Monday, July 24, 2023

How To Backup Office 365 Mailbox to PST – Step by Step Guide


In most cases, users need to back up their Office 365 emails in PST file format. For this, users search for a simple solution to backup Office 365 mailbox to PST in an effortless manner. This article will help you to move forward with the same process.

Generally, users prefer the PST file format to back up their Office 365 mailboxes. It is due to the easy accessibility and portability of PST files. Moreover, users can protect their data by adding a password to the PST file.

So, read this article till the end and get in-depth knowledge of this exporting process. Also, users will get the stepwise process to backup Office 365 mailbox to PST file format.

Why do users need to back up Office 365 mailboxes?

We know that Microsoft provides excellent security to its user’s data and provides up-to-date features. But still, it’s your responsibility to prevent your data from future unexpected situations. In the below points, we are sharing the benefits of taking the backup of Office 365 mailboxes.

  • By moving their essential data to PST files, users can avoid future accidental data loss situations, virus attacks, and many more.
  • The users can move their data easily to the other systems after backing up the Office 365 mailboxes into Outlook PST.
  • If you backup Office 365 mailbox to PST format, you can free up the storage in the Office 365 cloud.
  • The backup is also helpful for users if they are looking to move to another platform.

Above-shared are the common reasons for which users look to perform the backup process. Moreover, there could be more reasons that insist on backup user mailboxes to PST. Now, we will share the solutions to complete this backup task.

Methods to save the Office 365 mailboxes to Outlook PST

Users can go with two methods to backup Office 365 mailbox to PST file format. One is utilizing the native method, and another one is using a professional third-party tool. Here, we will give you the stepwise procedure of both methods so you can process this backup task in simple ways. First, we share the steps for the manual method and then start a discussion on the professional method.

Native method to back up Office 365 mailboxes

The native method to complete this backup task is the eDiscovery Export Tool that Microsoft provides. In this method, we are going to use the search content option to backup Office 365 mailbox to PST file format. Let us discuss in detail the stepwise process to complete this task in an effective way.

Step 1: Log in to Microsoft 365 and click the Admin Center tab.


Step 2: Click the ‘Security & Compliance’ under Admin Center.


Step 3: Afterwards, tap on the ‘Permissions’ option.


Step 4: Later on, choose the ‘eDiscovery Manager’ option.


Step 5: On the eDiscovery Manager page, press on the Edit role group option.


Step 6: Then, navigate to Security & Compliance and choose the Content Search option.


Step 7: Click on the ‘+ New Search’ option to create a new content search.


Step 8: Then, choose the data that you want to backup from Office 365 mailboxes to Outlook PST file format. Also, you can use the “Add conditions” as per your requirements.


Step 9: Click the Select Specific Locations and then press the Modify… option.


Step 10: Choose emails or specify the mailboxes through Choose user’s group option.

Step 11: You can also backup Share Point data and Public folders by permitting the Public folders option.


Step 12: Click on the Save & Run button to continue with the process.


Step 13: Enter a name for the content search, provide a description and press the Save button.


Step 14: Then, the search will start in the background.


Step 15: After that, hit the More button and then click the Export results.


Step 16: Later on, press the Export button to backup Office 365 mailbox to PST format.


Step 17: Press the Exports tab and view the list.


Step 18: Tap on the Download results and copy the Export Key.


Step 19: Click the Install button to start downloading the eDiscovery Export tool.


Step 20: After completing the download, paste the key. Choose the location where you want to save the resultant PST file in your system.


Step 21: Click on the Start button to begin the backup process.


Backing up Office 365 mailboxes is easy, but choosing the right method may take time for the users. As you can see that the eDiscovery Tool has multiple steps that make this task lengthy and time-consuming. 

Even after completing the steps successfully, there are still some limitations that users may face to backup Office 365 mailbox to PST file. It doesn’t give the guarantee of maintaining the folder hierarchy and meta properties of the data.

Now, we will share a professional third-party tool to simplify this backup process for the users. Utilize the Shoviv Office 365 Backup and Restore Tool to conduct the Office 365 data backup process. 

Let us read about its features and work to finish this backup task.

A Better Way to Backup Office 365 Emails to Outlook PST

Saving important data of Office 365 to PST is not a challenging task for users who have proper guidance and solution to perform this task. So, go for the Shoviv Office 365 Backup and Restore Tool, which is an automated solution to perform this backup task. 

It also offers a user-friendly GUI so that all users can back up Office 365 mailbox to PST file format using this software. It provides several file formats to save your Office 365 mailboxes, such as PST, EML, HTML, and MSG. 

Users can get practical knowledge of this professional third-party tool by downloading its free demo version. Follow the next section to learn the steps to back up user mailboxes using this professional third-party software.

Detailed stepwise procedure for backing up the Office 365 emails

Complete the Office 365 backup task by using the below-shared stepwise process of the Shoviv professional third-party tool. 

Step 1: Open the Shoviv Office 365 Backup and Restore Tool on your system. Click on the Connect Office 365 option.


Step 2: Enter the required details to create a Project. Click the Ok button.


Step 3: Click on the Backup Directory tab and choose the (+) option to create a new backup directory.

Step 4:  Enter the location path to save the resultant PST file. Provide a suitable name for the resultant file and click the Ok button.


Step 5:

  • Press the Backup Jobs tab.
  • Choose the mailbox type.
  • Click on the (+) button to create a new backup job.

Step 6: Then, choose the mailbox to backup in PST format.


Step 7: Apply filters and use the scheduler option as per your requirements.


Step 8: Click on the PST option from the given file formats options to backup Office 365 mailbox to PST file format. Then, click the Create Backup Job option.


Step 9: Run the backup job to save the Office 365 data to PST whenever you want. 

Step 10: Once the process is completed, tap the Ok and click the Finish button.

Wrapping Up

This article focused on the solutions to backup Office 365 mailbox to PST file format. In the end, we advise users to choose the Shoviv professional third-party software for conducting this backup task. Also, users try its features by using its free demo version, which permits of processing the first 50 items per folder.