Even as mail continues to become more and more ingrained in the cloud, the need to keep physical backups of user mailboxes is still a requirement for many organizations. There are numerous ways to accomplish this goal, but I wanted to highlight two in this article. One is the traditional way that has been done for a few decades, the other is entirely new and hopefully streamlines this process for many.

Traditional Method:

The traditional method of PST export requires a Global Administrator to have Full Access rights to a user’s mailbox. To perform this, please follow these steps:

1. Log into https://portal.office365.com

2. Click the Admin button on your listed screen of applications

3. Once signed into the Office 365 Admin Center, select Exchange under the Admin Centers section on the left-hand pane.

4. Once logged into the Exchange Admin Center, click Recipients on the left-hand pane

5. Click Mailboxes on the top taskbar

6. Locate the user you wish to have Full Access to. This can be done using the search bar on the top left

7. Once located, double click the users account. Select Mailbox Delegation on the left-hand side

8. Scroll down and locate the Full Access permissions. Click the “+” underneath and add the appropriate user to have Full Access to that mailbox. Click Save.

9. With that change made, open the Outlook client on your local PC

10. On the top taskbar, click File

11. Click Account Settings

12. Click Account Settings again

13. Under the Email tab, double click your email address

14. Click More Settings

15. Click the Advanced Then click Add. Select the user you now have Full Access Permissions to. Once selected click Apply and OK.

16. You will now see the user’s mailbox listed under yours on the left-hand navigation pane in Outlook.

17. Now that the mailbox is available within Outlook, click File

18. Click Open & Export on the left

19. Click Import/Export

20. Select to Export to a file

21. Select Outlook Data File (.pst)

22. Select the Inbox for that user’s mailbox. Make sure that Include subfolders is checked off. Click Next

23. Select where the PST can be saved and the appropriate options. Click Finish to start the export process

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New Method:

The new method for PST export leverages our PST Export tool we have built into our Office 365 management platform, Inscape365. The steps below will show you how to accomplish this task quickly and with little effort.

1. Log into https://admin.inscape365.com

If you have not yet signed up for the site, you can register at www.inscape365.com

2. Click Office 365 on the top taskbar

3. Search for the user whose mailbox you wish to export into a CSV

4. Once located, click the hamburger menu on the right and select Export Mailbox as PST

5. On the pop-up, confirm the settings and PST storage location. By default, this is within Azure blob storage locked by the Azure Key Vault. Click Export PST.

6. Depending on the size of the mailbox, the PST could take minutes or hours to complete. To check the status, click the PST Export button on the top taskbar.

7. You will see all PST Exports, both current and old, on this screen. Once the status changes to Completed you can click Options on the right side of the screen.

8. In the drop-down menu select Download Exported PST. This will begin the download onto your local machine.

Get Started Today

For more information, call 877-788-1617 or email [email protected]