Export Office 365 Mailbox to PST Files Archive using Powershell

May 31, 2018 | Author: | Posted in Software

Nowdays, with everything going digital, life has become so fast that it becomes necessary for everyone to keep pace with the latest technological advancements. Whether it is single user or a small businessman or large organizations, everyone is looking forward to move towards recent technological changes. The latest improvement in this arena is Office 365 that has made it possible for everyone to move to cloud. The application is a unique combination of cloud based services integrated with several other productivity services, including web version of desktop based MS Office Suite. The transformation towards hosted exchange online has enabled various companies’ IT administrators to keep a regular backup of their Office 365 user profiles to keep it safe and secure. There are various methods available for exporting Office 365 mailboxes to PST files as discussed below :

Export Office 365 Mailbox to PST files via PowerShell

Now let’s discuss the complete process for migration of Office 365 mailbox data to PST with PowerShell, as Office 365 administrator. Let’s learn with an example, where admin@example.onmicrosoft.com is the admin account having O365 administrator rights. abc@example.onmicrosoft.com is the user account whose mailbox data is being exported locally. The new account created in MS Outlook (to be used for extraction purpose) is xyz@xyzexample.onmicrosoft.com

Now, follow this manual guide to export Office 365 mailbox to PST files archive using PowerShell commands :

Step 1 : Connect with Exchange Server

  • Run the command and login with your Office 365 admin account details (here admin@example.onmicrosoft.com)

         $UserCredential = Get-Credential

  • Type the below syntax to backup Office 365 mailbox in PST :

         “$Session = New-PSSession -ConfigurationName Microsoft.Exchange -ConnectionUri https://outlook.office365.com/powershell-liveid/ -Credential $UserCredential -Authentication Basic –AllowRedirection”

  • Run the following command

          “Import-PSSession $Session”

Step 2 : Grant Access Right to mailbox for initializing export

The following command will grant xyz@xyzexample.onmicrosoft.com full access rights to export abc@example.onmicrosoft.com mailboxes from Office 365 mailboxes to PST.

“Add-MailboxPermission – User xyz -Identity abc -AccessRights FullAccess -InheritanceType All”

Step 3 : Create a New User Account in Outlook

Now launch MS Outlook, configure xyz@xyzexample.onmicrosoft.com user account. Make sure that abc@example.onmicrosoft.com user account is shown on the left panel of Outlook window. The configuration process may take a few minutes to complete.

Step 4 : Check Configuration Settings

  • Now check configuration settings by clicking File >> Account Settings >> select account
  • Click change button to backup O365 data in PST. Finally, enable “Use Cached Exchange Mode” and ensure that “Mail to keep Offline” is set as All.

Step 5 : Extract PST from Outlook

  • Open Outlook >> File >> Open & export >> Import/Export
  • Select Export to a File >> Next
  • Now select Outlook Data File (.pst) >> Next
  • Choose abc@example.onmicrosoft.com from the listed mailbox folders. Check the “Include Subfolders” option and click Next.
  • Enter the name and browse for the location where you want to save PST file, choose desired options and finally click finish button.

Step 6: Remove Permissions

Once the Office 365 backup to PST process is finished remove previously assigned permissions using the following command :

“Remove-MailboxPermission -User xyz@xyzexample.onmicrosoft.com -Identity abc@example.onmicrosoft.com -AccessRights FullAccess”

Step 7: Close PowerShell Session

Exit the opened the session:

“Remove-PSSession $Session”

Professional Solution to Export Office 365 Mailbox to PST

Though manual technique is free but due to the complexities involved, many users are not comfortable in using this method. Also it needs to have administrator rights to export Office 365 mailbox to PST files with PowerShell. So to avoid any complicated situation, many users look for simple, accurate and quick solution to extract their hosted Exchange online mailbox data to on-premises. Office 365 Backup Software is the ideal utility that allows users to export Office 365 mailbox to PST including all emails, contacts and calendars. The tool provides additional options to save Exchange online database to other popular file formats too. Now users can easily extract their Office 365 emails to PDF, MBOX, EML and MSG. Moreover, it’s a Windows based application and can be used on all Windows (32bit and 64bit) editions, including Windows 10 too.


Considering the users’ demand for getting best solutions to export Office 365 mailbox to PST, we have discussed both manual and professional solutions for the same. For getting free solution, they can opt for manual technique to export Office 365 mailbox to PST files as an Admin. And if they want easy and quick solution, then using a professional method is the best for them. For users’ support, FREE demo edition of the software is also offered and can be downloaded FREE of cost. Using Office 365 backup free download utility, they can evaluate its performance by converting first 100 emails and 25 other items from Office 365 to PST.

Free Download Link :


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About Author
I am Vella Roger, working as a Senior Technical Analyst in a renowned software company that delivers numerous email migration utilities to users.


I am Vella Roger, working as a Senior Technical Analyst in a renowned software company that delivers numerous email migration utilities to users.

This author has published 8 articles so far.

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