Export Exchange Mailbox to PST
Exporting mailboxes from Exchange Server to PST (Personal Storage Table) files is a common requirement for organizations looking to backup, archive, or migrate mailbox data. PST files store emails, contacts, calendar entries, and other mailbox items in a single file, making them a reliable option for protecting important information, meeting compliance requirements, and managing mailbox storage. Traditional approaches such as using Outlook or PowerShell scripts can be complicated, time-consuming, and error-prone, particularly when dealing with large mailboxes or multiple mailboxes at the same time.
EdbMails Exchange Migration Software simplifies the Exchange to PST export process with a secure and reliable approach that supports all Exchange versions, including 2007, 2010, 2013, 2016, and 2019. Its intuitive interface allows you to select and export specific mailboxes, folders, or individual items so that only the required data is included in the PST file. Advanced capabilities such as incremental migration, concurrent mailbox processing, and automatic folder mapping maintain the original mailbox hierarchy, prevent duplicates, and improve performance, ensuring a smooth and efficient experience even when handling large mailbox data.
This guide explains the step-by-step process to export Exchange mailboxes to PST using EdbMails. It covers how to prepare the source environment, configure the required settings, perform incremental or selective migration, and verify the generated PST files. The guide also includes useful best practices and recommendations to help ensure a smooth, secure, and error-free Exchange to PST migration.
Prerequisites to Export Exchange Mailbox to PST
- Step 1: Set the impersonation rights to global admin user
If you are using a global admin account to connect to your source Exchange server, ensure to set impersonation rights.
Set the impersonation rights for the admin user on Exchange server
- Step 2: Ensure that global admin has a non hidden mailbox
The administrator who is performing the export must have a non hidden mailbox on the source server.
- Step 3: Verify if you have a valid mailbox the Exchange server
Before you perform the export Exchange mailbox to PST operation, ensure that you have valid mailboxes for all your users in your organization.
- Step 4: Verify if you have a valid Public folder on Exchange
If you plan to export the Public folders to PST files, create and configure the Public folders on the target server.
- Step 5: Install Microsoft Outlook on your computer
For exporting mailboxes to PST by using EdbMails, you need to have Microsoft Outlook installed on your computer. Install the latest applicable updates for MS Outlook and ensure that you have sufficient space on your computer to save the output PST file.
- Step 6: Create a new profile in Outlook for all users
For a successful PST export operation, you must create a new Outlook profile.
- Step 1: Set the impersonation rights to global admin user
Steps to Export Exchange Mailbox to PST
Step 1: Download and Install EdbMails Exchange to PST export tool
- Download and install the EdbMails application on your computer.
- Start the EdbMails application on your system.
- Enter your registered email ID and password and click ‘Login’. If you are a new user, select ‘Start Your Free Trial’ to proceed with the trial version.Note: The trial version provides access to all key features and supports migration of up to 30 items per folder. For unlimited migration, purchase Exchange Migration license from the official EdbMails website.After completing the purchase, close and reopen the application. Then log in using the same email ID and password used during the purchase to activate the license successfully.
- Download and install the EdbMails application on your computer.
Step 2: Select the Exchange migration product
- Choose ‘Live Exchange Migration’ from the list of products.
- Select 'Live Exchange to PST Export’.
- You can either keep the default job name or click the ‘New Job’ button to change the job name.
- Click the ‘Browse’ button and select the destination location where the PST file will be saved for the migrated data.
- Choose the destination location to save the PST files. Make sure the selected drive has sufficient storage space to store the generated PST files.
- Choose ‘Live Exchange Migration’ from the list of products.
Step 3: Connect to source Exchange server
- Click the ‘Add New Connection’ button to establish a new connection to the source Exchange server. If you want to reconnect using a previously configured connection, select it from the connection list and click the ‘Connect to Existing’ button to proceed.
- Choose the required connection options and click the ‘Next’ button.
Learn more about Exchange server connection methods using EdbMails
- Provide the source Exchange Server details such as the IP address (Domain name), Exchange version, username, and password.
- Click the ‘Login’ button to continue.
- After successfully signing in to the source Exchange server, choose a suitable method to load the mailboxes. EdbMails automatically loads the mailboxes for you. However, due to Microsoft API limitations, only up to 100 mailboxes may be displayed. If your environment contains more than 100 mailboxes, use the ‘Load Mailboxes using .CSV file’ option.
See how to load Exchange server mailboxes using CSV file.
- Click the ‘Next’ button to continue.
- Click the ‘Add New Connection’ button to establish a new connection to the source Exchange server. If you want to reconnect using a previously configured connection, select it from the connection list and click the ‘Connect to Existing’ button to proceed.
Step 4: Select the mailboxes and folders
- Choose the specific mailboxes/folders you wish to export from the source Exchange server and click the ‘Next’ button to proceed.
- Choose the specific mailboxes/folders you wish to export from the source Exchange server and click the ‘Next’ button to proceed.
Step 5: Start Exchange to PST tool operation
- Review the selected mailboxes for the operation and confirm that the ‘Action’ is set to ‘Export’.
- Click the ‘Settings’ option to configure filters such as date range, From, To, CC, BCC addresses, and read or unread message status. You can also enable the option to split PST files before the process begins.
- Save the configured settings.
- Click the 'Start Export' button.
- The migration process has now started and you can track its status through the progress bar. After the process finishes, a notification will appear prompting you to review the export status report. Click the ‘View Logs’ button to check the detailed report of the migration. You can also pause or resume the process at any time based on your requirement.
- Open the exported PST files on your Outlook and verify the data.
Advantages of using EdbMails to export Exchange mailbox to PST
- EdbMails allows the individual and bulk export of multiple PST files from your Exchange servers.
- During the export process, you have the option to split the output PST file into smaller, more manageable sizes.
- EdbMails includes a free PST viewer compatible with both ANSI and Unicode PST files.
- EdbMails features a free PST merge tool, allowing you to merge multiple PST files into one.
- With the incremental export feature, only newly added items from the same mailbox are migrated, improving efficiency.
- Export to Outlook PST without any limitations on mailbox or mail item sizes.
- Effortlessly backup your Exchange server mailboxes without needing to rely on manual methods or retention policies.
Frequently Asked Questions
- Can EdbMails export Exchange mailboxes to PST securely?
EdbMails Exchange to PST export tool is one of the best solutions to export mailboxes from all Exchange versions (2007, 2010, 2013, 2016, and 2019) to PST files. It provides features like incremental export, mailbox filtering, automatic mapping, and PST file splitting, ensuring secure and efficient export without data loss.
- Can I export multiple mailboxes from Exchange to PST at once?
Yes. EdbMails supports bulk mailbox export, allowing you to export multiple Exchange mailboxes simultaneously to PST files. The tool also supports parallel export to speed up large-scale operations.
- Does EdbMails require Outlook for PST export?
Yes. Microsoft Outlook must be installed on the system performing the export. The latest Outlook version is recommended for compatibility.
- How to split large PST files automatically?
EdbMails provides a built-in option to split large PST files into smaller, manageable sizes before exporting. You can define the size limit in the export settings to ensure PST files stay within Outlook’s size recommendations.
