How to Export Office 365 Mailboxes to PST Locally?

Exporting Office 365 mailboxes to PST files is a practical approach for creating local backups, archiving data, or maintaining compliance. PST (Personal Storage Table) files can be opened in Microsoft Outlook and stored locally for offline access. Below is a step-by-step guide on how to export Office 365 mailboxes to PST files locally.

Use eDiscovery in Microsoft Purview Compliance Center
Microsoft provides a native method using eDiscovery to export Office 365 mailboxes to PST:
• Step 1: Log into Microsoft 365 Compliance Center
Visit https://compliance.microsoft.com and sign in using an admin account.
• Step 2: Assign eDiscovery Permissions
Go to Permissions > eDiscovery Manager and add the user account to the role group. This may take a few minutes to reflect.
• Step 3: Create a New eDiscovery Case
Navigate to Content Search under the eDiscovery section. Create a new case, give it a name, and add search criteria like mailboxes or keywords.
• Step 4: Export Search Results
After the search completes, click Export Results. Choose the option to download the results with the PST format. A downloadable link and an export key will be generated.
• Step 5: Download Using Export Tool
Install the Microsoft Export Tool provided in the link, enter the export key, and choose a destination to save the PST file locally.
Alternative: Use Third-party Tools like Shoviv
While Microsoft’s eDiscovery method is functional, it can be complex and time-consuming. Third-party tools like Shoviv Office 365 Backup and Restore provide a much simpler and more flexible way to export mailboxes to PST. These tools offer advanced features like:
• Incremental backups
• Selective export (folders/items)
• Automated scheduling
• User-friendly interface
• High-speed performance
They are ideal for IT admins who want efficient, secure, and large-scale PST export without manual effort.
Conclusion
Whether using Microsoft’s native eDiscovery method or opting for third-party solutions like Shoviv, exporting Office 365 mailboxes to PST locally helps ensure data availability and compliance.

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