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Export Office 365 Mailboxes to PST Using eDiscovery Export Tool

Published By Raj Kumar
Aswin Vijayan
Approved By Aswin Vijayan
Published On January 22nd, 2024
Reading Time 6 Minutes Reading
Category Office 365

I work in an organization that is moving from Office 365 to another e-mail provider (Locaweb). The whole process of exporting Office 365 emails to PST is now in my head and I have no clue how to do that. I have come across an eDiscovery method but as I said I am a novice so don’t know about that also. Can anybody please provide me the complete export Office 365 mailbox to PST using eDiscovery steps? Or suggest me some other way to do the process.

5 Quick Steps to Export Mailbox from Office 365 to PST

  • Step 1. Download & Launch the Software on a PC.
  • Step 2. Login with Office 365 Admin/user Credentials.
  • Step 3. Select the Export Format as PST File Format.
  • Step 4. Choose Mailbox Category and Apply Date filter.
  • Step 5. Click on Start button & export Office 365 to PST.

Like the above user, you too must have faced the same situation. Moving from Office 365 to another mail client can be a very difficult task as O365 does not provide any direct method to do so. There are many technicalities involved in the conversion process. For making it easy for you, we have come up with exceptional two methods to export Office 365 to PST.

Different Techniques to Export Office 365 Mailbox to PST File

There are two methods by which users can Export Office 365 mailbox to PST file format.

  1. Manually Export using eDiscovery PST tool (Complex and Time Taking)
  2. MS Office 365 Export Software (Verified by MVPs)

We will be discussing each method with detailed steps to export Office 365 to PST. Before moving onwards, let us tell you about eDiscovery Utility.

Export Office 365 Mailbox to PST using Automated Export Utility

To avoid the above limitations of the eDiscovery export tool, use the Office 365 Export tool to export PST from Office 365 Online without any hustle. The software provides additional features to import Outlook online mailboxes to EML and MSG. The user can import Archive & In-place Archive emails also with specific dates. Additionally, this software allows you to export Office 365 shared mailbox to PST file format. This software is recommended by experts and Microsoft MVPs as the best tool to perform the export process.

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Software Features That Help to Export Office 365 Mailboxes to PST

  • Export Office 365 mailbox to PST, EML & MSG
  • Dual login option (Admin or User account)
  • Export Office 365 Archive mailbox
  • Date range filter to export selective data
  • Option to Pause & Resume at any time
  • Export O365 emails, calendars, contacts, tasks, etc.
  • Advanced Naming Techniques
  • Easily export O365 shared mailbox to PST
  • Provides Import Analysis & Progress Report

 Export Office 365 Mailboxes to PST using eDiscovery – Alternative Software Steps

1. Initially, Download & Launch the Software.

open the export tool

2. Login with Office 365 Admin or User account credentials.


3. Select the “Email Format” as PST.

export Office 365 mailbox to PST

4. Choose the Category of Office 365 Data and Apply Date filter for each.

select category

5. Finally, click on the Start button and export Office 365 to PST.


Note: If users log in via the Admin account then, the software will enable to export Office 365 shared mailbox and also export multiple users’ Office 365 mailboxes to PST. Whereas, logging in via User credentials only, allow a user to export its own Office 365 mailboxes.

What is eDiscovery Software?

Microsoft Office 365 eDiscovery export tool is a tool from Microsoft which is used to search & export mailboxes from Office 365 to PST. You need to go to the Exchange Online 365 Admin Center and do the following steps to do the procedure.

Steps to Export Office 365 Mailbox to PST using eDiscovery

Step 1. Initially, Sign in to Office 365 service using your Microsoft credentials. Now, navigate to Exchange Online 365 Admin Center to export PST mailboxes from Office 365 Admin Center.


Step 2. In the Admin Center window, select the Security & Compliance option.


Step 3. A new window will appear, now choose the Permission >> + icon from the Security & Compliance Center. Edit the role group of eDiscovery Manager and set it to Export.


Step 4. Hit on the + icon from the next window in order to add an account to the eDiscovery Administrator list. Finally, click on the Save button and continue.


Step 5. Now, from the “Security and Compliance” panel scroll down and click on the “More Resources” tab. Click on the Open “Microsoft Purview Compliance Portal”. Now, click on the “Content search” button and click on “New Search.”


Step 6. Another wizard will open and it will allow you to customize all elements of content search options accordingly. You can enter the respective details for the search like “Name & description & Location” of the respective mailbox that needs to be exported. 


Step 7. In the “Conditions” panel, it allows you to apply various filters and you can further specify a particular language/ region, keywords/phrases, and condition.


Step 8. Once, you have entered all the required details then you need to click on “Submit” and then “Done”.

Step 9. Now the process of eDiscovery will execute in the background. You can also check the status of it by navigating to the “Search” tab.


Step 10. Once, the search gets completed, then click on the “Action” button and then opt for “Export Results”. 


Step 11. Now you will have several different options to choose from, you can select the best-suited output option and click on “Export”. 

[Note: If you want to export data in a single PST file, then do not change any option, go with the default setting and click on Export.]

Step 12. Now it will start the export process, once, this gets finished then go to the “Export Tab” and check the status there.

Step 13. Now you can download the results, and click on “Download Results”. And copy the “Export Key”.

Step 14. Once, you click the Download Results” button then the eDiscovery Export Tool will start automatically. Now paste the “Export Key” and define the destination location in order to save the Exported results in PST formats on your PC.

Limitations of Exporting Office 365 Mailbox to PST using eDiscovery PST Export Tool

The above method is very lengthy and tedious for exporting Office 365 mailbox to PST file format. So, you need to be acquainted with some technical knowledge of Office 365 and PST. Even doing all this takes a lot of time and no guarantee of a complete transfer of data to PST without any information loss. So, what can be done? Do not worry, we have another wonderful solution for you to export your mailbox from Office 365 to PST format. Just read the next section.

Wrapping Up

Exporting Office 365 mailboxes to PST using eDiscovery can prove to be worthless. Instead, use advanced utility to export Office 365 mailboxes to PST. Here, we discussed all the steps in detail. But it is completely your decision to opt for any tool according to your requirement.