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How to Download Mailbox from Office 365 Completely? Solved

Shubham Dixit   
Published: Oct 3, 2023 • Download • 5 Min Read

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Download Mailbox from Office 365: Every day, an employee in a company sends and receives a large number of emails. These emails include the most important information that must be retrieved for official use.

The information must be stored in a personal folder where it can be easily accessed even if the internet connection is sluggish or the server is not responding quickly.

If there is ever an issue with Office 365, you must save your mailbox into PST. So, that the data may be utilized for backup. Both manual and automatic methods will be used to accomplish this task.

In this blog post, I’ll go through how to use the eDiscovery tool, Outlook email client, and the professional Tool to download mailbox from Office 365.

“Hello there, I’ve been using Office 365 for personal and business work for the last three years. So, all of my personal and professional information is saved on the Office 365 platform. But, for a variety of reasons, I am compelled to discontinue the use of Outlook 365. So, I wish to create a backup of my Office 365 emails to download my mailbox from Office 365. But I’m not sure how to go about it. Please advise on the most efficient and straightforward technique of downloading PST from Office 365.”

Can you Save Emails from Office 365 Manually?

Here I will show you 2 manual methods to download PST from Office 365. First, we will take the eDiscovery tool and then we will download the mailbox from Office 365 by using the Outlook email client. Also, both manual methods have some limitations.

Method 1: Download PST from Office 365 with the eDiscovery Tool

  1. Firstly, log in to your Exchange Admin Centre.
  2. Next, choose “Permission” from the left panel and then Admin Roles >> Discovery Management >> Mailbox Import-Export, and lastly press on the Save.

     choose “Permission”

  3. Now choose “Compliance Management” from the left panel and then the “in-place eDiscovery & hold” tab and then press on the “New (+)”.

    choose “Compliance Management”

  4. Now enter the name and the description into the appearing window and press on the “Next” icon.

    enter the name and the description to download mailbox from office 365

  5. Next, select the mailbox according to your needs to download PST from Office 365.
  6. After that, select the required filters and press the “Next” icon.

    select the required filters

  7. Now Specify how long the data items will be kept on the server and press on the finish icon to download the mailbox from Office 365. and then a prompt will appear, press on the “Run” button.

    then a prompt will appear to download mailbox from office 365

Now you will get the PST file, and you can view the PST file easily in the Outlook email client.

Limitations users will face during the process

  • Many users are unable to implement this strategy because of the long processes involved to download PST from Office 365.
  • It takes a longer time to complete the procedure.
  • This approach does not provide the ability to save just the data that you want.
  • To download a mailbox from Office 365 subscription, one must have a solid technical background.

Method 2: By Using the Outlook Email Client

First, we will connect the Office 365 account into the Outlook application, and then we will download the mailbox from Office 365 by using Outlook.

Step 1: Connect Office 365 to Outlook Account

  1. Open Outlook email client.
  2. And then click on the “File” tab >> Info >> “Add Account” tab.
  3. After that, enter the Office 365 login details to save emails from Office 365.

Step 2: Download PST from Office 365 Account

  1. Restart the Outlook on your machine.
  2. And then click on the “File” tab and “Open & Export” >> “Import/Export” option.

    click on the “File” tab to download mailbox from office 365

  3. Now choose the “Export to a File” option and click on the “Next” icon.

    choose the “export to a file” option

  4. After that, select “Outlook Data File(.pst)” and click on the Next button.


  5. Next, select the Office 365 folder and subfolders from the and then click on the “Next”.

    select the Office 365 folder

  6. Lastly, browse the saving location according to your needs.

    browse the saving location to download mailbox from office 365


  • When downloading an inbox from Office 365, there is a risk of data loss.
  • To download PST from Office 365, a high level of technical understanding is necessary.
  • Additionally, additional filter options are no longer accessible in Outlook.
  • It is necessary to perform the method over and again for each and every file.

Using the manual procedures that have been explicitly described above, a user may download their mailbox from their Office 365 account.

The manual technique, while it is free of cost, does not offer a comprehensive solution to download mailboxes from Office 365 into PST files. A few of the negative repercussions of using manual procedures include data loss and file corruption.

Direct Approach to Download Mailbox from Office 365

Inconsistencies in the produced PST file, among other things. It is suggested that you utilize the 3Steps Tool to alleviate all of these issues.

This application has several capabilities, all of which are easily accessible to all of its users via an intuitive interface. It enables to download of Office 365 mailboxes into a variety of file formats, including PST, EML, and MSG.

All of the data, including emails, contacts, calendar events, tasks, and so on, are gathered together. It includes a two-mode download option, which allows you to either save O365 archive mailboxes or download in-place archive messages from the archive mailboxes.

It has a unique feature, namely the Login for Admin option, which enables you to connect with several Exchange online accounts at the same time.

Final Words

You may download the mailbox from Office 365 to PST format manually or automatically. While the manual technique is free, it has limited capabilities and is unreliable. Using the manual technique also has the disadvantages listed above. So, use the third-party utility. It is a professional tool in great demand. It can save Office 365 mailbox to PST and two additional formats. This utility also works with Windows 10, 8.1, and 8.

By Shubham Dixit

Shubham is a distinguished subject matter expert and accomplished author with an unparalleled understanding of technology. With a deep-rooted passion for all things tech-related, Shubham brings a wealth of knowledge and expertise to their written works.