How Do I Export Office 365 Shared Mailboxes to PST Format?

johnjones 28.03.2023
0 người theo dõi 0 bình luận 6 bài chia sẻ

The great majority of Microsoft users convert their Office 365 Shared Mailboxes to PST in order to backup their data offline. Because it assists in protecting data from unfavorable situations such as data deletions, data loss risks, compliance requirements, and so on. However, users are not fully aware of the process and are afraid to complete the task due to the risk of data loss.

In this post, we will show you how to export shared mailboxes to PST format using both manual and automatic methods.

To learn more, download a trial version of GainTools Export Office 365 mailbox to PST.

Download Now

Using the eDiscovery tool, export shared mailboxes to PST.

eDiscovery is a built-in tool for exporting shared mailboxes to PST files. Let's take a close look at the steps below:

  • Open your Office 365 administrator account by entering your login information and clicking on Admin. Select the Security & Compliance tab now.
  • Now navigate to the role group Permissions and e-Discovery Manager. From the role's properties window, select Edit and add your account to the eDiscovery Administrator list. Check for Mailbox Import and Export role groups among the other role groups. If not, navigate to the Edit option and assign this group to the role groups.
  • Select Content Search from the Search and Investigation menu. Click New Search Now and select Specific Locations, then click Modify again.
  • Now select Exchange email or specific mailboxes from selected users and groups.
  • You can also add filter options like keywords, from/to/subject, message types, and more by simply checking the linked options and clicking Add.
  • Give the search process a name and a description, then click Save.
  • The search will be finished in the background. Return to the Content Search page, tap Refresh, and select your newly created search.
  • Tap More and then Export results from the Mailbox PST Backup window.
  • Now select the desired options and press the Export button.
  • The exportation process will begin. The Export tab displays the progress.
  • Wait for the process to finish.
  • Now download the results and copy to the clipboard by clicking on the export key.
  • The e-Discovery export tool will be launched. In the tool, paste the copied export key. Select the PST file's storage location and click Start.
  • The export process will be initiated by the tool. Press the Finish button once you're done.

The eDiscovery Utility's shortcomings

Many users may find that exporting Office 365 Shared mailboxes to PST via eDiscovery is beneficial, but you should be ready for issues such as "PST Export button is missing, eDiscovery export creates duplicates, Items are missing, PST file got corrupted, the export takes too long, the search is extremely problematic, and many others." Additionally, you should be somewhat familiar with using Office 365 because the process is a bit complicated and even a small error can increase the likelihood of data loss.

These issues cannot be resolved immediately, and using old or damaged PST files for backup can cause numerous problems. As a result, it is advised to use a professional Office 365 to PST converter. These tools can simply export all of the data without affecting the original structure of the data; they can also export Office 365 shared mailboxes to PST.

Office 365 to PST Converter

Office 365 to PST is a sophisticated solution that provides users with numerous useful features. Users can export Office 365 Shared mailboxes to PST with a single click. It easily exports and restores data not only in PST but also in other formats.

Office 365 to PST Converter has the following advanced features:

Multiple mailboxes can be exported.

Users can use the tool to add and export single or multiple 365 Shared mailboxes to PST format. This option allows you to export multiple mailboxes to PST without wasting time.

PST Functionality Separation

The splitting feature of PST is rooted within the software, along with other inbuilt features. When exporting Office 365 mailboxes to PST, this tool automatically splits the PST file.

The Preview alternatives

This feature allows users to preview the mailbox of an item before exporting it to PST. This user can cross-check mailbox items and be confident in the exportation.

Maintain Mailbox Hierarchy in a New PST Folder

One of the tool's most notable features is the ability to save the hierarchy of Office 365 and Exchange Server mailbox folders. This allows you to save the mailbox files with the power structure into a new PST file folder.

How to Use the Utility to Convert Office 365 to PST:

  • Install and Download GainTools Office 365 Backup Tool first, then run it.
  • From the menu, select the Add option.
  • Now Tap "Next" after entering the credentials for the "Office 365 Mailboxes" button.
  • Now a list of mailboxes will appear; select the desired mailboxes and click the "Finish" button.
  • After you've added mailboxes, go to the menu and select Export in Outlook PST.
  • Examine the mailboxes that you want to export to a PST file.
  • Check/uncheck Subfolders and Custom Folder Selection will now appear; click Next.
  • A Filter page will appear, allowing you to filter mailbox items by date and message category; click Next.
  • The selected page will now open; select "Export in Existing PST" or "Export and Create New PST Files". The option to split the file size will also be displayed. When finished, press the "Next" button.
  • The process will begin immediately, and you will be able to save reports once it is completed.


Office 365 is well-known among business users because it provides a plethora of advanced features to help with day-to-day tasks. One such component that is widely used by users is Shared Mailbox. Now. When users look for a solution to move Office 365 mailbox data, they must export Office 365 shared mailboxes to PST format. In this vein, the preceding post mentions a guaranteed solution with no obstacles. GainTools is an excellent combination of cutting-edge technology and user-friendly features. The features listed above are just a taste of what this tool has to offer. You can test the tool's strength by downloading the demo version.

0 Bình luận
  • Chưa có bình luận nào cho chủ đề này.
Website liên kết