Microsoft undoubtedly provides the best in class IT services all over the world. Despite being the leader in this arena, there are some issues where MS is not providing a direct solution. How to export email from Office 365 is one such user query.
Because of the major technicalities involved, it’ll be difficult for users to export O365 files to a different file format.
By the end of this article, you’ll be aware of the reasons, methods available and the step by step solution to get the work done.
Quick Solution to Export PST From Office 365 Online
To convert your O365 files in PST file format, Download Office 365 PST Export Tool & then follow the steps mentioned below.
This Professional tool can reduce your workload in many ways that we are going to discuss later in this article.
Step1: Launch the O365 exporter tool, and log in using your credentials.
Step2: Select the folders you want to export(you can see folders in hierarchy).
Step3: Select the file format -PST, EML MSG & also the categories to be migrated.
Step4: Apply date-filter & select the destination path, where you want to keep the data.
Step5: Click on the Start button to start exporting your data files.
This quick guide is the exact solution to the user query and if you want a precise, safe and fast solution, do not miss any single step written here.
How to Export from Microsoft Office 365 to Any Hard Drive or Other Cloud Accounts?
Why Do Users Across The Globe Need to Export O365 data? – Possible Reasons
Before solving the user query “how to migrate email from Office 365 to PST” we must understand, why a user wants to do this operation.
The few circumstances where users might feel the urge for exporting data to local systems & in various different file formats. Below are the major reasons listed.
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To have an extra copy of your data in legal proceedings and audits.
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To make space in the regular mailboxes, an offline copy is proven to be a boon for businesses.
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If you lose data due to ransomware attacks, you need to find another copy of your vital data files that are not encrypted with the attack.
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The need to end our dependencies on Microsoft to control our data.
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Also, losing data accidentally is another reason to export data on the local system in advance.
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In case of permanent deletion of a termed employee’s Office 365 account.
Know: Is There Any Way to Export PST from Office 365 Online Manually?
We are going to see what are the possible manual methods to convert files in PST format & then save them in the local system. However, it is important for you to keep in mind that, these manual methods aren’t completely reliable.
There are some areas, where these manual methods face errors, but we have included them in the article as they can also solve the basic need to export our O365 files.
PowerShell Method
This method requires high knowledge of PowerShell scripts which is obviously not easy for naive users.
The user needs to perform certain coding or we can say PowerShell scripting to get the work done.
If you aren’t aware of PowerShell & its scripting, you’ll not be able to get the work done and again reach the starting point asking how to export email from Office 365.
e-Discovery Method
This method is relatively less difficult to understand as it does not involve any scripting. It is the only manual solution provided by Microsoft.
You can perform the operations using this method through your Office 365 Admin Control Center.
This method also has several limitations as this is very lengthy and users have to perform all tasks manually by themselves.
How to Export Email from Office 365 Using The Modern Approach
If you want to transfer your files through the modern approach, there are very minimal chances to fail as there are barely any loopholes in this method. You need to install a professional tool, that is full of user-friendly features.
We’ve already discussed this tool in the quick solution above. It’s time to learn the steps we need to follow in order to get the work done in the least possible ways.
1st Step- Install & launch the export tool, Login using your Office 365 credentials. (if you want to migrate data of multiple users, click on the Is Admin checkbox and enter the admin credentials)
2nd Step- Select the file format in which you want to export your data. Tool can export files in .pst(for Outlook), .msg and .eml
3rd Step- Set the file size in which you want to split the PST files.
4th Step- Select the categories you want to export like mails, calendars, tasks, archive mailbox, etc.
5th Step- Apply the Date-Filter which will allow you to export selective information.
6th Step- Click on the Start button to begin the exporting process. You can also download the export report.
[Note-This can be beneficial if you want to use it for future analysis of your operation]
Now if you or any of your known users have a similar query like how to export email from Office 365, then you can easily get the desired results by following the above-mentioned steps.
Benefits of Using The Modern Approach
This approach will provide you with several benefits that are more than enough to understand why it is important to opt for this method rather than the traditional way of PowerShell and e-Discovery.
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Ability to extract data files in multiple file formats like PST, MSG & EML.
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The capability of exporting emails, contacts, calendars & tasks.
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The tool can export shared mailboxes and even In-place archive mailbox to multitudinous file formats.
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You can extract your data selectively, through the date-filter feature this tool provides.
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It can also maintain the status of read/unread emails in the exported files.
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Support Naming Convention utility which makes the management of the extracted data easier for the end-user.
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Feature to split PST files after a certain size limit automatically.
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Supports multiple Office 365 subscription plans.
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If you want to export data of multiple users, you can log in through Admin credentials and that will make the process easy.
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After the successful completion of the process, you can generate the export report in CSV file format for further analysis.
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This method is much faster than other traditional approaches and it also maintains data integrity. Your data is safe only if you’re using a trusted service like the above-mentioned tool.
The Final Verdict
Now as we have studied what are the reasons, that users consider deciding if they need to export Office 365 files or not. Apart from this, we have also what are the possible manual methods. We also stated the limitations of the manual method.
We discussed what can be the best possible solution and why we should switch to the modern approach over the manual one. If you still face any difficulties, you can comment down below and your we will revert back to solve your query as soon as possible.
The final verdict is that, if you want to know how to export email from Office 365, you should follow this article in depth. Also, use the above-mentioned tool to perform this operation and it will give you desired results.
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