Need for exchange EDB recovery and backup

An Exchange server stores emails, notes, tasks, calendars, and large amounts of data, including files and Public folders in the database file (EDB). Due to the huge volume of data it is important to export the mailboxes to other formats such as from EDB to PST. The server can fail at any time or become infected with a virus, rendering the mailboxes inaccessible or resulting in data loss. During a data disaster, an IT administrator may have few options if they do not know the proper procedures for recovering and restoring Exchange server data. As a result, performing regular backups and exporting mailboxes at regular intervals should be at the top of any organization's priority list. Exporting mailboxes to PST is also required, for instance, when an employee leaves the company and the contents have to be extracted for archiving or compliance purposes. Some businesses continue to use older legacy versions such as Exchange 2010 and 2007, while the vast majority have upgraded to 2016 and 2019. As a result, exporting mailboxes from different versions requires careful consideration. In this article, we will examine the manual and automated methods for exporting mailboxes to PST in Exchange 2019, 2016, 2013, 2010, 2007

1. How to export mailboxes to PST in Exchange 2019, 2016 and 2013?

   To export mailboxes to PST in Exchange 2019, 2016 and 2013 to PST, grant the mailbox import and export permissions to the Administrator account from the Exchange Management Shell (EMS). Export user mailboxes and Exchange Archive mailbox to PST from the classic Exchange admin center (EAC).

   Steps to export Exchange 2019, 2016 and 2013 mailboxes to PST

   • Step 1: Launch the 'Exchange Management Shell' as Administrator
   • Step 2: Assign the Exchange administrator account the 'Mailbox Import Export' permission.

     New-ManagementRoleAssignment –Role "Mailbox Import Export" –User "Administrator"

   • Step 3: Next, create a new folder on your computer to save the PST files
   • Step 4: Right click on the folder and select 'Give Access to' > 'Specific people'
   • Step 5: Add your username to the list and give it Read/Write access
   • Step 6: Copy the network path (UNC) of the shared folder by clicking 'Share'
   • Step 7: Login to the Exchange admin center as global administrator user
   • Step 8: Click recipients, then the three-dot menu under mailboxes
   • Step 9: Click on 'Export to a PST file' and select the mailboxes to export
   • Step 10: Finally, specify the shared folder's network path to start exporting the PST file

2. How to export mailboxes to PST in Exchange 2010?

   To export Exchange 2010 mailboxes to PST, grant the administrator the Mailbox Import Export role from the Exchange Management Shell (EMS) and create a shared network folder on your computer. To save the PST file, run the MailboxExportRequest command as an administrator on the user's mailbox.

   Steps to export Exchange 2010 mailboxes to PST

   • Step 1: Click 'Start' on your Windows Server machine and launch the EMS as system Administrator
   • Step 2: To assign exporting rights to the Administrator account, run the cmdlet Mailbox Import Export
   • Step 3: Create a folder on your computer to export the resulting PST file
   • Step 4: Right click on the folder, click 'Properties' >'Sharing>Advanced Sharing'and enable 'Share this folder'
   • Step 5: Click 'Permissions' and add the 'Exchange Trusted Subsystem' object
   • Step 6: Assign the Exchange Trusted Subsystem Change/Read permissions
   • Step 7: Next, add the 'SYSTEM' object and assign the Full Control permission
   • Step 8: To export individual or bulk mailboxes to PST format, run the command New-MailboxExportRequest

     C:\>New-MailboxExportRequest -Mailbox "john.doe" -FilePath "\\ex02-2010\PST_2010\john.doe.pst"

     C:\>foreach ($Mailbox in (Get-Mailbox -ResultSize Unlimited)) {New-MailboxExportRequest -Mailbox $Mailbox.DisplayName -FilePath "\\ex02-2010\PST_2010\$($Mailbox.Alias).pst"}

   • Step 9: Check the status of the export operation by running Get-MailboxExportRequest
   • Step 10: Finally, look for the exported PST in the shared network folder you created.

