Export Office 365 Shared mailbox to PST with EdbMails

Office 365 shared mailboxes are a valuable feature that allows multiple users to access and collaborate on a single mailbox without the need for individual credentials. With 50GB of storage at no extra cost, it’s an ideal solution for teams and businesses. However, in certain scenarios, such as data backup, migration, and compliance needs, exporting shared mailboxes to PST files becomes essential. Many Office 365 users mistakenly assume that Microsoft’s cloud handles all their data backup needs. However, Microsoft’s SLA clarifies that they are not responsible for data retention or backup. This makes it critical for organizations to create local backups of shared mailbox data to prevent accidental deletion or loss. Exporting mailbox data to PST ensures that a copy of the information is safely stored offline, making it accessible even during a Microsoft 365 service outage.

There are several ways to export Office 365 shared mailbox to PST, including the eDiscovery method, which requires technical expertise and PowerShell knowledge. While this approach may work for some, it can be complex and time-consuming. For those looking for a more straightforward solution, using a third-party software or the Outlook email client is often the easier choice.

EdbMails Office 365 migration software streamlines the export process, offering a significantly easier and more efficient solution compared to eDiscovery. Unlike eDiscovery, which demands technical know-how, EdbMails provides a seamless, user-friendly experience with a step-by-step wizard that simplifies the process, even for users with limited technical skills. It also comes with advanced features, such as comprehensive language compatibility, ensuring global usability. With no third-party involvement required, EdbMails enhances security and simplifies the workflow. Additionally, EdbMails supports delta migration, migrating only new or modified data, which saves time and ensures data accuracy. The tool is designed to handle large-scale migrations without compromising performance, making it an excellent choice for businesses of all sizes.

1. Why do users prefer to export Office 365 Shared mailbox to PST?

   • Recovery capability: Exporting a shared mailbox to PST allows users to easily recover data in case of accidental deletion, corruption, or service disruption. The PST file provides a local backup of mailbox data, ensuring critical emails are not permanently lost and can be restored quickly.
   • Offline access: A PST file grants users offline access to their mailbox data. Users can work without an active internet connection and still read, search, and manage emails. This is especially beneficial for those working in areas with limited or unreliable connectivity.
   • Reducing mailbox size: Shared mailboxes can grow significantly, leading to performance issues. Exporting older emails to a PST file reduces the mailbox size, improving email client performance and managing mailbox storage more effectively.
   • Compliance: Exporting mailbox data to PST helps organizations meet data retention policies and legal compliance requirements. A PST file allows businesses to store and archive emails according to regulatory standards, ensuring compliance with industry laws.
   • Backup: While Microsoft provides cloud-based storage, users are responsible for their own data. Exporting shared mailbox data to PST creates a secure, local backup, ensuring the data can be restored in case of a cloud service failure or unexpected incidents, adding an extra layer of protection.

2. Prerequisites to export Office 365 Shared mailbox to PST

   • Install Microsoft Outlook with a profile on the computer where the export operation will be performed.
   • Ensure sufficient space on the computer drive to save the output PST file.

3. Steps for Office 365 export Shared mailbox to PST using EdbMails

   • Step 1: Download and Install EdbMails application

     • Download and install the EdbMails application on your computer running on Windows OS.
     • Start the application and enter the required details and click the ‘Login’ button or click the ‘Start Your Free Trial’ button to continue.

       

     • Select the ‘Office 365 Migration’ option from the dropdown menu.

       

   • Step 2: Connect to source Office 365 server

     • Choose one of the methods for secure OAuth 2.0 based modern authentication to connect to your source Office 365 server.
     • The default ‘Auto Registration’ method requires access as a Global admin. In contrast, the Manual Registration method permits the use of either a Global admin account or any user account that has full access rights.

       

     • Choose the required migration operation and authenticate on Microsoft Sign In page.

       

     • If you have already established an Office 365 connection with EdbMails, the mailboxes list will be saved. You can use the same list. If you are establishing a new connection, click the ‘No’ button to get the mailbox loading options.

       

     • After successfully connecting to your Office 365 server, select an option to load the mailboxes. Alternatively, you can also load the mailboxes using a CSV file.

       

   • Step 3: Select Office 365 Shared mailboxes

     • Select the Shared mailboxes from the left pane and click ‘Export to Outlook PST’

       

   • Step 4: Start Office 365 Shared mailbox to PST export operation

     • Verify the Shared mailboxes for the export operation and ensure to Set the ‘Action’ as ‘Export’.

       

     • Click the ‘Folder and Item Filter’ button to customize your migration operation. For instance, you can apply a date filter to transfer data only within a specified range. You also have the option to exclude both standard and custom folders from the migration.

       

     • Enter the Job name for the export operation.

       

     • EdbMails supports incremental export operation, that is, initially it performs the full export, the consecutive export runs are incremental. It exports on the data which were not exported in the previous export operations.

       

     • Select the location to store the PST file. Ensure that you have enough free disk space to store the PST files.

       

     • That's it! During export operation, you can view the progress as shown below.

       

     • You will get a confirmation message once the export operation is completed. EdbMails generates the detailed export operation reports, you can get access to that by clicking the ‘View Log’ button at the bottom of the export window.
     • After completing the export operation, open the PST file on your Outlook and verify the items such as emails, calendars, contacts, etc.

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Additional resources:

• Migrate between Office 365 tenants
• Migrate Office 365 mailbox
• Public folder migration
• Office 365 to Exchange Migration
• Office 365 Migration with same Domain
• Office 365 Group Migration