Office 365 to PST Export Tool User Manual

  Installation   Uninstallation

Software Guide

Introduction

Welcome to the SysInfo Office 365 to PST Export Tool User Manual, your complete guide to securely backing up and managing Exchange Server mailbox data with ease.

In today’s business environment, email data is essential for daily communication and operations. The SysInfo Office 365 Export to PST helps administrators safely back up mailbox data from Exchange Online, on-premises Exchange Server, and hybrid environments. Whether you need to create a secure PST backup, archive mailbox data, support employee offboarding, or prepare data for migration, this tool helps maintain data integrity throughout the process. With its simple interface, advanced filters, broad mailbox support, live progress tracking, and detailed reports, the software makes Exchange Server backup and export tasks easier and more efficient.

Exclusive Features of Office 365 to PST Export Tool

Key Features of SysInfo Office 365 to PST Export Tool

  • Supports Exchange Environments: Works with Exchange Online, on-premises Exchange, and hybrid deployments.
  • EWS API Support: Uses Microsoft Exchange Web Services for reliable mailbox data access.
  • Multiple Mailbox Types: Supports Primary, Archive, Shared, and Public mailboxes.
  • Export to PST: Creates local PST backups while preserving mailbox structure and data.
  • Office 365 to Office 365: Migrates mailbox data securely between Microsoft 365 accounts.

Why Does This Tool Run on localhost?

The tool runs on localhost to process data directly on your system. This helps avoid synchronization errors and keeps the migration or backup process more stable and secure.

Step 01: Download SysInfo Exchange Server to PST Export Tool

Download and install the software on your Windows system. Launch the application and click Open Browser to begin the backup process.

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Step 02: Select Office 365 as the Source

From the source selection screen, choose Office 365 as the source account.

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Step 03: Authenticate the Office 365 Source Account

The tool provides two authentication methods. Choose the method that matches your Microsoft 365 setup.

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Step 04: Log In Using Single-User OAuth

  • Enter the source Microsoft 365 admin account and click Login with Microsoft. If the account has already been saved, select a Saved Account to sign in directly.
  • Enter your Microsoft 365 password and click Sign in. Approve Multi-Factor Authentication. If MFA is enabled, Microsoft may ask you to verify the sign-in.
  • Open the Microsoft Authenticator app on your mobile device. Approve the sign-in request. If Microsoft displays a number, such as 45, enter the matching number in the Authenticator app and approve the request.

Note: Before selecting the Microsoft 365 account in the browser, make sure you are already signed in to the required account. If multiple Microsoft 365 accounts are open in different browser windows, use the browser window where the required Microsoft account is already signed in. Authentication proceeds through that browser session.

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Step 05: Using Client ID & Secret ID

  • You can also connect the source Microsoft 365 account using application credentials. Enter the following details: Microsoft 365 Admin Account, Application (Client) ID, Client Secret, and Tenant ID.
  • Upload a CSV File for Bulk Backup: If you want to process multiple Microsoft 365 accounts, click Choose File and upload a CSV file containing the required email addresses.

Note: Check the complete instruction: How to Create an Azure Active Directory Application & Enable API Permissions?

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Step 06: Select Mailbox Data

Choose the mailbox data you want to back up from the available options: Primary Mailbox, Online Archive, Public Folder, or Shared Mailbox (Available with Client ID & Secret Authentication).

Note: You can change the selected mailbox type later using the user mapping options.

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Step 07: Select Mailbox Folders

Choose the folders and subfolders that you want to include in the backup. The tool provides several options to make folder selection easier:

  • Search Folders: Enter a folder name in the search bar to locate it quickly.
  • Expand All: Displays all available folders and subfolders.
  • Collapse All: Hides expanded subfolders and displays only the top-level folders.
  • Select All: Selects all available folders and subfolders.
  • Deselect All: Clears the current folder selection.
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Steps to Backup Office 365 to Office 365

Step 08: Select Office 365 as the Destination

After selecting the source data, choose Office 365 as the destination format.

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Step 09: Authenticate the Destination Office 365 Account

Authenticate the destination Microsoft 365 account using either OAuth 2.0 or Client ID & Secret authentication.

  • Using OAuth 2.0:
    • Enter the destination Microsoft 365 admin account and click Login with Microsoft.
    • Enter the account password and click Sign in.
    • If MFA is enabled:
      • Open the Microsoft Authenticator app.
      • Approve the sign-in request.
      • Enter the displayed matching number if Microsoft asks for number verification.
      • Complete the authentication process.

Note: Make sure the required Microsoft 365 account is already signed in to the browser before selecting it during authentication.

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  • Using Client ID & Secret:
    • Enter the following destination account details: Microsoft 365 Admin Account
    • Application (Client) ID, Client Secret, or Tenant ID.
    • The Azure application must have the required API permissions before authentication.
    • Once authentication is completed, the tool displays a confirmation message containing the destination account and selected login type.
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Step 10: Map Source and Destination Mailboxes

Map each source mailbox to the appropriate destination user. The tool supports flexible mapping options, including many-to-many and Many-to-One. Select the destination account and specify where the source mailbox data should be migrated.