3. How to export mailboxes to PST in Exchange 2007?

   Install the Exchange System Management Tools and use the ExMerge utility to export Exchange 2007 mailboxes to PST, or export the mailboxes using the Export-Mailbox PowerShell cmdlet.

   Steps to export Exchange 2007 mailboxes to PST

   • Step 1: Start the Exchange Management Console (EMC) on your computer
   • Step 2: Expand 'Microsoft Exchange' > 'Recipient Configuration' > 'Mailbox' in the left menu
   • Step 3: Right click on the mailbox and select 'Manage Full Access Permissions'
   • Step 4: Select users and groups to whom you want to grant the full access permission
   • Step 5: Finally, run the cmdlet Export-Mailbox to export Exchange 2007 mailboxes to PST

   Export-Mailbox -Identity  -PSTFolderPath C:\PSTbackup\PST_2007\mailbox.pst

4. How to export mailboxes from Exchange to PST using Outlook

   To export a mailbox, including folders and subfolders, to PST from Outlook, navigate to the Import/Export option under the File tab and select Outlook Data file (.pst) from the list.

   Steps to export Exchange mailboxes to PST using Outlook

   • Step 1: Launch Microsoft Outlook version 2019, 2016 or 2013
   • Step 2: Click 'File' on the left side top section and navigate 'Open and Export' > 'Import/Export'
   • Step 3: Select the option 'Export to a file' in the next window
   • Step 4: Under the 'Export to a File window', click 'Outlook Data File (.pst)'
   • Step 5: Select the folders to export and browse the location to save the PST file

   The methods of using PowerShell and Exchange admin center have the limitation of being time consuming and requiring extensive technical knowledge. For example, the EAC and Outlook methods allow for the export of single mailboxes. PowerShell cmdlets are difficult to use and have different procedures for different Exchange server versions. Another thing to keep in mind is that these methods can only be used if your Exchange server is up and running and the database is not corrupted. If the database fails to mount or is otherwise inaccessible, the only option is to use a third-party Exchange migration tool, such as EdbMails.

5. Export mailboxes to PST from Exchange 2019, 2016, 2013, 2010 and 2007 using EdbMails

   Use EdbMails EDB to PST converter Windows application to easily export mailboxes from any Exchange server (2003-2019) to PST. It enables you to recover and extract Exchange database files to Outlook data files in a few clicks. The application can recover Exchange database (EDB) without log files or relying on the Exchange server connection.

   Select the Exchange EDB file that you want to export to PST

   

   • Step 1 : Copy and backup the offline EDB file from your Exchange server.

     Take a complete backup of the EDB file before you attempt the recovery and export operation. Install Microsoft Outlook on your computer

   • Step 2: Install and run EdbMails, then choose the EDB file for recovery

     Download EdbMails and install the setup file

      See EdbMails system requirements for EDB recovery and export

     

     Click 'Login'or 'Start Your Free Trial' button

     

     Choose the 'EDB to PST. EDB to Office 365. EDB to Exchange' option.

     

   • Step 3: Preview the EDB file and click 'Export to Outlook PST'

     EdbMails can perfectly repair a corrupted EDB file and can also resolve the Dirty Shutdown error of Exchange database, select the mailboxes you want to export and the location where you want to save the file. Then, click 'Export to Outlook PST'.

     

     You can apply the advanced filter settings to export Exchange emails to PST by specific Date, Subject, Attachment and so on. The ‘Exclude Standard / Custom folders’ option enables you to exclude the folders such as Inbox, Sent, Drafts, Custom folders, Junk, Conversation History from the export operation. EdbMails comes with other additional settings such as splitting a PST file during the export and excluding emails whose size is greater than a specified limit

     

   • Step 4: Specify a name to the task and verify the mailboxes/folders After you select the mailboxes and folders, you can verify them for export and give the task a name for future reference. This activity enables you to save and use the same settings for future EDB to PST export operations.

     

   • Step 5: Start exporting the Exchange mailboxes to Outlook PST

     EdbMails displays a progress window of the export operation where you can pause and resume the export. Finally in the View Log, you can see a comprehensive summary of the export operation.