Best Techniques to Backup Office 365 Mailbox to PST

Nowadays, every user is receiving a number of emails in bulk. These emails may consist of crucial information which will use as an extract for professional purposes. Therefore, emails should store in a personal folder that allows users to access them easily. As a result, it is necessary to backup Office 365 mailbox to PST files so that data can effortlessly restore. If in case, we have deleted information accidentally.

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Office 365 expands in every organization and has several plans for every type of business. It includes MS Office and other utilities, such as email and collaboration from Microsoft’s cloud server. This write-up will discuss various methods to export O365 mailbox to PST. Further, we will discuss a reliable solution, Sysinfo Office 365 Backup Tool. It will directly transfer your O365 mailboxes to PST file format. But moving ahead, you should know the reasons for exporting mailbox items of O365 into PST files.

Reasons to Export Office 365 Mailbox to PST

A few advantages that the users get by exporting Office 365 Mailbox to PST are:

  • Users can save or backup emails on the local machine/system/ External drive
  • Email content can be made available for forensic examination.
  • For easy and smooth sharing of mailbox data with others, including Office 365 users.
  • For reducing the size of the Office 365 mailbox: By exporting Office 365 to PST, the user can reduce the size of Office 365 by keeping a backup of the Office 365 mailbox in PST file format.

Now, we will discuss the requirements to backup 365 mailbox to PST.

Requirements to Backup O365 Mailbox to PST

Now, we will use eDiscovery Export Tool and Content Search to export O365 mailboxes to PST. But before, we must have an eDiscovery Manager role under the Microsoft 365 Compliance Center. Follow the below steps:

  • First, sign in Microsoft 365 Admin Center.
  • After that, click the Compliance option in the menu bar to launch the Compliance Admin Center.
  • Then, click on the Permissions button > Compliance Center Roles. 
  • Choose eDiscovery Manager.
  • Ensure to opt for the Export Role in the Assigned Roles.
  • Now, click the edit button of eDiscovery Administrator. 
  • Afterward, Click + Add button.
  • Make sure to add the list.
  • In the end, click the Save button to complete the procedure.

Now, we will discuss methods to clear all your doubts.

How to Backup Office 365 Mailbox to PST?

Since Office 365 doesn’t provide any built-in option to export O365 mailbox to PST files. Users need to use a manual or professional solution to migrate Office 365 mailbox to PST file format. Also, they can take Office 365 email backup.

Method 1: Export Office 365 Mailbox to PST Manually 

  • Go to Microsoft 365 Compliance Center > Create new Content Search > click on (+) New Search.
  • After that, type the name and description in a new dialog box. Click on the Next button.
  • To export mailboxes, enable Exchange Mailboxes and click on Choose users, groups, or Teams. 
  • Now, choose the mailbox you want to Export. Here, search for the Correct User and click the Done button.
  • Leave all the conditions as it is and finish the Content Search.
  • Afterwards, choose Actions > Export results.
  • Then, we will opt for All items, including ones that have unrecognized format… in the Output Options, and One PST file for each Mailbox for Export Exchange Content option. Click the Export button.
  • Here, download results to download eDiscovery Export Tool and approve the security warning.
  • Make sure to copy the migrated Key. Mention the copied key, location, and Advanced Options under the eDiscovery Export Tool.

Wait for a while to complete the finishing process. We have discussed a manual procedure in the above section. But every manual solution has some loopholes. The manual method for the export Office 365 mailbox to PST conversion is a long process and takes a long time. It is only suitable for people with technical expertise. You can not migrate contacts, calendars, emails, and other items altogether. If you don’t want to face any such error, go with the third-party utility.

Reliable Procedure to Backup Office 365 Mailbox to PST

Sysinfo Office 365 Backup Tool is an efficient and comprehensive software. It helps users to migrate their O365 Mailboxes to PST files directly. This versatile utility transfers entire mailbox items, such as contacts, calendars, emails, and tasks, to PST files. There is a preview feature where you can easily view your desired files in a preview panel. With the help of this utility, users can also perform the Office 365 to Gmail migration. Now, we will highlight the working of this top-notch wizard. It will assist users to have a better understanding in your mind.


  • First, download and launch the Office 365 Backup Tool on your system.
  • After that, select Office 365 and authenticate the login process.
  • Then, select the emails you wish to export as PST file formats.
  • Here, preview your desired emails in a preview panel.
  • Now, select PST as a saving format.
  • Make sure to set the location where you will save your resultant file.
  • In the end, click the Convert button.

It will migrate Office 365 mailboxes to PST files efficiently.

Final Words

In this blog post, we have discussed the easy methods to Backup Office 365 Mailbox to PST file formats. We would suggest you use the manual procedure if you have some technical knowledge. But, if you are a newbie and wish to export Office 365 files, it is best to use the Office 365 email Backup software.

About The Author:

I'm a content writer in the field of Email Migration, Data Recovery, Email backup, and File Management. I started this writing career two years back. I think the vast range of information in this industry is the reason I am so fascinated to read about the newer techniques and technology.

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