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Pavan Gupta | Modified: June 4th, 2020 | Office 365
Hello guys! Few months ago, I had imported PST to Shared Mailbox of Office 365 for an official purpose. When my procedure was successfully completed, I permanently deleted the source PST file. I don’t know what came into my mind that I erased Outlook data file. I had to keep it for backup purpose at a secondary location. So as of now, I want backup of Office 365 shared mailbox data. Please someone suggest me that how can I export Office 365 shared mailbox to PST file? Is it possible to do this or not? Please help me out!
95% of Microsoft clients convert their O365 shared mailbox to PST for backup their online content locally. The problem with these clients is that they are unaware from the method to add Office 365 shared mailbox to Outlook. Whenever one imagines to do this sort of operation, he or she gets nervous with fear of data loss, procedure hanging in between, or the rise of new problem. Therefore, here we came with this post to assist Office 365 users on how they can export Microsoft O365 shared mailbox to Outlook PST file format. All the points and strategies are provided in this post to perform this respective procedure with all necessary requirements for the same. So let’s begin!
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2 Tech Methods to Add O365 Shared Mailbox to Outlook PST
In this blog, we will explain top 2 solutions for exporting Office 365 shared mailboxes into PST file. Apart from backup, many users perform this operation for sharing of data with Outlook users. The two solution for such process are:
Method 1 : Perform Exporting Via eDiscovery Tool
Microsoft provided a free inbuilt utility to its customers named as eDiscovery. It is purposely designed to determine and deliver electronic records, and proves itself useful at the time of forensic investigation. Administrators can use this product to seek for content in O365 mailboxes, Groups, Skype for Business, SharePoint Online, and many more. Clients can make use of content search tool to search all things through eDiscovery software.
Talking about its real reason of origination then, it is used for O365 data searching for evidence and convert the search outcomes into PST file format for legal purpose. Keep one thing in mind that you cannot term it as a sole approach for export Office 365 shared mailbox to PST because the intention behind this product origination is not this. Still, we can use eDiscovery for this sort of conversion procedure! First of all you need to keep following aspects in mind before proceeding with transferring of Office 365 shared mailbox to PST :
- Administrative rights and controls are mandatory to have for an end user.
- Your tenant should be an existing member of Discovery Management Role Group.
- Make use of Internet Explorer 8 or above editions to perform this task.
- You can also use Google Chrome browser with installed ClickOnce add-in.
- Specific folder searching is prohibited still, you can prefer date range searching.
- Microsoft .NET Framework 4.7 and Windows 7 or above OS is essential.
Once you have fulfilled all the prerequisites, begin with procedure of exporting Microsoft Office 365 shared mailbox to PST :
1. Grant eDiscovery Permissions to User
a) Click on https://protection.office.com link and sign-in into your source Office 365 tenant.
b) Open the Security & Compliance Center page in your account and click on Permissions >> eDiscovery Manager >> Edit role group.
c) An Edit role group page appears in which you have to hit on Choose eDiscovery Administrator option. Click on Administrator >> Edit >> + to enforce a new user as the eDiscovery Manager.
d) A list of member gets displayed in which you have to check the checkbox of that user whom you want to make the manager. Enable the checkbox and click on Add button for Office 365 export shared mailbox to PST.
Note – Here in this process, we are considering Rennie as a member whom we are going to give a lot eDiscovery permissions.
2. Its Time to Create a New eDiscovery Case
a) In the same Office 365 tenant, go back to Security & Compliance Center page and click on Search & Investigation >> eDiscovery >> Create a case
b) Mention any of your desired name in the section of Case name and give a short description over it in Description. Click on Save to continue with adding Office 365 shared mailbox to Outlook format.
3. Add The Member to the New Case
a) Again go back to the Security & Compliance Center page in same Exchange Online tenant and click on Search & Investigation >> eDiscovery to generate the cases list in organization.
b) In this list, you are going to find newly created case that is to be added in members. Click on Open button of this case to Export Office 365 Shared Mailbox to PST.
c) Continue with Office 365 export shared mailbox to PST by clicking on Add button of Manage Role Group. This is done to impose a new role group to the case.
d) After doing all this, click on Save button to save the changes. At this stage, a user mailbox can execute eDiscovery on the newly case, which is shared with Rennie mailboxd) After doing all this, click on Save button to save the changes. At this stage, a user mailbox can execute eDiscovery on the newly case, which is shared with Rennie mailbox
4. Now Attempt Content Searching
a) Navigate towards Security & Compliance center and click on Search & Investigation >> eDiscovery
b) Select the case in which searching needs to be performed and then, Hit on Open button. Click on the Search tab and hit on New Search button to Export Office 365 Shared Mailbox to PST.
c) This opens a page where you can append keywords for creating search query.
