want the PST file to be saved. Lastly, click on the Start button to initiate the process.

Manual Solutions Have Constraints

• Manually exporting Office 365 mailboxes to PST is a time-consuming and labor-intensive process.
• It is not possible to export particular data such as emails, calendars, or contacts.
• There is no filter option for exporting items using this approach.
• The manual method of converting Office 365 mailboxes to PST requires technical expertise. As a result, non-technical persons may struggle. 

Why Do You Need to Back Up Office 365 Emails Locally?

• Data loss might occur due to a power outage or an internet outage caused by hardware or software malfunction. As a result, having a local backup of the data is important.
• Employers delete former employee data in order to save money on licensing. When you delete an Office 365 account, you also delete all of the data connected with it.
• You can restore deleted objects in Office 365, but the recovery tools are restricted in their capabilities.
• If data from the recoverable items folders is not retrieved after 30 days of being removed (soft deletion) or entirely wiped, it will be permanently lost (hard deletion). The data is then no longer available.

Concluding Words 

Emails of Office 365 are very important for companies whose entire work is dependent on it. Thus, it becomes very crucial to save these emails in a safe place. The two ways-manual and automated in which they can be done are explained in this article.

Read Also : Remove all the Attachments from Outlook PST Files on Mac OS