How to Export Office 365 Shared Mailbox to PST? [Efficiently]

Office 365 Shared Mailbox

Exporting Office 365 shared mailboxes to PST files is a common practice for organizations managing their email data. Moreover, PST files are like digital containers that store emails, making them easy to transfer, backup, or organize. Plus, this process is essential for preserving important emails, complying with regulations, or transitioning to a new email system. Therefore, in this article, we’ll explore the methods and considerations to export Office 365 shared mailbox to PST, ensuring a smooth and efficient process for businesses of all sizes.

Reasons to Export Exchange Online Mailbox to PST

  • Preserve data, safeguard against loss, and enable quick restoration in case of emergencies.
  • Meet retention mandates, store emails securely, and ensure accessibility for compliance audits.
  • Adhere to industry regulations, maintain secure archives, and ensure data integrity and accessibility.
  • Facilitate seamless transitions, simplify data transfer, and ensure continuity during platform shifts.
  • Enable accessibility without the internet, enhance productivity, and provide flexibility for remote work scenarios.
  • Optimize resource allocation, improve system performance, and streamline storage utilization efficiently.
  • Enhance confidentiality, control access, and fortify data protection through encryption and access restrictions.
  • Safeguard data during transitions, facilitate platform changes, and ensure continuity throughout organizational shifts.

Also read: What are the Office 365 Shared Mailbox Limitations?

Methods to Export Office 365 Shared Mailbox to PST

Users who are finding a way to export mailboxes in PSt can opt for the four effective solutions i.e. PowerShell, eDiscovery, Outlook & expert-recommended solution. Furthermore, these are the most preferred methods right now. Plus, in the upcoming section, we will learn them each simply, so, that one can choose any of them hassle-free, without any type of confusion.

#Approach 1. Export Exchange Online Mailbox to PST Using Outlook

It is one of the well-known platforms for users to export mailbox data to PST individually or simultaneously. Plus, this method is quite simple & easy for any user. But before starting with the main task, first, you have to download Outlook(if not downloaded), and then configure(POP) it with your Gmail to access the data within Outlook. Afterward, using the Import/Export Wizard option available in the service, we can export Office 365 shared mailbox to PST efficiently. Don’t know how? Let’s understand:

  1. Open Outlook and ensure you’re logged into the shared mailbox you want to export.
  2. Add the shared mailbox to your Outlook profile if it’s not already added.
  3. Confirm you have the necessary permissions to export data from the shared mailbox.
  4. Go to File > Open & Export > Import/Export.
  5. Choose “Export to a file” and click “Next“.
  6. Select “Outlook Data File (.pst)” and click “Next“.
  7. Choose the shared mailbox you want to export.
  8. Select the location to save the PST file and handle duplicates.
  9. Click “Finish” to start the export process.
  10. Verify the export by opening the PST file in Outlook or importing it elsewhere.

#Approach 2. Export Office 365 Shared Mailbox to PST Via eDiscovery

  • Ensure you have appropriate permissions, like an eDiscovery Manager role or Exchange admin access.
  • Go to Microsoft 365 compliance center and navigate to the “eDiscovery” section. Moreover, provide a name and description for your case to export Exchange Online mailbox to PST effortlessly.
  • In the case details, click “Create” under “Hold and Retention” to add mailboxes.
  • Under “Content search,” create a search specifying criteria including the shared mailbox.
  • Begin the search after configuring the criteria.
  • Once the search is complete, export results, selecting PST format.
  • After export, download the PST file from the provided link.
  • Ensure the exported data contains the necessary information.
  • Conclude the eDiscovery process adhering to organization policies and legal requirements.

#Approach 3. Use PowerShell to Export Office 365 Shared Mailbox to PST

  • Open PowerShell and run the following commands to connect:

$UserCredential = Get-Credential

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

Import-PSSession $Session -DisableNameChecking

  • Use the New-MailboxExportRequest cmdlet to initiate the export:

New-MailboxExportRequest -Mailbox <Name of Shared Mailbox> -FilePath “\\Server\SharedFolder\ExportedMailbox.pst”

Replace <Name of Shared Mailbox> with the name of the shared mailbox you want to export, and \\Server\SharedFolder\ExportedMailbox.pst with the desired file path for the exported PST file.

  • You can monitor the export progress using the Get-MailboxExportRequest cmdlet:

Get-MailboxExportRequest

  • Once the export is complete, you can remove the export request using the Remove-MailboxExportRequest cmdlet

Remove-MailboxExportRequest -Identity <example: ExportRequestIdentity> -Confirm:$false

Replace <example: ExportRequestIdentity> with the identity of the export request you want to remove.

  • Disconnect Exchange Online PowerShell Session

Remove-PSSession $Session

#Approach 4. Highly Recommended Solution to Export Exchange Online Mailbox to PST – 100% Safe & Secure

SysTools Office 365 Export Software is a robust solution designed to streamline the process i.e. How to Export Office 365 Shared Mailbox to PST. Furthermore, with this tool, users can effortlessly migrate entire shared mailbox data including emails, contacts, calendars, and attachments to PST files. Also, it ensures data integrity throughout the process. 

Furthermore, one of its standout features is its ability to maintain the folder hierarchy. Moreover, ensuring that the structure of the shared mailbox remains intact post-migration. Additionally, it offers selective data export options, enabling users to choose specific items or folders for migration, thereby saving time and resources. Moreover, it supports batch migration, allowing users to export multiple shared mailboxes simultaneously, further enhancing productivity. Also, with comprehensive reporting features, users can track the migration progress and ensure a seamless transition. 

Instructions to Export Office 365 Shared Mailbox to PST

Now, just go through the stepwise guidelines to export Exchange Online mailbox to PST hassle-free & quickly:

Step 1: Install and launch the software on your computer after downloading it securely.

Step 2: Choose Office 365 as the source and Outlook as the destination platform.

Step 3: Select mailbox items and apply date filters for selective data export.

Step 4: Authenticate securely by logging in with your Office 365 admin credentials.

Step 5: Specify the destination path and choose the appropriate PST file size for saving.

Step 6: Add users effortlessly via automatic fetching, CSV import, or downloadable template.

Step 7: Select desired users and initiate the export process by clicking the Start Export button.

Bring it All Together

For those seeking a streamlined method to export Office 365 shared mailbox to PST, the manual approaches outlined in this blog may prove overly intricate. Moreover, instead, opts for the simplicity and efficiency of an automated tool. Furthermore, this solution eliminates the need for extensive technical know-how, facilitating smooth PST downloads from multiple Office 365 accounts without encountering technical hurdles. Furthermore, from now on, users don’t need to be frustrated to export Exchange Online mailbox to PST because they know what you need to do. 

Also read: Custom PC and Laptop

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