Ways to Backup Emails from Office 365 to PST File Format

Posted by Albert on February 9th, 2021

Microsoft does not afford an approach to back up Office 365 mailboxes using the native tools; the stress-free workaround is enabling process hold for your mailboxes. By the way, where a copy of Exchange mailboxes has to be kept separately, Office 365 approves the user to export the contents of the mailboxes to PST format. 

Why are users going to Backup Office 365 Mailbox items?

See below how exporting Office 365 will help you in different scenarios

  • A dangerous situation where you must data for Legal / Audit purpose
  • An Office 365 admin account got hacked by a secret person or group
  • Not Depending only on Microsoft to control your data
  • Need to keep Mails & files for an extensive period
  • Data Loss due to unintentionally deleting Office 365 account items
  • Forever delete an Office 365 User or Ex-user account
  • Cloud Ransomware violence result in encryption of business account data

Exporting data from Office 365 to Outlook PST is an excessive solution, that will help a specific user or admin of an organization to evade or speechless the situations.

Fast Methods to Export Office 365 Email to Outlook PST

Now, two methods are available used to export Office 365 mailboxes to PST format. The steps are quite complex and want adequate technical knowledge to make the same.

  1. Content Search eDiscovery tool.
  2. Shoviv Office 365 Backup and Restore tool.
  1. Content Search eDiscovery tool.

Content Search eDiscovery tool is used to examine and catch data from the mailboxes/public folders of Exchange Online. Future, users can export this data to PST files for impending use. On the way to export Office 365 Mailbox to PST free, you must log in to your Office 365 account and get to Exchange Admin Centre.

a) First, take care that you are a member of the eDiscovery Executive role group. If you are not, add manually.

b) Now you essential to create a new Content search. In the Content search, you can choose the mailboxes which you want to export. You can also filter your mailboxes previously exporting. Finally, you can export this search.

c) Just once the Office 365 export mailbox to PST procedure is completed, you can download the search results to your computer.

By given that the export key that you get while moving the search results, you can save your Office 365 mailboxes as PST files to your system. Once office 365 mailboxes are back up by way of PST files, you can use those files to right to use your mailboxes yet again in case of data loss.

It was the manual method to backup/export Office 365 email to PST file format. In the manual method, the user has to do the steps properly, because of a little mistake and all your Office 365 mailbox data will become unapproachable. Further, the manual method is inefficient, and users must sound technical.

Due to the manual method’s provisions and the risk of data loss, users have a preference for the smart Office 365 Backup and Restore Tool.

  1. Shoviv Office 365 Backup and Restore tool

Shoviv Office 365 Backup and Restore software built by Shoviv is a multi-functioning utility as it lets users take backup and restore Office 365 mailbox. This software backup Office 365 mailboxes to PST file format and simplifies to restore mailboxes to Office 365.

This software has various user-centric features:

  • The software retains a convenient and handy GUI, which creates this tool easy to access. It can use by everybody (Non-technical and beginners).
  • This multi-function utility permits users to schedule the backup task daily, weekly, and monthly. With this feature, one can be assured of a suitable backup.
  • To make the backup and repair process relaxed, Shoviv Office 365 Backup and Restore Tool comes with the option to filter based on Date range, Message class, and Folder filter.


To do it correctly a specialized Office 365 backup tool is a must. Shoviv Office 365 Backup and Restore Tool is proper for this and it comforts easy processing. The software comes with plentiful features and offers a professional way out for this. To check its functioning, a free trial version of the tool is also available, which allows backup of the first 50 items in each folder

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Joined: November 4th, 2019
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