How to Export Office 365 Emails to Outlook PST

Trick to export emails from Office 365 to Outlook

Exporting mailboxes from cloud like Microsoft 365 to a local PST can be highly complex. To stop data loss or corruption,it needs proper attention and a reliable solution to complete the export. Office 365 and MS Outlook both are well-known email clients across the globe. Due to the database,moving to desktop-based clients is a need for users to export from Office 365 emails to MS Outlook. In this blog,we will discuss a simple trick to complete the export in a few minutes.

Prime reasons to export emails from Office 365 to Microsoft Outlook

There could be plenty of reasons to export Office 365 emails to MS Outlook but the primary reasons are –

• Backup– Cloud-based applications are convenient to store emails and data online to access them anytime. However,data loss possibilities are high in cloud platforms due to hacking,viruses,etc. Therefore,to save your crucial data,taking a backup of Office 365 emails is the best option.
• Archiving– Cloud applications offer limited storage space as they come with subscription packages. If you are facing storage issues,you need to upgrade your subscription or delete some items. At that point,archiving is the best practice.

Method 1:Transfer Office 365 to PST through Microsoft (Manual)

Before beginning the manual process,ensure the local requirements are met:

• Windows 10 or 11.
• Microsoft .NET Framework 4.7 or higher version installed on the system.
• Microsoft Edge browser (or Google Chrome/Mozilla Firefox with the ClickOnce extension enabled) to properly launch the Microsoft Export tool.

Steps:

1. Log into your Microsoft 365 admin account and assign the account eDiscovery Managerpermissions via role assignments.
2. Navigate directly to the Microsoft Purview Portal(purview.microsoft.com).
3. Click on Solutions,expand eDiscovery,and choose Content Search.
4. Click the New Searchbutton to configure a new automated query,naming your migration task clearly.
5. Under Specific Locations,enable Exchange Mailboxesand select the target mailboxes you wish to extract to PST.
6. Run the search. Once complete,click Actions→Export Results.
7. Copy the generated Export Keyfrom the portal,run the downloaded Microsoft eDiscovery Export Tool,paste the key,and choose your local saving directory to begin downloading the PST.

Demerits of manual approach

• The manual method is a complicated task.
• It becomes tedious and confusing for non-technical users.
• It demands proper knowledge to perform the migration.

Method 2:Use Softaken Office 365 Backup Pro for a 1-Click Export

As we discussed drawbacks of the manual solution,it becomes tough for a non-technical person to perform such a complicated task. Therefore,it is advised to pick a third-party tool such as Softaken Office 365 to Outlook Exporter. The application exports the database swiftly and needs no technical expertise to operate.

The process of exporting emails from Office 365 to Outlook with the software is as follows –

• Run the software and enter credentials of your Office 365 account.

• This will connect with your Office 365 account. View all items and specify a folder or all folders to export.

• Select PSTin Export Options.
• Go to the Browse button and add a location to save the exported database.

• Finally,hit the Process Nowbutton.