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How to Export Exchange Mailbox to PST- Step by Step Guide

Exchange 2016 is an advanced platform where performing administrative work is easier. Many Exchange admins look to export Exchange mailbox to PST for multiple reasons. However, it is not easy to process to carry out the export process as it requires excellent skills to perform this job. Method to export the Exchange data can be achieved through the manual method and with third-party professional software.

This blog will touch on all such proficient methods where users can do exporting tasks with ease. However, users need to follow lengthy procedures to export the mailboxes, and a single mistake can lead to a mess; on the other hand, reliable software eliminates such a process. We will also put the highlight the different reasons why the Exchange admin thinks of putting all their data into Outlook PST.

Approach PowerShell Cmdlet for Exporting Exchange 2016 data into PST

Reasons will vary from one Exchange admin to another. However, there are some common incidents where all Exchange administrators look to export exchange 2016 mailbox to PST. Some of them include reducing the size of an EDB file, and most Exchange Admin look to export their data into the PST file.

However, some prerequisites need to be considered before you start exporting the Exchange mailboxes. Some of them are listed below:

  • In order to use the Cmdlet, it is crucial to add the Mailbox Import/Export role into a role group.
  • Secondly, you need to create the network sharing for the folder you will use to store the resultant PST file. You must also give permission to read and write to save the PST file to the shared folder.

Note: – Exchange Admin should take the backup of all your Exchange data to avoid a data loss situation.

Working Procedure to start exporting Exchange data:

We have listed the procedure to export Exchange mailbox to PST with the help of the PowerShell commands. However, if you do not want the export process to fail, ensure to follow the requirement for the export procedure completely. Let’s now start exporting the data of Exchange into PST.

  1. Start exporting mailboxes with the use of the PowerShell command in the EMS. Run the New-Mailbox Export Request cmdlet

New-MailboxExportRequest -Mailbox <name of mailbox>–File location “\\server name\ShareName\Filename.pst 

  1. If any user want to only export their Archive data then can use following command:

New-MailboxExportRequest- Mailbox Name- IsArchive-FilePath

You can also use the filter option to include as well exclude any particular item. To include a folder, you can use –IncludeFolders, and to exclude can utilize –ExcludeFolders parameter.

New-MailboxExportRequest -Mailbox <name of mailbox>–File location \\server name\ShareName\Filename.pst “-IncludeFolders “Outbox

  1. Apart from the include and exclude a folder, you can also export the data date-wise using the -ContentFiler Itand gt switches which are given below:

New-MailboxExportRequest –ContentFilter {(Received It ‘01/05/2022’)}–File location \\server name\ShareName\Filename.pst

It is one of the ways by implementing users can complete their tasks. However, technical expertise is required to run the PowerShell commands to export Exchange mailbox to PST file. In addition, there are more methods by which users can try to perform the export task.

Use Exchange Admin Center to Export Mailboxes from Exchange into PST

To commence the process to export Exchange mailbox to PST, first open the Exchange Admin Center through the required credentials. Once done with this procedure, follow the below-mentioned working:

  • In the EAC, open the Recipient & Mailboxes Tab.
  • Hit on the particular mailbox you need to export, and then click on the more option.
  • After that, press the Export to PST option.
  • Here, you can select one option from the given two of them:
  1. Only export the mailbox content data.
  2. Export the mailbox archive data.
  • Now you need to select the location where you need to save your result PST file.
  • After finishing the above step, mention the name of the user you need to notify when the export process is over. In the end, click the Finish button to end the process.

Drawbacks of PowerShell & EAC method to export Exchange mailbox data to PST

Both methods listed above will only be able to export Exchange mailbox successfully if the user EDB is healthy. Whenever there is any corruption in the EDB, they will not be able to work. In addition, implementing both methods requires excellent technical skills to export Exchange mailbox to PST safely. Moreover, users need to restart the process once again when the export process interrupts in between.

Therefore, we suggest alternatives like third-party software to avoid all such problems related to the manual method. Using them is much easier than the native solution and helps to achieve the result in less time.

Better Alternative to safely Export Exchange Mailbox data

The solution we discussed has many downsides, and the user needs to interact with so many problems, such as the chances of the Exchange database file corruption and many more. To eliminate such risk involved in the process to export Exchange mailbox to PST is taking assistance from the third-party utility.

Shoviv EDB Recovery tool is one such utility that has all abilities to perform the task perfectly. Users with any technical proficiency level can utilize each function efficiently. We have showcased some of its advanced functionalities, which users should look at:

  • Adding multiple Exchange mailboxes in the software is easier, and users can process them all simultaneously.
  • This software can also repair the corrupted EDB files, which the user later uses to move data into PST.
  • It comes with best in class & intuitive user interface, making it comfortable for all users to execute the task flawlessly.
  • An incremental export functionality of the software plays an important role whenever the process hits the interruption. If the user selects this option before starting the process, then it if any interruption comes, the software will resume the process.
  • The tool restricts exporting duplicate data into the process.

How Shoviv EDB Recovery Software works to export EDB file data into PST

  • Launch the Shoviv Exchange EDB Recovery tool on your system. From the tool’s ribbon bar, select the Add Source option.

  • After entering the credential, click the Next button to move forward.

  • Select the number of mailboxes you wish to export, after choosing them click on the Finish button.

  • Click on the Outlook PST from the software ribbon bar.

  • From here, you can select the folder who wanted to export using check/uncheck option. Click Next to continue.

  • You need to pick the location to save the PST file from this wizard. Users can also opt for the incremental export option and the option to split the resultant PST. In the end, click on the Next button

  • Users can use the software filter facility based on the Message class filter and Message data filter. Along with it, you can apply the tool’s email translation & folder mapping option.

  • The software will start exporting the selected Exchange data into the PST and display the live process log. Press the Finish button after completing the process.

This is a step-by-step process of how users can use this software to export their Exchange data. Using this utility to export Exchange mailbox to PST is like a cakewalk. Users who have doubts about its capabilities can judge them after testing its free demo version.

Wrapping Up

After reading this blog, many users will find it comfortable to transfer the Exchange EDB files into Outlook. We discuss multiple methods to export Exchange mailbox to PST, including the manual and the professional third-party solution. If users have a complete understanding of implementing the manual solution, they can go with them. However, multiple drawbacks are associated, making them worse in most scenarios. On the other side, users can think of using third-party software to make their work easier.

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