How to Migrate Office 365 Mailbox to PST with or without Powershell

How often do you backup your Office 365 data? Or do you ever feel the need to save your Exchange online data locally?

Whenever these type of queries are asked to O365 users, almost all of them give common replies, “Why should I? My data is safe in cloud”.  Most of the users think that there is no need to keep a backup of their O365 data because Microsoft has provides automated backup solutions. But they don’t know that this data is kept safe for only 14 days and gets permanently deleted after this time limit is over. So what should be done to avoid this problem? The answer is simple, you have to migrate Office 365 mailbox to PST and keep them safe on your local system, so as to use the data in case something unfortunate happens. Now the question is how to perform this backup procedure?

A few facts about Office 365

MS Office 365 is the most widely used application that provides a complete set of new and advanced features to its users. Depending on the subscription plans, Office 365 users get the benefits of emailing, accessing MS Office Suite applications, Free 60 Skype minutes per month, free storage space and so on. Since the app is completely cloud based, it allows users to access and manage their data at any time and from anywhere.

How to Export Office 365 Mailbox to PST from Portal

Office 365 doesn’t provide any direct export option to save its data locally. But you can manually export office 365 mailbox to PST using PowerShell. To know the complete process, follow the below steps :

• Office 365 administrator account : admin@example.onmicrosoft.com 
  
• Office 365 tenant account whose data is extracted locally : abc@example.onmicrosoft.com
  
• Helping account created in MS Outlook : xyz@example.onmicrosoft.com
  

Step 1 : Connect with Exchange Server

Run the following command and login with O365 admin details : admin@example.onmicrosoft.com)

         $UserCredential = Get-Credential

Now Type the below command to migrate and save Office 365 mailbox to PST :

         “$Session = New-PSSession -ConfigurationName Microsoft.Exchange -ConnectionUri https://outlook.office365.com/powershell-liveid/ -Credential $UserCredential -Authentication Basic –AllowRedirection”

Run the below command

          “Import-PSSession $Session”

Step 2 : Grant Access Right to user mailbox for starting export procedure

The following command will give xyz@example.onmicrosoft.com user account full access rights to export abc@example.onmicrosoft.com mailbox data from O365 account to PST.

“Add-MailboxPermission – User xyz -Identity abc -AccessRights FullAccess -InheritanceType All”

Step 3 : Create New Account in Outlook

Now start MS Outlook, create xyz@example.onmicrosoft.com user account. Please ensure that abc@example.onmicrosoft.com user account is appearing on the left side of Outlook window. The entire configuration process may take a while to complete.

Step 4 : Check Configuration Settings

Now go to File >> Account Settings >> select account to check configuration settings

Click change button to export O365 data in PST. Finally, enable the option “Use Cached Exchange Mode” and make sure that “Mail to keep Offline” is set as All.

Step 5 : Extract PST from Outlook

Open Outlook >> File >> Open & export >> Import/Export

Choose Export to a File, click Next

Choose Outlook Data File (.pst) ,tap Next

Select abc@example.onmicrosoft.com from the drop down list of mailbox folders. Make sure to select the “Include Subfolders” option >> Next.

Enter the name and navigate to the location to save PST file, select desired options and then click finish button.

Step 6: Remove Permissions

After the O365 backup to PST process is completed remove previously assigned permissions. To do that use the following command :

“Remove-MailboxPermission -User xyz@xyzexample.onmicrosoft.com -Identity abc@example.onmicrosoft.com -AccessRights FullAccess”

Step 7: Close PowerShell Session

Now Exit the opened session:

“Remove-PSSession $Session”

As you can see that the manual process is quite lengthy to follow and is not feasible for all users. Not all users are technically sound enough to complete this process, so they look for another alternative to export their Exchange online mailbox data to PST. Now the big question is how to get best solution to export office 365 mailbox to PST from portal? Well the solution is :

Office 365 Backup Utility – Advance Solution to Migrate Office 365 Mailbox to PST

Using a third party tool is the best option for non-technical users to effortlessly perform the required task with desired results. One such utility is Office 365 Backup software that provides easy and accurate solution to migrate Exchange online data to PST, locally. The tool has a simple GUI, which is its highlighting point, and is quite handy to use. Both technical and non-technical users will find this application to be simple to use and effortlessly perform the task of migrating cloud data to on-premises. Following are the benefits provided by the application :

• Supports migration of cloud database to multiple formats – PST, PDF, EML, MBOX and EMLX
  
• Application Impersonation option allows transfer of complete mailbox data of multiple user accounts from O365 admin account to PST
  
• Date filter option allows selective migration of Exchange Online data locally
  
• Export Office 365 emails, contacts and calendar items to PST with exact details
  
• Simple graphical interface allows easy Office 365 export to PST process
  
• Works with all Windows OS, including Windows 10 too.
  

How Office 365 Backup software works?

The software offers a simple GUI and provides very simple steps for exporting Office 365 mailbox data to PST. Look at the below screenshot providing detailed process for how to migrate Office 365 mailbox to PST.

Conclusion

Saving a backup of cloud data to local system is normal these days. In the above article we have seen both manual and automated techniques to migrate Office 365 mailbox to PST. You can choose according to your comfort and requirements. If you are a technical user, then you can easily go with manual method. But if you are not comfortable with the complex manual method, then you can opt automated solution, i.e., Office 365 Backup Software. The application is also available as a FREE demo utility that allows saving of first 100 emails and 25 other items locally, free of cost. After getting desired results with the demo utility, you can go for the licensed edition of the software.

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Created on Sep 11th 2018 07:10. Viewed 308 times.

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