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Export Office 365 Mailbox to PST without Outlook – In-Depth Solution

Shubham Dixit   
Published: Oct 3, 2023 • Export • 6 Min Read

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Microsoft’s Office 365 suite is used by millions of companies worldwide. Even just in the United States, there are more than 879,900 companies are operating on this. Yes, this number is huge. So is the number of queries users ask when they want to export Office 365 mailbox to PST without Outlook. This is because the process is so complex & tricky to execute.

Many new users who do not have any technical knowledge may find this operation as difficult as climbing Everest. In this guide, we are going to check out the modern solution & its benefits to execute this task without facing the most common errors. Manual solution with its severe drawbacks is also mentioned below. As the manual method is quite complex, it’s important to not miss out on any step to avoid related circumstances.

Export Office 365 Mailbox to PST Free Tool – Conventional Solution

Now we are going to begin with the conventional method to solve users’ query that does not require Outlook. This method is totally free as it involves the e-Discovery tool to execute the necessary steps.

Step-1. Log in to your Office 365 Admin Account then Click on the Admin option at the bottom.


Step-2. Now, Click the Security & Compliance tab on the left side.

export Office 365 mailbox to PST without Outlook step-2

Step-3. In the Permissions menu & Click the eDiscovery Manager checkbox.


Step-4. After this, Click on Edit to move further.


Step-5. Select the Search & Investigation, & Hit the Content Search option.


Step-6. Click on  New Search button.


Step-7. In the Add Condition Wizard, there are a number of filters to choose from.

  • Select any Condition & Click on the Add icon to add desired filters.
  • Now, Select on Modify Option to choose all selected emails.
  • Select location & then Click on Save & Run button & a window will open up the named as “Save search”.
  • Enter Name & Description in the given fields & then Press the Save button.


Step-8. Go to the Content Search page again & then Click on Refresh, then open your query.

  • Now you can see the search results & then Click on the Export results option.


Step-9. Here, Click on the Export button to export Office 365 mailbox to PST.


Step-10. On the Content Search page, Go to the Export tab.

  • Click on Export Results & Copy the Key generated.


Step-11. Enter Key to the respective field in the eDiscovery Export Tool, Provide the Destination path to accommodate the data files & Click on the Start button.

export Office 365 mailbox to PST free tool step-11

Step-12. Finally, Click on the Close & that’s it.

Limitations to Export Office 365 Mailbox to PST without Outlook

The conventional solution is no doubt free but there are hidden costs involved. It consumes a lot of time & it is equivalent to money. If you’re going to export Office 365 mailbox to PST without Outlook using eDiscovery, understand the limitations. Let’s dig a little deeper into the crux of the matter.

  • The manual solution is quite difficult to execute due to the multiple steps. Evidently, users often get confused & mess up in the process. This results in facing several errors that are hard to solve.
  • Time is a crucial resource & using the manual method can consume more than the allotted time. We often hear from system admins around the world that they exceed the given deadline. It delays further related projects.
  • Not only these issues but if you’re using such a method, there are chances that you may end up losing your files. Several users reported that their files have corrupted while using this conventional approach.
  • Expert IT professionals always feel that conventional methods lack various filters that make it basic & quite outdated. Users need to do every step by themselves. Moreover, the selective export operation is not possible in this case.

Export Office 365 Mailbox to PST without Outlook Using Modern Solution

The modern solution is the best way to get the desired results. To justify the statements we are going to understand what makes it better than other available methods. Here, a purpose-driven tool is developed after detailed research of expert developers. 3Steps Software is offering this solution for users to get accurate results. This tool is trusted by various IT professionals as well as users all around the world. If you want to export Office 365 mailbox to PST by free tool, you may get stuck in between but the automated solution is safe.

Below are some of the features of this tool that make it better than the others.

  • This tool offers Date & category-based filters that can easily execute the selective export operation.
  • This utility export emails, contacts, calendars, & tasks in various file formats like PST/ EML / MSG.
  • Such a tool can export even the shared mailbox & In-place archive mailbox as per users’ requirements.
  • It offers the naming convention option for folders. In addition, it supports all Office 365 subscription plans.
  • This maintains the folder structure at the destination along with the Read & Unread status of files. It makes it quite easy for users to read & identify the required file in the destination location. 

Benefits of Trusting the Modern Approach

Users can get plenty of benefits if they opt for the automated solution instead of the conventional methods. All these benefits are not available if you export Office 365 mailbox to PST by free tool of eDiscovery.

  • The very first benefit user can get is saving time resource. An automated solution can provide users with the result in half of the time that the manual method takes.
  • Secondly, new users can easily operate the entire operation because of the simple GUI of this utility. It makes this complex task look easier.
  • Furthermore, this utility offers various filters that reduce the manual efforts of the manpower involved in the process.

Winding Up

Now that we are totally aware of the shortcomings present in the manual method, we can say that the optimum solution is the automated approach. If you are searching for any such tool, considering 3Steps Software can be a wise decision. Moreover, we learned the e-Discovery method by which we can export Office 365 mailbox to PST without Outlook easily. In addition, the automated solution offers various benefits that significantly hike the efficiency rate of users.

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.