How to Export Emails from Office 365 Using an Instant Method?

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How to Export Emails from Office 365 Admin Center Simple Solution 

What could be the methods to learn how to export emails from Office 365 for various personal & security reasons?

Those users who work in an organization may draft & receive various emails containing important & sensitive information.

You might need to access these emails at any time when there is a poor internet supply or server connectivity is slow.

But when you export this data locally, it creates a possibility to access messages in the offline mode as well. It also works as a backup or a second layer of protection to the data stored online.

Therefore, experts recommend users export to PST from Office 365.

The methods for the same procedure are many but how many of them are successful is not entirely known.

Every technique has its own drawbacks and a lot of them are not recommended by professionals since manual methods are free & there is always a thing or two wrong with the free methods.

This is why we are here with the best and the most popularly known solutions only.

Method 1 – How to Export Emails from Office 365 in an Effective Way?

There is one method to perform this type of operation with no signs of data loss and as per user’s requirements i.e. Instant Office 365 Email Backup Software.

The backup tool is capable of performing the following functions:

  • Export the data from the user mailbox in bulk without wasting any time
  • Provides the option to export files from the Shared Mailboxes
  • You can apply Date-filter to export data selectively from a time-period
  • Use the Concurrent Backup feature to export to PST from Office 365 in batches
  • Run the entire process again or retry the failed items only as needed
  • It is possible to recover the deleted files from the backup using the Restore option
  • The software is available for Windows 10 (64-bit) & Windows Server 2012

Now that the features are all clear, let’s start with the working steps of the tool.

Instructions to Use the Tool for Creating an Export Locally

  1. Download the tool & run it on your local machine. Move towards the Setup tab & click on the Source as Office 365 & Destination as Outlook to start learning how to export emails from Office 365.step1
  2. Go to the Workload Selection section & mark the Categories you would like to export. Mark the Date-filter option beside every chosen item if the need be.step2
  1. Then, in the Source tab, enter the admin credentials for Office 365 and make sure to assign the permissions by clicking on the Validate button. Hit Next.step3
  2. Select the Destination & File Size in Outlook Window and hit the Validate button. Click on the Next button.step5
  3. Add user IDs by clicking on the Fetch Users to Import Users option.step6
  4. Hit Start Backup to finish the process.step6

Method 2 – Export to PST from Office 365 Via Manual Method

This manual method explains the use of the e-Discovery Content Search Tool which is built to export an Outlook data file from Office 365 mailbox. The lack of a direct method usually makes it difficult to choose between the other techniques.

Pre-Requisites of this method:

  • Windows 7 & later versions on (32 & 64-bit)
  • Microsoft .NET Framework 4.5 or later
  • Internet Explorer 10 or other versions involved. Install Click Once add-in while using Mozilla Firefox or Google Chrome

After meeting these requirements, learn the steps.

Guidance to Learn How to Export Emails from Office 365 Manually

  1. Sign in to your Office 365 account. Navigate to the Admin Center option from the menu on the top-left corner.
  1. Click on the Security option & choose the Security & Compliance option from the extended menu.
  1. Now, choose Permissions and click on the e-Discovery Manager role group.
  1. Choose the Edit button to start adding all the necessary roles if there are not added already. These roles include Case Management, Export, Compliance Search, Preview, Hold. Review, & RMS Decrypt.
  1. After that, click on Search >> Content Search to export to PST from Office 365.

Note: There is a possibility that you might not see the Content Search option. It is probably because the changes made in e-Discovery permissions take up to 24 hours to apply.

  1. Press the New Search option in the window that opens.
  2. To export data from all the mailboxes, you have to choose the Specific Locations radio button and hit the Modify button.
  3. Here, you can mark the Exchange mail or choose the mailbox you want to export. You also have the option to Add Conditions and apply filters as per requirement.
  1. If you want to export to PST from Office 365 without any filtering, do not add any conditions and click on the Save & Run options. All you need is to enter the name of the search & its description.
  2. Hit Save & return to the Content Search window after the search is completed. Click on Refresh.
  3. Choose the Export Results button & mark the Output option that you want. Do not mark the Enable de-duplication for Exchange Content.
  4. Click on the Export tab & choose the Download Results option. Copy the given Export Key since it is required in the next step.
  1. Finish how to export emails from Office 365 by pasting the Export Key in the Paste field & clicking on the Start button. You can also browse the destination location.

When the procedure is completed, you will find the data stored at the location you choose.

However, there are certain limitations to the process which you can find in the next segment.

Drawbacks of Manual Method

  • You cannot use any browser other than Internet Explorer or Edge to export the data.
  • If you do not store the Export Key securely, anybody can use it to download your data leading to a security breach.
  • It is not possible to export to PST from Office 365 and keep a password for protection.
  • Even after avoiding the de-duplication option, the tool sometimes creates duplicates making it difficult for users to handle.
  • A requirement of a high level of technical knowledge is there without which, you will need to perform the process under expert assistance.
  • Becomes a time-consuming and complicated operation while creating an export with no experience.

Bottom Line

The queries regarding how to export emails from Office 365 have been searched over by a lot of users around the globe. Using the native & manual methods, it is relatively difficult to export the data since there are certain drawbacks related to it.

Thus, we are here with a tool that makes it quite easy for learning the process to export data. It is a high recommendation by the experts to which doesn’t require any technical expertise & is easy to use.

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