Export Microsoft 365 Emails and Folders to PST — 2025 Updated Guide

The majority of users, including both people and businesses, have decided that Microsoft 365 is the platform that best suits their needs. As long as your files, emails, and contacts are saved in the cloud, the cloud storage service will ensure that they are protected from any potential threats. The other side of the coin is that there are still a significant number of people who have the desire to have a copy of their mail accessible on their computer.

When it comes to carrying out this procedure, choosing to export emails and folders from Microsoft 365 to a PST file is one of the options that offers the highest level of security. You can save a PST file on your personal computer, on an external disk, or even send it to another Outlook account from your personal computer. You can choose from all of these alternatives. Every one of these choices is up to you to choose from.

As part of our revised guidelines for the year 2025, we are going to investigate the various reasons why you might be interested in exporting the data that you have. In addition, we will discuss the strategies that have proven to be the most effective in ensuring that the procedure is carried out without any problems occurring.

Why Export Microsoft 365 Emails to PST?

There are several reasons why you might want to save your mailbox as a PST file:

• To give an additional layer of protection for your important correspondence, you should create a backup of your file system.
• You are able to save old messages by archiving them, which prevents your current mailbox from becoming cluttered.
• Transferring data from Microsoft 365 to a different Outlook profile or email provider is what is meant by the term "migration."
• When it comes to keeping old communications, compliance involves adhering to the regulations that have been established by the firm or the law.

Microsoft 365 keeps your data in the cloud, but you can maintain a copy on your computer to stay in control.

Common Methods to Export Microsoft 365 Mailbox to PST

There are two major ways to do this: use the tools that come with Microsoft or use a separate backup solution.

Method 1: Using the Outlook Desktop App

You can export directly from Outlook on your PC if your Microsoft 365 account is linked to it.

Steps:

Start Outlook

Check to see that your Microsoft 365 inbox is fully synced.

Open the File Menu

Choose File > Open & Export > Import/Export.

Choose Export to a File

Click Next after selecting Outlook Data File (.pst).

Choose the folders you want to export

Choose all of your mailboxes or just certain folders.

Select the Save Location: Pick a place to keep the PST file.

Finish the Export. Outlook will make the PST file. It may take longer for bigger mailboxes.

Limitations:

• The installation and configuration of Outlook is required.
• If you have a large mailbox, it may take a very long time.
• Due to the fact that it is a manual procedure, it is not ideal for performing regular backups.

Method 2: Using Microsoft 365 eDiscovery

The eDiscovery Export Tool in Microsoft 365 lets users with admin access export mailboxes directly.

Steps:

Sign in to the Microsoft 365 Admin Center.

Open Content Search in Compliance.

Make a new search

Set the mailbox and date range you want to export.

Search and verify the results to ensure that you have selected the appropriate information.

Results of Export

Pick the PST format and get the export tool.

Keep Your PST File

Keep it on your computer or an external drive.

Limitations:

• To have the ability to run things.
• Individuals who are not particularly well-versed in technological matters should not have too much trouble with it.
• When backups are performed regularly, the speed cannot be considered swift.

Tips for a Faster Approach

There's an easier way to do it if the manual ways are too sluggish or hard. An example of a customized tool that can assist in the conservation of time and energy is the GainTools Office 365 Backup Tool.

It connects straight to your Microsoft 365 account and lets you choose which PST files to back up, such as emails and attachments. You can save the file on your computer or an external disk. The utility is simple to use, can handle huge mailboxes, works with several accounts, and doesn't need admin rights.

If you want regular, automated backups without having to do the same tasks by hand every time, this is a good choice.

Common Issues and How to Avoid Them

• It is recommended that you refrain from running any programs that require a significant amount of resources, as the export is currently in progress.
• It is of the utmost importance that you make certain that your internet connection is dependable and that your device does not power off while you are currently engaged in your task.
• Some of the folders are missing. It is important to double-check that you have chosen the correct export before you begin.

Closing Notes

In the event that you are concerned about the safety of your data, you should select the option to export your Microsoft 365 emails and folders to the Personal Storage Table (PST). If you need to export a significant quantity of data or do so regularly, the built-in mechanisms that Microsoft provides for doing so through Outlook and eDiscovery can be slow. This is especially true if you need to export in large quantities.

If you are looking for a backup solution that is both more streamlined and adjustable, consider using a customized backup tool for Microsoft 365. This is an excellent choice to consider. You do not need to be concerned about manually exporting your emails because it simplifies the process, saves time, and ensures that your emails are constantly backed up. Other benefits include the fact that it saves time.

You will be able to take a deep breath and relax in the knowledge that your data is secure, easily accessible, and under your control if you take the essential precautions and make sure that your backups are always up-to-date.