How to export Office 365 mailboxes to Outlook PST

Monday, February 19th 2018

How to export Office 365 mailboxes to Outlook PST

The online version of Exchange (Office 365) does not have the same EDB to PST conversion features that its on-premise version has. However, there are still a few ways that Office 365 mailbox items can be exported to PST. In this article we will take you through the process using Office 365’s eDiscovery PST export tool and compare it to our approach – Lepide Exchange Recovery Manager.


Using eDiscovery PST Export Tool to export mailbox items to PST

The eDiscovery PST Export Tool is available with all recent on-premises versions (Exchange 2010 and later) and allows you to export the results of an In-Place eDiscovery search to a PST file. Such searches could contain items from mailboxes and public folders, depending on the content sources from the eDiscovery search. The following steps will show you how to configure the In-Place-Hold, search for mailbox items and export them to PST:


1. Login to Office 365, go to Exchange admin center, and click compliance management. Under in-place eDiscovery & hold, click the New (+) button.
Note: Make sure that your account is a member of Discovery Management Role group. Otherwise add this role to the user account you are using. For this, select permissions, and double-click Discovery Management under admin roles. When the Discovery Management window appears, add the user to this group by clicking ‘+’ under Members.


2. Enter a name and description in the in- In-Place eDiscovery & Hold window; click Next. pic2


3. Select the required option under Mailboxes. Click Next.
Note: When Specify mailboxes to search is opted, mailboxes can be added by clicking ‘+’.


4. Under Search query, provide the details for searching the items. Click Next.


5. Under In-Place Hold Settings, provide the duration for which the items are to be retained. Click Finish.


6. Click Close when the confirmation message appears.


7. The generated search gets listed under In-Place eDiscovery & Hold. After the completion of the search, click Preview search results to view the results. To export the results to a PST file, click the downward arrow (Export to a PST file button).


8. Now click Run when the security warning about external application appears.


9. In the eDiscovery PST Export Tool, provide a location for storing the exported PST file. Click Start.


10. Provide the Office 365 credential when prompted.


11. Click Close after the completion of the process.

12. Finally, access PST file using MS Outlook by adding it to an existing Outlook profile.

The alternative – Lepide Exchange Recovery Manager

If using eDiscovery seems a little convoluted, or is taking too long, then you may be better off deploying a third-party solution. Lepide Exchange Recovery Manager allows you to export mailboxes from various sources, including Office 365 to PST files, and makes light work of EDB to PST conversions. It’s user friendly GUI and easy to follow instructions turn what could be a difficult task into a simple one. Below are the steps you need to take to export Office 365 mailboxes to PST using Lepide Exchange Recovery Manager:

1. Launch Lepide Exchange Recovery Manager and click Add Source.
2. In the Add Source window, select OWA/Office 365; click Next.
3. Provide the Office 365 login credentials and choose the connecting option; click Next. Click Finish when the connection is established.
Note: When you choose Connect Multiple Mailboxes option, you can select many mailboxes for export.


4. When the Office 365 mailbox(es) gets added in the Source List, all its content gets displayed in a hierarchical manner.
5. Right-click on the mailbox and select Export Message(s) > PST.
Note: When you export multiple mailboxes, you can select Export Mailboxes option.


6. In the Export in PST window, select the folders that are to be exported and set the filters. Provide the export destination, choose the required options, and click Save. Click OK when the confirmation window appears.

7. The export details are displayed at the bottom of the window after the completion of the process. Click Close.

8. Finally, add the PST file to an existing profile and access it in MS Outlook.


Article Summary

The Exchange Online eDiscovery to PST tool enables you to export mailbox items to PST, but the process isn’t as quick and simple as it perhaps could be. You may find that it makes more sense for you to deploy a third-party solution, like Lepide Exchange Recovery manager, which is likely to speed up the process and give you complete control over Exchange recoveries and mailbox to PST exports.


content provided by Lepide and published as is.

Alias in header being overwritten by Primary SMTP Alias

Very common and very know topic for New Exchange Admins.
By default each e-mail address has one default policy and it is setup when you configure your Exchange Server. So if you setup your Exchange with Contoso.local it will setup as yourname@contoso.local and this will become your REPLY Address. What happens is that at recipients side when they hot reply it will be repling to .local address not to the .com and you will never receive the reply. In order to fix it un-check the Automatically upgrade e-mail address based on e-mail address policy and you are all set.


Exchange 2013 Architecture

I am surprised to read about the changes in the Exchange2013 Architecture. Microsoft has changed the architecture again and now using the combo approach which means running multiple roles in a single role or a single install. It was not too far when Microsoft’s experts were suggesting using the multiple role deployment even in Exchange2010 to make the use of available hardware but didn’t know that will bring the change in the new release of Exchange2013.  So this what it has in the new architecture

Out of new changes there is BIG SURPRISE  that there are only TWO SERVER ROLES, MAILBOX ROLES AND CAS ROLE. Microsoft has combined other server roles into these two roles. So you can install a HUB TRANSPORT and UNIFIED MESSAGING separately anymore.  

There are only two roles in Exchange 2013 i.e. Mailbox and Client Access Server which means no Hub Transport server and there is no news for Edge Transport server but Exchange 2010 Edge can be used.

Exchange2013 Mailbox Server contains all the roles yes it contains all the Client Access Protocols, Hub Transport Services, Mailbox Database and Unified Messaging.

The CAS Server itself does not do anything data rendering, it is just a thin layer which does proxy, redirection and authentication. It is a stateless server. It does offer all the protocols, HTTP, POP and IMAP and SMTP.

RPC is no longer a supported direct access protocol. Means all Outlook connectivity must use RPC/HTTPS (Outlook anywhere).  Does it mean goodbye to MAPI?

Outlook clients no longer connect to a server FQDN as they have done in all previous versions of Exchange. Outlook uses AutoDiscover to create a new connection point comprised of mailbox GUID, @ symbol, and UPN suffix.

The unit of high availability is still the database availability group (DAG). The DAG still uses Windows 2008 clustering. Continuous replication still supports both file mode and block mode replication. However, there have been some improvements. Failover times have been reduced as a result of transaction log code improvements and deeper checkpoint on the passive nodes.

The Exchange Store service has been re-written in managed Now, each database runs under its own process, allowing for isolation of store issues to a single database.


New Architecture benefits

Version upgrades flexibility   No more rigid upgrade requirements. A Client Access server can be upgraded independently and in any order in relation to the Mailbox server.

Geo-flexibility    Because all the processing and data transformation takes place on the Mailbox server, we’re no longer constrained to having both a Client Access server and a Mailbox server in each site. You can now choose to have a central Client Access site for all protocol traffic if you want.

Session indifference   With Exchange 2010, session affinity to the Client Access server role was required for several protocols. In Exchange 2013 Preview, the client access and mailbox components reside on the same Mailbox server. Because the Client Access server isn’t doing any data rendering, we only require layer 4 load balancing. Layer 4 load balancing is protocol- unaware and balances traffic based on IP address and TCP/UDP port.  Does it mean now you can use WNLB without the issue of IP Affinity? And you don’t need high-end load balancers anymore?

Deployment simplicity   With an Exchange 2010 site-resilient design, you needed up to eight different namespaces. With Exchange 2013 Preview, the minimum number of namespaces drops to two. If you’re coexisting with Exchange 2007, you still need to create a legacy hostname, but if you’re coexisting with Exchange 2010 or you’re installing a new Exchange 2013 Preview organization, the minimum number of namespaces you need is two: one for client protocols and one for Autodiscover. You may also need an SMTP namespace. So there are three names space in total.