Easy Guide to Export Emails to PST from Office 365

One of the most used cloud-based email services is Office 365, which is used by companies and individuals. It securely stores emails, contacts, calendar, and tasks in the cloud and eases data management.

Nevertheless, sometimes the users may wish to back up their mailbox information on the local drive. It is at this point that the demand to export to Office 365 PST exists. A PST file is an Outlook data file that enables you to back up, migrate, or archive emails so that they can be used offline.

Some of the reasons why it is important to export to PST, the manual methods that can be used, the limitations of these methods, and how you can facilitate the process with a professional PST converter tool will be discussed in this blog.

Why Export to PST from Office 365?

Users may wish to generate PST files from their Office 365 account for a number of reasons:

• Backup & Recovery: Mailboxes can be exported into a PST to create a secure backup that can be retrieved in case of accidental deletion or loss of information.
• Migration: PST can make the migration of data between Office 365 and another platform easier or between different versions of Outlook.
• Compliance and Legal Requirement: A significant number of organizations send mailboxes to PST to have them to keep records in order to comply and conduct audits.
• Archiving: PST files can be used to release space in Office 365 and have ancient information easily available offline.

The arguments emphasize the significance of familiarity of both personal and business users with the way in which they can export to PST in Office 365.

Manual Methods to Export Office 365 Data to PST

Two popular ways to manually export PST files out of Office 365 exist:

1. Using eDiscovery Tool (Security & Compliance Center)

Microsoft provides the eDiscovery Export Tool for Office 365 users. Here’s how it works:

1. Open the Microsoft 365 Admin Center and log in.
2. Click on Security and Compliance-> Permissions. Give yourself the roles required (eDiscovery Manager).
3. Open a new Content Search, and choose the mailbox you would like to export.
4. When the search has been done, you want to select the Export Results.
5. Export the mailbox data using the eDiscovery Export Tool to download the data in the form of a PST.

It is not always easy to use by non-technical users, but it is effective when using administrator privileges and when it is necessary to export mailbox data.

2. Using the Outlook Application

You can export emails straight from Outlook if it is set up with your Office 365 account:

1. Start Outlook and choose File/ Open and Export/ Import/Export.
2. Choose Outlook Data File (.pst) after clicking Export to a File.
3. Select the folder in the mailbox that you wish to export.
4. Go to the place and save the PST file by clicking on Finish.

It is a basic technique, though it involves having Outlook installed on your system, and is only suitable for small mailboxes.

Limitations of Manual Methods

Although the methods above are free, they are associated with difficulties:

• Long to use with high mailboxes.
• Needs administrative positions and technical skills.
• Possibility of partial data export.
• It is not able to process corrupt or large mailboxes.

These techniques might be untrustworthy to businesses or users of important data. It is here that a professional PST converter software is required.

Using a BLR PST Converter Tool is a professional solution.

The simplest and surest method to export to PST of Office 365 is by a special third-party application. Pro PST converter software can make it easier with such capabilities as:

• Mailbox (sending whole mailboxes, including the emails, attachments, contacts, calendars, tasks).
• Managing bulk or bulk mailboxes at a time.
• Failing which, the folder hierarchy and email formatting would be lost.
• Offering selective exporting.
• Providing rapid and mistake-free services.

Such a tool guarantees a seamless migration, saves time, and removes the possibility of data loss.

Steps with a Professional Tool

This is how the process usually follows with higher-order PST converter software:

1. Install and open up the PST converter tool within your system.
2. Use your Office 365 authentication.
3. The mailboxes or folders to be exported are chosen.
4. Select PST as output.
5. Click Export and save to the location of your choice.

Your Office 365 data can be saved in a PST file in a couple of clicks.

Final Thoughts

Office 365 mailbox data exporting is an important process that must be implemented in the backup, migration, and compliance procedures. Although manual solutions such as the eDiscovery tool and Outlook can be useful, they might not be feasible, particularly on a large scale. A better option is also to use a professional solution, such as a PST converter tool, that would be accurate and time-saving.

In case you want a sure-footed one, BLR Tools can provide you with strong and user-friendly solutions that can make the process stress-free. It is true whether about individuals or enterprises, having a reliable tool in the process of exporting to PST on Office 365 is the difference.