In today’s fast paced environment with working deadlines all
we care about is doing and submitting the projects on time. We are in so much
hurry to submit the chores that we forget to take the most necessary action
that is to take backup of our data. Here in this blog, we will guide you on how
to Export Office 365 Mailbox to PST.

Why is there a need to Export Office
365 Mailbox to PST

Office 365 users have a privilege that it saves backup files
on the cloud. But it is not secure in nature as the data is presented on a
server where it is universally accessible. That is why chances of Data theft or
loss is very high. The best practice is to take backup of your data frequently,
so that in case the original data is lost or damaged you
can easily get your data from the backup file.

How can you backup your office 365
Mailboxes?

There are 2 ways in which you can backup your office 365
files:-

1.Using Content Search E Discovery Method.

2.Using DRS Office 365 Backup Software

Lets us take a look
at each of these methods one by one:-

1. Using Content Search E Discovery
Method

This is a totally free of cost method. All you need to be a
little tech savvy in order to use this method. By performing some steps, you
can easily backup your data.

STEP-1

Content Search E Discovery Tool is a manual method that can be
done by logging in to your office 365 account. After logging in Open Exchange
admin center.

Follow the Pictorial representation for the same.

STEP-2

After expanding the admin section all you need to do is to select
security and compliance, second last option from the bottom of dialogue box.

STEP-3

Please take a note that you need to be the member of E
Discovery Manager Group. If you are, not a member then, you need to get in to
the group first otherwise further process will not gets completed.

Follow the Pictorial representation for the same.

STEP-4

After Step 3 create a new content search, where you can select
the mailboxes which you want to export. Filtering of mailboxes can also be
performed to get more refined searches. Filtering should be performed before
exporting.

STEP-5

Under modify locations section you need to select exchange
mail or any other specific mailboxes mentioned in the list.

STEP-6

Here we have add conditions option which provides you with
several options, by using which you can refined your backup process to another
level like date, sender/author, message kind, recipients, sender etc.

STEP-7

When your whole mailbox is transferred from Office 365 to PST
then the process gets completed.

STEP-8

You can export results in PST file by providing the export key
that you got by downloading the search results and use it in future references.

STEP-9

In Export results dialogue box select output
option of your choice. Under Export Exchange content as option selection also
needs to be performed. For better results choose option as one PST file for
each mailbox and click export.

STEP-10

After the export results are completed you can
click on download the final deliverables by clicking on the download results
option.

Use copy to clipboard to copy your export key which you will
be using in your future preferences.

STEP-11

The click once application known as E Discovery
PST export tool will start. Here you need to paste your export key that has
been taken in the previous step. Click on browse button and choose the location
where you want to download your files. Finally click on Start button to begin the export process.

Content Search E Discovery Method is not
recommended as it has various significant limitations and in case of important
information we cannot afford even smallest errors. This a cumbersome process
and you need to be tech savvy to do the steps. It is time consuming in nature
and 100% result conversion is not possible. Also sometimes PST file gets
corrupted which leads to loss of data.

2. Export Office 365 Mailbox to PST using DRS Office 365 Backup Tool

There are few vendors for Office
365 backup Tool and DRS is best amongst all. It provides Various features,
some of them are mentioned below: –

❖   
It helps us to backup office 365 mailboxes to various formats
such as PST, XML, HTML, TXT, DOC, JSON, PDF etc.

❖   
It offers 3 backup options Mailbox, Archive and Public
Folder.

❖   
Compatible with all available windows versions.

❖   
You can also add a custom folder name for easy
management of files.

❖   
It also saves all the attachments like calendar,
contacts, excel into the hard drive.

❖   
Empty folders are not included in the resultant files.

❖    You can download the testing version
from our website and use it for a better understanding.

Conclusion

I have guided you about both the
manual and DRS automated Software. If you come across this far you will able to
know that automated software has many advantages over manual one such as:-

★   
It is easy to use.

★   
Data integrity and security is enforced.

★   
You can get “N” number of solutions under one roof.

★   
When talking about the big data Manual solution is not
recommended at all as one mistake can lead to a huge loss of data.

★   
It is trustworthy in nature.

★   
Free demo available for testing purpose.

★   
24*7 tech support for a better user experience.