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Step 11: Configure Advanced Migration Filters

Use the available filters to control how the mailbox data is backed up.

  • Remove Duplicates: Enable this option to identify duplicate items by comparing To, From, Subject, and Body details.
  • Free Up Server Space: Enable this option to remove emails from the source account after they have been successfully backed up.
  • Date Filter: Specify a start date and end date to backup only the data created or received within the selected period.
  • Custom Folder Name: Enter a custom name for the destination folder where the mailbox data will be saved. The folder name must not contain these characters: \ ? / *
  • Skip Migrated: Enable this option to skip previously migrated items and process only new or modified data during subsequent backup operations.
  • Exclude Empty Folders: Enable this option to prevent folders containing no items from being backed up.
  • Map to Default Folders: Map source system folders to their corresponding Microsoft 365 system folders.
  • Include Items: Select the specific data types you want to back up: Emails, Calendar events, Contacts, Attachments, Notes, Tasks, and Reset Filters.

Click Reset Filters to clear the filters and restore their default settings. After configuring the required options, click Start Backup.

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Step 12: Monitor the Office 365 to Office 365 Backup

You can monitor the process and review transfer statistics in real time as the mailbox data is copied to the destination Microsoft 365 account.

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Step 13: View Backup Reports

After the backup is complete, click All Reports to view the migration reports. The reports help you review the backup status and transfer details.

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Steps to Backup Office 365 to PST


Step 08:Select PST as the Destination

To save Microsoft 365 mailbox data locally, select PST as the destination.

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Step 09:Configure Advanced Migration Filters

Use the available filters to control how the mailbox data is backed up.

  • Remove Duplicates: Identify duplicate items by comparing To, From, Subject, and Body details.
  • Free Up Server Space: Remove emails from the source account after they have been successfully backed up.
  • Date Filter: Specify a start date and end date to backup only the data created or received within the selected period.
  • Custom Folder Name: Enter a custom name for the destination folder where the mailbox data will be saved. The folder name must not contain these characters: \ ? / *
  • Skip Migrated: Enable this option to skip previously migrated items and process only new or modified data during subsequent backup operations.
  • Exclude Empty Folders: Enable this option to prevent folders containing no items from being backed up.
  • Include Items: Select the specific data types you want to back up: Emails, Calendar events, Contacts, Attachments, Notes, Tasks, and Reset Filters.
  • Split PST by Size: Use this option to divide a large PST file into smaller PST files based on the selected size limit. By default, a 50 GB PST file is automatically split into smaller PST files.
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Step 10:Choose the Output Location

Click Browse and select the folder where you want to save the resulting PST files. If required, click Reset Filters to clear the selected filters. Click Start Backup to begin the Office 365 to PST backup process.

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Step 11:Monitor the Office 365 to PST Backup

Once the backup starts, the tool displays the progress of the export. Monitor the transfer status and review the backup statistics in real time until the process is completed.

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Step 12:View Backup Reports

After the Office 365 to PST backup is finished, click All Reports to view the generated backup reports. These reports provide details about the completed backup process and help verify the exported mailbox data.

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System Requirements

Core Requirements

Windows Processor: Intel® Core™2 Duo E4600 Processor 2.40GHz

Mac Processor: Apple Silicon (M1 or M2) or Intel-based Mac systems

Ram: 4 GB (8 GB Recommended)

Disk Space: Minimum Disk Space - 1 GB

Supported Windows: 11, 10, 8.1, 8, 7, 2008, and 2012 (32-bit & 64-bit) & other Windows versions.

Supported Mac: macOS 10.13 High Sierra, macOS 11 Big Sur, macOS 12 Monterey, macOS 13 Ventura, macOS Sonoma, and later versions of macOS (10.15 "Catalina") 		About Product

Version: 26.8
Size: 173 MB
License: Multiple User
Release Date: 25 August 2026
Edition: Single, Admin, Technician & Enterprise
Supported Output File

Office 365 and PST. 		Free Version

Evaluate all the features and functions of this tool.

Installation Guide

Installation Guide

Step 1: Download Tool
Go to the official SysInfo website and click Download Now to get the setup file.

Step 2: Run the Installer
Open your Downloads folder, right-click the installer, and select Run as Administrator to launch the setup wizard.

Step 3: Accept License & Choose Location
Read and accept the License Agreement, then choose the installation folder (the default path is recommended).

Step 4: Install the Tool
Click Install to begin. Once completed, click Finish to close the setup wizard.

Step 5: Launch & Activate
Open the tool from the desktop or Start Menu..

Note:

  • For trial use, select the Demo Version.
  • For full access, enter your Activation Key and click Activate Now.

