How to backup Office 365 Mailbox to PST?

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  • Updated on December 18th, 2020

Synopsis: In this post, we will discuss the easy methods to backup Office 365 Mailbox to PST.

Office 365 is the brand name used by Microsoft which includes MS Office and other utilities, such as email and collaboration, from Microsoft’s cloud server. Other features that are included in Office 365 are OneNote, Publisher, Skype for Business, Access, etc.

These are used widely by many users.

On the other hand, Microsoft Outlook is an e-mail client that comes as a part of the Microsoft office suite. This has been in use for a long time and is often used for the purpose of emailing, maintaining a calendar, contact, taking notes, journal, etc. Outlook stores information and data in two different file formats known as OST and PST.

Reasons to export Office 365 Mailbox to PST

Since the office 365 doesn’t provide any built-in option to export the Office 365 mailbox to PST file, users might need to use the manual method or the professional method to migrate Office 365 mailbox to PST file format or to take Office 365 email backup.

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 examining.
  • For easy and smooth sharing of mailbox data with others including Office 365 users.
  • For reducing the size of Office 365 mailbox: By export Office 365 to PST the user can reduce the size of Office 365 by keeping back up of Office 365 mailbox in PST file format.

Methods to Backup Office 365 Mailbox to PST?

If you wish to export Office 365 mailbox to PST successful, there are two options:

1.By using the manual technique.

2.By using professional Office 365 Backup and restore tool.

Method 1. Manual method to Export Office 365 mailbox to PST

  • Login to Office Account online with your Administrator credentials
  • Next, Go to Admin  and select Exchange
  • Click Permissions from the left pane. Go to Admin Roles >> Discovery Management
  • From the option of Discovery Management, click ‘+’ sign to add Roles
  • Now click on ‘Mailbox Import/Export’ below roles
  • In the ‘Members’, click the ‘+’ sign again and click once on the name of the user
  • Click on “Save” after finishing the necessary steps
  • Next, Go to “Compliance Management >> in-place eDiscovery & hold” and click on the New (+)
  • From “In-Place eDiscovery & Hold” dialogue box, type the name and click on the Next button
  • After that choose the all mailboxes by clicking on “Search all mailboxes” or the selected ones by “Specify mailboxes to search” option and adding the ‘+’
  • Set the filters and click on the Next button from the next ‘Search query’ screen
  • The next dialogue is “In-Place Hold Settings” from where you can specify the number of days for which the items are to be kept before they are deleted from the server
  • After that, click on the “Finish”
  • After a confirmation message, click on “Close”
  • Now finally search list will be displayed, after that click on the downward arrow to export the .pst files

Limitations of the manual solutions to import Office 365 mailbox to PST

  • The manual method for the export office 365 mailbox to PST conversion is a long process and takes a long time.
  • Entire emails, calendars, contacts, and entire contents cannot be exported altogether.
  • There are no filter items provided to export items
  • This manual method is suitable for people with technical expertise.

Method 2.Professional solution to export Office 365 mailbox to PST

Using the SysInfo Tools Office 365 backup tool is the easiest way to backup Office 365 Mailbox to PST, EML, EMLX, MSG, MBOX, HTML, and MHTML file formats.

You can also export Office365 Emails and Folders to Hotmail, Gmail, Yahoo Mail, Zimbra, and IMAP.

With this tool, you can also backup Emails, Contacts, Schedule Meetings, and Calendars of Office365.

For using the Office 365 Export tool, you can follow the steps given below:

  1. Start by launching Office 365 Backup Tool and Select Backup Option
Steps to save Office 356 files to PST format

2. Enter the Credentials of Office 365 and log in and choose the file formats you wish to save the files to.

3. At the End of the process, the user will receive a confirmation message.

4.To Import PST files in Office 365 Select Restore or Backup option.

5. Enter the Email Address and Password of Office 365 and click on ok to close the process. After some time the user can view all the PST files in his Office 365 profile.


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

You can also read the post:

[Easy Methods] How to backup Gmail emails with attachments?

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