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d) In the field of Under the locations, select the content paths, which you have to search
e)Choose the option of Specific Location for selecting the mailboxes and sites, which you desire to search.
f) Click on the Modify option to display the list of locations.
g) Now look for any groups, users, teams, and sites location in your Exchange Online account
h) Continue the procedure of exporting O365 shared mailboxes to PST by choosing all public folders availed in your enterprise.
i) Once completed with the Step (h), click on Done >> Save button to Office 365 export shared mailbox to PST.
j) This opens a Searches tab in which you have to update all the defined settings in account by clicking on Save & Run.
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k) In the Name section, type any of your desired name of this searching operation and then, click on Save button to proceed.
5. Export Searching Result to Save Office 365 to PST
When the searching procedure gets completed, its time for downloading or exporting search result of O365 content with help of following guidelines :
a) Go back to the Security & Compliance Center of your O365 account and then, click on Search & Investigation >> eDiscovery
b) Choose the search option from the list, which is to be exported and then, hit on Open button
c) Click on the Searches tab and from the displayed list, select the searches you desire to export
d) Hit on the More drag-down menu and then on Export results option to almost begin execution of the procedure to export Office 365 shared mailbox to PST.
e) Next comes clicking on Export tab and then, Hit on the desired ‘Search result’
f) A side window gets launched in which you have to hit on Download results option.
g) Now opens a eDiscovery Search Tool window where you have to copy the Export key and paste it in pop-up screen.
h) Select the destination location where you want to save resultant .pst file. And then Hit on Start button.
i) Finally, click on Close >> Finish button when the procedure gets finished to add Office 365 shared mailbox to Outlook.
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Hello all! While I used eDiscovery utility to backup Office 365 shared mailboxes to PST, it seems as if majority of shared mailboxes are missing from the set of results. Whenever I am searching for a particular shared mailbox, no proper result has been generated. I am unable to achieve the export outcome in form of PST file as it seems that operations are hanged. What to do in this case? Any idea?
As discussed above, eDiscovery solution is not a sole approach of Office 365 export shared mailbox to PST. Of course its purpose of programming is totally different from what we are doing with it here.
Nothing to worry about! Solution to your problem is given in the second method. Let’s begin with that!
Method 2 : Use O365 Shared Mailbox to PST Converter
Microsoft does not provide a direct approach through which user can export Microsoft O365 shared mailbox to PST. Still an alternative in form of eDiscovery software exists! However, when this solution fails then, the only way to backup O365 shared mailboxes in PST file format is SysTools Office 365 Export software. The whole and sole purpose of launching this product is only to help Office 365 users in easy export process.
Some Advance Features of Automated Tools
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- Export emails, contacts, calendats, tasks & archive folder from O365.
- Apart from PST, exports data in EML & MSG formats also.
- Option for exporting Office 365 data with or without Admin account
- Require admin credentails for exporting shared mailbox data.
- Provides split PST option to create small size PST files
Following Steps to Export Office 365 Shared Mailbox to PST Format:
Step 1: In this method, imagine that Support is the shared mailbox whose data is to be downloaded in PST file format.
2. Launch SysTools Office 365 Export utility on your machine and click on Login button to Export Office 365 Shared Mailbox to PST
3. Make sure that you fulfill the prerequisites of this utility i.e., Microsoft Outlook preinstalled on your PC, and the permission to access file system. Click on OK when status of both the listed prerequisites are green ticked.
4. Login into your Office 365 tenant whose shared mailbox data is to be backed up. Ensure that you are entering credentials of admin account. Enable the checkbox of Is Admin and click on Sign In button.
5. Check the checkbox of source Office 365 shared mailbox from listed set of mailboxes and then, click on Next to Office 365 export shared mailbox to PST.
6. In the Select Email Format field, enable the radio button of Microsoft Outlook(PST).
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7. Now go to the Select Categories section to choose the data that you want to download in PST format.
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8. Continue the procedure of exporting Office 365 shared mailboxes to PST by clicking on Browse button. Define the path where you want to save file locally on your PC and hit Start.
9. This begins the execution of exporting procedure who status can be tracked live on your current screen. When the value of progress status reaches 100%, it means that finally you are done with backup of Office 365 shared mailbox.
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10. You can check the downloaded PST file from the location, which you have defined in Step (7)
Finally the Task Accomplished
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As per the experts recommendation, eDiscovery solution should not be used to export Office 365 shared mailbox to PST. Microsoft clients should prefer use of SysTools Office 365 export software. It is suitable for the respective purpose, and amazing aspect with this product is that it does not hamper the data integrity throughout. Yes, the data with same folder structure can be noticed in Microsoft Outlook after importing resultant PST file in it.