TroubleShooting Guide

Issues Possible Cause Solution
Login failed during Office 365 authentication Wrong credentials or expired session Re-enter valid credentials or re-authenticate using Modern Authentication (OAuth).
Tool stuck on “Fetching Mailbox” A large number of mailboxes or a poor internet connection Wait for process completion or ensure stable internet; restart the tool if needed.
Office 365 connection timeout Network interruption or firewall restrictions Disable the firewall temporarily or whitelist the tool in Windows Defender.
Some mailboxes are not visible Insufficient permissions for admin or user Ensure the admin has full mailbox access and EWS/Graph permissions enabled.
Backup stops midway Session timeout or large attachment size Restart the process using “Skip Previously Migrated Data” to avoid duplication.
Error loading folder hierarchy Temporary Office 365 sync issue Re-login and reload the mailbox hierarchy; check the Exchange server status.
Output folder not created Missing write permissions on the destination Assign “Write” permissions to the output directory or choose another path.
Duplicate emails in backup Duplicate filter not applied Enable “Remove Duplicates” under filter options before running the backup.
Process shows 0 items backed up Empty mailbox or filters too restrictive Review applied filters and select the correct folders before starting backup.
Slow backup process Network congestion or large data size Reduce concurrent mailboxes or run the tool during off-peak hours.

When to Contact Support?

If you encounter any issues that cannot be resolved using the troubleshooting guide, it is recommended to contact the SysInfo Technical Support Team for expert assistance. You should reach out when the tool fails to authenticate, crashes during backup or restore, does not accept your license key, or produces incomplete or corrupted backup files. Support is also available if you face difficulties configuring Azure permissions, understanding error codes, or using specific features. Before contacting, keep your license details, software version, and any error screenshots ready to help the team diagnose the issue quickly.

Support & Privacy Information

Professional Support Channels Data Privacy & Security

Email Support
Comprehensive technical support via email with detailed responses.
Email: [email protected]
Response Time: Approx 1 business hour

Phone Support
Direct phone consultation with certified technical experts.
Availability: Mon–Fri, 9:00 AM – 6:00 PM (IST)
Phone: +91-8130504313 (India)

Live Chat Support
Real-time chat assistance for immediate troubleshooting.
Response: Instant
Availability: 24/7 for premium users
Contact: Get Instant Support

Technical Expert Team
Dedicated experts specializing in Outlook PST conversion, email migration, and data integrity.
Expertise: Microsoft-certified professionals
Coverage: Installation, configuration, migration, and troubleshooting
Languages: Multi-language support available

Zero Data Storage Policy
The SysInfo On-Premises Exchange to PST follows a strict zero data storage policy, ensuring that no user data, mailbox content, or attachments are saved on any external server during backup or migration.

Data Privacy Maintenance
Uses end-to-end encrypted communication during Office 365 data transfers.

Establishes a direct and secure connection with Office 365 without any third-party caching.

Fully compliant with GDPR and global data protection standards.

Maintains complete confidentiality of all user credentials and mailbox content.

Authentication Security
Employs secure OAuth 2.0 and OpenID Connect protocols for Office 365 authentication.
Supports Multi-Factor Authentication (MFA) for enhanced account protection.
No credentials are stored locally or remotely at any stage of the process.

Audit & Compliance
Generates detailed operational logs for tracking and internal auditing.
Logs contain only technical metadata; no personal or sensitive email content is recorded.
Support Request Process

Submit Request: Contact support via email, phone, or live chat with detailed issue information.

Expert Assignment: A technical expert is assigned based on the issue’s complexity.

Follow-Up: Comprehensive analysis and implementation of a solution.

Close Loop: Verification of resolution and customer satisfaction.

Frequently Asked Questions

Ans:  The tool supports Exchange Online, on-premises Exchange Server, and hybrid Exchange environments.

Ans:  You can authenticate Microsoft 365 accounts using OAuth 2.0 or Client ID & Secret authentication.

Ans:  Yes. You can upload a CSV file containing multiple email addresses for bulk backup.

Ans:  The software supports Primary Mailbox, Online Archive, Public Folder, and Shared Mailbox data, depending on the selected authentication method.

Ans:  Yes. You can use date filters, duplicate removal, custom folder names, Skip Migrated, Exclude Empty Folders, and other filtering options.

Ans:  Yes. The Split PST by Size option allows you to divide a large PST into smaller files based on the selected size limit.

Ans:  You can monitor the backup using the real-time progress dashboard and review completed operations through the All Reports section.

Sales Frequently Asked Questions

Ans:  You can purchase using major credit/debit cards, PayPal, and wire transfer through our secure payment gateway.

Ans:  No, the price shown on our website is final. Applicable taxes are clearly displayed during checkout.

Ans:  You can contact our sales team at [email protected] to request an upgrade by paying only the difference between license types.

Ans:  It usually takes 1-2 business hours after payment confirmation to receive your license key.

Ans:  SysInfo offers four types of licenses – Single User, Administrator, Technician, and Enterprise, each designed for specific user needs.

Ans:  Yes, the license is perpetual. Once purchased, you can use it for a lifetime with free updates for a limited period.

Ans:  The software and license key are delivered digitally to your registered email address. No physical delivery is required.

Ans:  Online purchase through a credit/debit card or PayPal provides instant license delivery to your email.

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