How to Export Shared Mailbox to PST? Get Best Solutions

Top Reasons to Export Office 365 Shared Mailbox to PST

Transferring a shared mailbox to a PST file provides various practical benefits, mainly for businesses and IT teams. Here are some of them:

• A PST file creates a secure backup for accidental deletion or data loss.
• It provides Free storage space in the shared mailbox.
• Helps in accessing data offline anytime without an internet connection.
• It maintains old conversations without affecting active mailboxes.
• Also, PST makes the process easy to transfer mailbox data to another user, device, or organization.

Distinct Approaches to Export a Shared Mailbox to PST

You can export a shared mailbox to PST by using the manual method using Outlook and the automated method with a tool. The manual process involves multiple steps and requires technical knowledge to implement. For a faster and more trustworthy solution, a dedicated tool is highly recommended. Let’s explore the approaches:

Note: If you have not transferred your public folder data yet, check out this guide on how to migrate Public Folder to Shared Mailbox before starting the export process.

Manual Way to Export Shared Mailbox to PST Office 365

There are manual techniques to transfer a shared mailbox to PST. It uses the Outlook desktop app, the Microsoft eDiscovery Export Tool, and PowerShell commands. Each method is free but requires technical expertise. Let’s explore these methods in detail:

Method 1: Export PST from Shared Mailbox Office 365 through Outlook

This method is suitable for users who have full access to the shared mailbox and want to perform a one-time export. Steps can be defined as:

1. Firstly, start Outlook Desktop and check that the Shared Mailbox is visible.
2. Afterward, go to File > Open & Export > Import/Export.
3. Meanwhile, select Export to a file, then select Next.
4. To proceed, select Outlook Data File (.pst) and select Next.
5. Further, select the Shared Mailbox and select the folders you want to export.
6. Later, set the location to save the PST file.
7. Lastly, select Finish to start the export.

Note: This method does not support scheduled exports and only works on Outlook desktop.

Method 2: Export Shared Mailbox to PST Using Microsoft eDiscovery

This method is helpful for IT admins and organizations that need to export shared mailboxes for legal, audit, or compliance purposes. Let’s see the steps:

1. Firstly, sign in to Microsoft 365 Admin Center.
2. Afterward, navigate to Admin centers > Security > Permissions.
3. To proceed, select eDiscovery Manager > Edit Role Group.
4. Meanwhile, add your account to the eDiscovery Administrator role.
5. Then, go to Compliance Center> Content Search.
6. Now, select + New Search and configure conditions to include the Shared Mailbox.
7. Further, once indexed, select Start Export.
8. Later, after export completes, select Download exported results.
9. Finally, use the Microsoft Export Tool to download PST files.

Note: This method requires admin permissions and only works in compatible browsers (IE/Edge in IE mode).

Method 3: Export Shared Mailbox to PST via PowerShell

This method is best for organizations with an on-premises Exchange server and technical IT teams. Follow the steps to implement:

1. Firstly, run the following PowerShell command to assign export rights:

New-ManagementRoleAssignment –Role “Mailbox Import Export” –User Administrator

2. After that, restart the Exchange Management Shell.
3. Meanwhile, run the export command:

New-MailboxExportRequest -Mailbox SharedMailbox -FilePath “\\Server\SharedFolder\SharedMailbox.pst”

4. Lastly, check the export progress using:

Get-MailboxExportRequest

Note: It requires PowerShell knowledge and only works in Exchange on-premises environments.

Downsides of Manual Techniques

• Some manual methods, like PowerShell and eDiscovery, require advanced technical knowledge.
• The Microsoft export tool (used in eDiscovery) only runs in Internet Explorer or Edge IE mode.
• Manual process may lose some data if the settings are incorrect or the process is interrupted.
• Manual steps take a lot of time, mainly when working with large mailboxes.
• There is no way to set up automatic exports using manual methods.

Automated Approach to Export Shared Mailbox to PST

If you need a faster, safer, and more effective way to export shared mailboxes to PST, the SysInfo Office 365 Export to PST Tool is the best solution. It saves us from all the manual steps, technical complexities, and risks of data loss. If you are working with a single shared mailbox or exporting multiple accounts, this tool also makes the process simple for non-technical users.

Now, the procedure to use the tool can be defined as:

1. Firstly, download, install, and start the Office 365 Export Tool, and select Backup.
2. After that, log in with your Office 365 credentials.
3. To proceed, select the Shared Mailbox from the user list and select Next.
4. Meanwhile, preview and select folders to export.
5. Further, select PST as the saving format.
6. Later, apply advanced filters and set the destination path.
7. Finally, select Convert to export the Shared Mailbox to PST.

Conclusion

Export shared mailbox to PST has become necessary for data backup, migration, and compliance. Manual methods can help with small tasks, but they come with limitations such as size restrictions and complexity. For a more effective and trustworthy approach, an expert-recommended tool is the greatest choice. It simplifies the entire process, supports multiple transfers, and provides advanced features to check that your data is backed up securely and without any difficulty.

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About The Author:

Suman Rawat

Suman Rawat is a technical content writer and expert in the fields of email migration, data recovery, and email backup. Her passion for helping people has led her to resolve many user queries related to data conversion and cloud backup.