Microsoft provides seamless and easy to use online solutions for all kinds of business works. You can prefer the brand and its tools for calendar management, emails, online storage, and many more things. The most preferred of these is the office 365-the emailing services of the company. Millions of businesses and individuals around the globe use this tool.
But, like every other tool out there, this emailing service also needs backup. The best way to make this backup is to convert its data into PST. This post will tell you how to export PST from office 365 with and without external tools. Here's the list of the section this post will cover.
According to the line of work and field requirement, the user of Office 365 can find several reasons for exporting PST from Office 365. However, there are mainly two reasons for doing it:
1. To Save Space
The PST files are a bit more compact than the standard office 365 format files. Therefore, converting an Office 365 file to PST can save a lot of space. Moreover, since PST backup the data offline, you can remove the files from online space and save some bucks spend on online storage space. It is also a good option for business as the PST files are easy to store for a long time without much hassle.
2. To Create Backup
Converting the office 365 files into PST allows you to save the archive of your mailbox into your local drive. You can then use these archives offline. The backup also comes in handy during events like Ransomeware attacks, and data losses.
Office 365 administrative tools include all the options that you would need to convert its files into PST format. It's a manual method and will take a bit more time and knowledge than a tool, but it's hassle-free. There's no need to pay for any external tool, or downloading tasks for it.
Here's how you can use the inbuilt tools for the conversion process.
Step 1: Access your account using the administrator credential and browse to the discovery management option in the admin roles options using the left pane.
Step 2: In the 'Discovery Management' section, look for the plus '+' sign and click on it to access the 'Add Role' section.
Step 3: Below the new add role section, you will see the option 'Mailbox Import/export' that you can use to export PST files.
Step 4: Now go to the 'Member' section and again click on the plus sign. Then click on the user name and the 'Save' button.
Step 5: After saving, visit Compliance management and open the in-place eDiscovery&hold tools under it.
Step 6: Find the plus sign under this tool and click it. Then in the dialogue box that opens, type the username and click on the 'Next' button.
Step 7: Now, select all the required mailboxes using the 'Search all mailboxes' or the 'specify mailboxes to search' options and the addition sign. Then set the filter for the search and click the 'Next' button in the search query screen.
Step 8: In the dialogue box that pops, office 365 will ask you about the days before it can delete the exported files from servers. Select your preferred option and hit the 'Finish' button.
Step 9: Finally, click on the 'close' button and confirm the file generation. Office 365 will start to convert the files and display a complete tab once they are all done. You can then download the files and store them into your preferred location.
The manual method to export the Office 365 mailbox to PST is a great option, but it has limitations. For instance, it's a very long and complicated process that needs considerable time to initiate the conversion process. The methods also lack the option to convert more than one type of data in a single go. You have to start it differently for emails, calendars, contact, and all other available data types.
Another loss of this method is that it doesn't have filter items for the exported files. Therefore, you may need to switch to a third-party application for the whole conversion process. The following are some applications that you can consider for it.
1 Systools Office 365 Export Tool
The SysTools office tool is a PST exporting tool developed by the company of the same name. It allows you to access and extract data from office 365 as well as the Microsoft Exchange online mailbox and then convert it into formats like PST, EML, and MSG.
The tools offer several data and category filters that you can use for the exporting task. It also has the split feature to convert the PST files into separate sections for easy management purposes. The best part is that it supports multi-windows so you can use it to export more than oneo365 mailbox at the same time.
2 discover office 365 Export Tool
This tool is one of the best tools to export PST from OWA and other o365 file formats. The tool is quick, easy to use, hassle-free, and includes a lot of interesting features for the task. It can help you to export complete data in the O365 account as well as the in-place archive files.
It also includes the option to retrieve only specific parts of the data and the Pause/play function for uninterrupted usage. The most exciting part of the software is its migration report. You can use it to create a migration report of your data, which will include complete details of user ID, contacts, calendar, and several more.
3 Shoviv Office 365 Mailboxes To PST
Shioviv is an advanced level PST conversion tool that comes with a comprehensive range of upgrades for the task. Built with an advanced algorithm, it allows you the option to export o365 and exchange account into PST format as well as the tools to import them.
The user-friendly application also offers you slight tools to recover corrupted files and repairing damaged ones. It also offers you tools to prevent issues like duplicity while filing the conversion process.
The software also offers very decent compatibility, which makes it perfect for individuals as well as the enterprise versions of outlook. You can check out its demo version before you buy it for your work.
4 Advik Office 365 Backup Tool
Advik office 365 is a complete package of backup tools for o365 and some similar outlook services. It allows the users to export the o365 files into PST, MSG, EML, PDF, and several other file formats to simplify their usage. It also allows the users to import these files to the office for future uses.
The tool is one of the very few tools that support cloud migration and email migration from office 365 to Gmail, G Suite, and outolook.com. It's even compatible with windows account live, Yahoo and Rediffmail, and several such services.
The other features of the application include multi-language support, multiple filters, IMAP migration, advanced security protocols, key retaining feature, and several others. The application is a bit expensive, but it's well worth it, and you are free to check its demo version before paying for it.
5 Stellar Converter For Office 365
Stellar is a professional office 365 solution that can interact with your O365 account to extract its data. It can help you to read the data of your O365 mailbox and convert it into formats like PDF and PST for easy access. The backup software also allows you to attach multiple accounts and run multiple conversions for this specific task.
The best part is that the tool is also active for single mail backups and subfolder management; you can use it to create folder individual folders for all data types in your O365 account for easy access and navigation. Its log keeping support and preview feature is a further bonus for its users.
Many times when you export PST from office 365 online with the third party or admin tools, the files get damaged or corrupted. It's a scenario that is accidental and beyond your preparation, but you have a way out of it - Wondershare Recoverit data recovery software. This app can help you not only to cure the files but also to recover the lost ones.
The application is available on both Windows and Mac platforms with the same option and user interfaces. You can use it on both of them using the steps described below. For Email recovery, Recoverit Data Recovery only supports Outlook mailbox local file recovery.
Step 1: Select Location
Download Wondershare PST recover tools, install it, and then run it using the desktop icon or from its folder.
Once it opens, select the location or the drive where the deleted files resided before you lost them. Then click on the 'Start' button at the bottom right hand to begin processing.
Step 2: Scan For Files
After you hit the start button, WonderShare will start to scan the location for traces of lost files.
It will also show some filtration options that you can use to simplify the process. You can use them to locate the file manually using the file path or shorten the file list by specifying the file type.
The Wondershare tool also offers a break-in option to stop or pause the scanning as soon as you find the files.
Step 3: Save The Files
Once you have the files, use the preview button to ensure that they are the right ones, and you can end the process.
If files are right, click on the 'save' button. The Wondershare application will open pop-up windows and ask for the location.
Browse to the required folder or fill in its path, and the recovered files will get stored in the folder. You are free to use any location, but try not to use the drive that contained the lost files.
The Bottom Line
With the advancement of technology and trend like personalization, storing data is one thing that you cannot avoid. However, it needs a lot of online space to store the data files, which not only makes you vulnerable to online frauds but also increases the cost of buying the storage space.
In such a scenario, file formats like PST can be very beneficial. So, use the data and tools you read, use them to export PST from office 365, and save some online space. And don't worry about the security of these files, they are offline storable, which means you can always recover them back using the Wondershare PST recovery tool.