Export Microsoft 365 Email to PST

Microsoft has drastically changed the way in which Online email is exported

to Microsoft 365. by eliminating the export tool in each application (Exchange,

SharePoint, etc.)

 

Now Exchange is the same solution for exporting including PST, OneDrive and

SharePoint files. This central solution is the Security and Compliance Center.

Unfortunately, there is not much information about how to properly export data from Exchange Online right now that the Compliance Center in Exchange Administration has been removed. As a result, this process is more well complex than before. 

 

There are some steps to export PST to Microsoft 365 now, Set permissions, create a

content search, then export and download.

 

1 – Set Permissions

 

The first thing you need before setting PST data is to set permissions. The global admin rights in Microsoft 365 are not sufficient.

If you do not have the correct permission, you will not see anything other than the report. The process of allowing PST export is also a bit complicated because you have to allow two locations; Azure Active Directory and Compliance and Security Portal. Once you do this, you will not have to do it again.

 

Go to Microsoft 365 Content Search - Cannot preview or download to learn how to set content search and download permissions in Microsoft 365.

 

2 – Create a Content Search

Once the permission is added, you can return to the root of Compliance and Security Portal. Microsoft is in the midst of changing the function of this portal by separating the functions into a Security Admin Portal and a Compliance Admin Portal. This means that there are some ways to access the tools you need to export PST files.

 

To make things simple, you can go to https://protection.office.com to go to the

right admin system. After the portal is loaded, perform the following actions:

1. Expand the Search menu, then select Content Search.

2. + Select new search. If you wish, you can opt to do a guided search.

In most situations, you will want to export full PST files for specific users.

 

However, you should be aware that the content discovery system is designed to

allow file and PST exports for any number of situations.

3. From legal search to email export to Microsoft 365. To export a single user's   mailbox, select a specific location, and then click Modify 

The page that appears after clicking Modify will give you the opportunity to search through SharePoint-based data (OneDrive, SharePoint team sites, etc.) or  Exchange -based data (user mailboxes, group mailboxes, Skype for storing business), etc. For this guide, we will select a user mailbox to export.

You will want to click on the Choose Users, Groups or Teams button (make sure the      slider is closed next to SharePoint)

The next page will have a button that says. Choose Users, Groups or Teams.

Go ahead and open another page by pushing that button, which will contain a search box. In the search box, enter at least 3 characters of user names and users, groups.

4. The option of teams will appear below the search box with the possible selections as below:

5. Click the Select button under this page to accept the selected selections, then    click Done, then save to apply the selected search configuration.  This will bring    you back to the page in step 3. Click Save and Run, then give the search a name  and click Save to start the search through all the organizational data associated  with the user's you have selected.

6. You may not have the same name as another search

3 – Export and Download Files

Now for the final part of the export process (mentioned at the end it was a bit complicated).

 

When you complete step 7 of the last section, the search will take some time to     complete, One thing to note here, if you have not completed the first part of this         whole thing (where we have given permission) You will receive a notification that says     "To preview search results, please ask your compliance administrator to allow you      preview permission".

If you see that information, go back to section 1, step 1 and either give the correct permission or wait.

 

Some times it takes some time for permission to apply. Once you are sure that you have the correct permission(You can test this by selecting the search from the list of available searches and clicking the Export button. If it shows the export result, then you have the correct permission). Most often, this problem is caused by missing permissions in Azure  AD or the Compliance and Security Portal.

 

If you have the correct permission, we can move one.

 

Please note that here export tool only works in Internet Explorer or Edge browsers.

 

 

Once you're in the right browser, revisit https://protection.office.com and select Search, then Content Search, like Step 1 of Step 2. 

Once you do this, you should look at the search you have made.

 

A page detailing the initial search statistics will appear. You can use this page to go over your search settings and verify things are as desired. 

 

You can quickly modify the search and rerun it if you want, though that is outside the scope of this article. For this guide, click on the Export button, then select Export Results.

 

 

A new page will appear with some options for how to export files and which items to export. 

 

Most of the time you want to select all items under the output options. However, there may be some situations where you do not want everything, 

so if you are in that situation, choose the appropriate option there. The more important section for our purposes here is "Export as Export Material". 

 

The options are fairly self-explanatory, but the Enable Dedication for Exchange content box is not as obvious. 

 

This option will allow you to set the export so that each email is exported only once. This is very important for the last three export options because failing de-duplicate will result in a single email message for each recipient of the original message. 

 

De-duplicating will export only one email for each PST file. So if you choose the first option, it will download a copy of a message for each mailbox.

 

For this guide, select the One PST file containing all messages in a folder, and check the duplication option. Click Export to start the export job.

 

Now you will have to wait for some time for the export to be completed. The larger the export, the longer it will take.

 

Regardless, if you are performing steps 1–4 and exporting in the same login session, you must click Export, then refresh to show the export.

 

 Select Export and a new page will appear. If export manufacturing is still going on, you will see a progress meter.  You may prefer to wait until it completes or begin the export download immediately.

 

Either way, you still have to wait, because the download won't start until the export job is complete. 

 

You will also see a long string of letters and numbers above the progress meter. This is the specific export identifier that you have to download the exported data.

 

You will need to copy it to the clipboard, either by highlighting and copying it or clicking on the clipboard. 

 

Once you have done this, click on the download result to start the download.

  

If you have never done any export to a computer before, a small Apple will be installed that will manage the download. This will prompt you to enter the string from step 6,

 

Then provide a download location. Enter both of these and click on Start to start the download.

 

Note that the export will create a folder with the same name as the export shown in step 5 of this step.

Once you click on start in step 6 of this step, the download manager will start. The progress bar is very wrong and it is not that it can do anything if it happens.

 

😊😃Thank you for reading the blog, please do share & share your thoughts in the comment section.