Backup/Export the Entire Office 365 Mailbox to PST file

[petergrew]

As a diligent administrator overseeing the management of a company's expansive Microsoft 365 mailbox environment, encompassing a user base of 250 individuals and a universally accessible shared mailbox, your objective is clear: to efficiently export mailbox content into PST files, thereby archiving older material to conserve storage space, fortify data security, and maintain a well-ordered email ecosystem.

To accommodate the sizable volume of users and the shared mailbox, you necessitate a robust strategy that facilitates periodic archiving, minimizes disruptions to your organization's operations, and streamlines the export process. Fortunately, Microsoft 365 provides several built-in features, notably the Content Search eDiscovery tool and the Exchange Admin Center (EAC), to fulfill this requisite without the need for external tools.

eDiscovery Content Search A favored approach, the Content Search within the Security & Compliance Center empowers you to perform exhaustive searches in your organization’s mailboxes and export the results to a PST file.

1. Access your Office 365 Admin portal and navigate to the Security & Compliance Center.
2. Opt for in-place eDiscovery & hold and create a new content search.
3. Configure the search to pinpoint the specific mailbox items you wish to archive.
4. Upon completion of the search, proceed to the export tab, select your search, and commence the export procedure.
5. Keep track of the exportation status to ensure the data is being correctly transitioned into a PST format .

This method is beneficial for targeted searches, such as archiving correspondence from a certain period or involving specified keywords.

Exchange Admin Center (EAC) The EAC also offers functionality for mailbox exports.

1. Via the EAC, visit Recipients, and select Mailboxes .
2. Conduct a search for the user or the shared mailbox you're aiming to export .
3. Vault to the user's profile, and under the mailbox settings, you can prompt the export to a PST file.

Outlook Export Additionally, Outlook itself provides the means to export items:

1. Open Outlook, configured to the Office 365 account.
2. Maneuver to the "File" menu and select "Open & Export" followed by "Import/Export".
3. Choose "Export to a file", then "Outlook Data File (.pst)", and proceed as guided.

Another option is using a reliable solution such as Office 365 backup and restore tool.

This option could be more suited where individual mailbox exports are necessary, and the admin has access to the user’s Outlook.

In preparing your plan:

1. Assess Volume: Determine the content volume to be exported for each mailbox, as well as the shared mailbox.
2. Schedule Downtime: Plan the execution at a time that minimizes the impact on users, possibly after hours or during weekends.
3. Inform Users: Communicate with users in advance regarding the process and how it can potentially influence their workspace.
4. Permissions Check: Ensure you have the necessary permissions assigned in the Security & Compliance Center for eDiscovery or in the Exchange Admin Center.
5. PST Storage Strategy: Before exporting, organize a secure location to store the PST files, with attention to data protection and backup considerations.
6. Test Run: Consider executing a trial export with a smaller mailbox to perfect the process and estimate time frames for larger exports.
7. Documentation: Maintain detailed records of what was exported, from which accounts, and where the PST files are stored for auditing and compliance purposes.
8. Post-Export Validation: Once the exports are complete, verify the integrity of the PST files by opening and inspecting a few randomly selected ones.

By rigorously adhering to these suggested methods and preparatory steps, you can competently export mailbox data, thereby enhancing your Microsoft 365 architecture's efficiency and establishing a protective net around your organization's communication records.

[Peterjames]

You should be asked this question in the Microsoft tech community.
However, As an administrator in your company, you have a few options for efficiently managing your Microsoft 365 mailbox content to optimize storage space and archive older mailbox content:
Option 1: Use the Microsoft eDiscovery Export Tool
1. Go to the Security & Compliance Center in Microsoft 365.
2. Click on eDiscovery & hold.
3. Click on the New search button.
4. Enter a name for your search and then click Next.
5. In the Conditions section, select the users and folders that you want to export and then click Next.
6. In the Select Actions section, select Export results and then click Next.
7. In the Export section, select Export to a PST file (.pst) and then click Next.
8. Click on the Start Export button to start the export process.
Option 2: Use a third-party PST export tool
There are a number of third-party PST export tools available, such as Shoviv Office 365 Backup and Restore and Stellar Converter for Outlook. These tools offer a variety of features, such as the ability to export multiple mailboxes, export specific folders, and export emails based on specific criteria.

Do your own research before using any third-party tool. 

[joshazelwood]

To ensure that important emails and data are safe and secure, all Office 365 mailboxes should be backed up or exported to a PST file. Emails, contacts, calendar entries, and other mailbox data are stored locally on the user's PC as PST files. In the event of an unforeseen loss, server outage, or data corruption, users can quickly access and recover their data by saving all their Office 365 mailboxes in a PST file

If you want to export or save an entire Office 365 mailbox to a PST file, there are several options. Using the built-in Office 365 eDiscovery tool is one of the most popular options. With the help of this system, users can search for objects or data in several mailboxes and export the results to a PST file. Using third-party backup programs built specifically for Office 365, such as the DailySoft Office 365 Backup Tool, is another option. This system has amazing capabilities including granular recovery options, incremental backups and automatic backups.

It is important to make regular backups of the entire Office 365 mailbox to a PST file to protect important and sensitive information. Users can rest easy knowing that their contacts, emails, and other mailbox items are safely secured and easily recovered in the event of an unexpected event that Companies can guarantee the business will continue and any loss of data or security risks by having a strong backup system can be protected against.