How To Export Mailbox From Exchange To PST Format Without Any Risk?

Yesterday I tried to export Exchange 2016 mailbox to PST. All of a sudden, I received an error message, i.e., To import from or export to PST file, the Outlook 2010 (64-bit) or above version should be installed on a server that I tried to connect. But, I have already installed the Outlook application on my machine. So, is there any solution that will help to extract mailboxes from Exchange to PST file. Please suggest me a reliable solution for the same.

The primary requirement for Exchange administrators to migrate user mailboxes to PST file format. Further, administrators usually get back their mailboxes due to some legal and compliance requirements. Therefore, in this post, we are going to discuss a step-by-step procedure to let users understand how to export mailbox from Exchange 2010, 2013, 2016 to PST format.

3 Approaches to Export Exchange Mailbox to PST File

Go through the following set of instructions and commands to transfer Exchange mailboxes to Outlook PST format:

Method 1: Move Individual Exchange Mailbox via PowerShell

1. Click the Start menu of Windows machine and, then open PowerShell screen on the machine.

2. Create a shared folder on the network and afterward, archive PST that can transfer all mailboxes of Exchange in the shared folder.

3. Now, you can add all library files, which are crucial for conversion purpose with help of the following cmdlet:

4. Run MailboxExportRequest command to extract mailboxes from Exchange 2010, 2013, 2016 to PST that consists of following two major attributes:

a) FilePath: It shows the sharing path over a network where PST files are to be exported.
b) Mailbox: Either determine the name of the mailbox or the SMTP address of a mailbox, which can be migrated.

5. After collecting the value of these two parameters, run the below command:

After successful execution of these commands, the users can easily export Exchange 2016, 2013, 2010 mailbox to PST format. For analyzing purpose, users can navigate towards a specific path where they have stored it using PowerShell commands. The method shown till now converts all data of a single user mailbox of the Exchange server to Outlook PST but, what if users want to export selective data? In that condition, users have to apply additional parameters in the command, which are stated below:

a) Exclude / Include Folder: Using this cmdlet, the users can transfer only the required mailbox folders to PST file in the following script:

The above PowerShell cmdlet can migrate the Exchange Inbox or SentItems folder. The shown command just takes an example. If necessary, then users can define their own folder name for the selective folder migration.

b) IsArchive: If it shows that archive operation is only a source for data conversion, then run the command given below:

c) Content Filtering: This parameter is helpful when users want to export mailbox from Exchange 2010 to PST of a certain time. For e.g.: with this option, users can convert all the items that exist before this date ‘05-12-2017’. Execute the following script in order to learn the way of using this command:

d) Create Unique ‘Export Request’ Name: The users can create a unique name for the export request using PowerShell commands. It will be helpful at the tracking time. Execute the below command to use this parameter:

Method 2: Export Exchange Mailbox 2013, 2016 to PST (Multiple Mailboxes)

The above method explained till now is suitable when it is about one single EDB mailbox to PST but, what if the users have to transfer the bulk of mailboxes? Doing the same approach again and again for multiple mailboxes are going to be time-taken and unfortunately, resulting in the error. With the release of MS Exchange 2010 version, the administrator has decided to work with latest Import or Export command instead of using this ‘Export Mailbox’ feature. This command converts data through its performance, which is associated with Client Access server and does not have a machine that gives Exchange management tools, such as below editions. The following points will useful in learning the prerequisites that are required to use new Import / Export command to extract mailboxes from Exchange 2010 to PST format:

  • Users account must be a member of an ‘Organization management group’.
  • You must have “Mailbox Import Export”, which is assigned either to a user or group
  • Define the UNC path over a shared network with read / write permission to the ‘Exchange Trusted Subsystem’ group
  • Once all the permissions are granted, then restart the Exchange Management Shell to update all alterations in the server.

Here, you can follow the below-described instructions to transfer multiple Exchange mailboxes:

  • Initially, you have to apply ‘for-each’ loop with every mailbox and, then create a new Mailbox Export request using an alias for creating the name of the PST file.
  • This sort of command will help to create the backup of all mailboxes to the separate share. Users can assume it as a complete backup of Microsoft Exchange 2010 server.

As another option, it is possible to display the mass-export through CSV file format also. The .csv file must have a column of ‘Alias’ for listing all Mailbox Alias fields to accomplish the export process. After this, users can create the Import-CSV command for importing a particular file. The last alternative option to export Exchange mailbox to Outlook PST in bulk is to generate the multiple-export command as a part of the planned activity and take a backup of all mailboxes on a single database of the server.

Method 3: Automated Solution to Export Exchange Mailbox to PST

If the above-stated methods get failed, then users can opt for a trusted third-party tool. One such application is SysTools Exchange Export, which helps to convert multiple mailboxes from Exchange to Outlook PST. It is designed in such a way to export only selective mailboxes from MS Exchange to PST format. It has an easy-to-use interface that even a novice user can use it without taking external help. Follow the complete working steps of the tool, which are mentioned below:

  1. Download and Install the Exchange Export Tool on your desktop.
  2. Then, you can preview the mailbox name with all permissions.
  3. After that, you can apply date filter while converting Exchange Mailbox
  4. Now, you can successfully export the selected mailboxes by clicking on the Export button

Time to Conclude

After considering the user needs, we have discussed two manual approaches to export Exchange mailbox to PST file. But, these methods have some drawbacks like lack of knowledge while executing the PowerShell commands and lengthy too. Thus, to overcome those glitches, we have suggested a commercial solution namely Exchange Export tool. It is the best application that helps to extract mailboxes from Exchange to PST in bulk. Along with this, we have covered some simple steps of the software in an absolute way.

Lindsey is a guest blogger by passion and working as a digital marketing manager in one of the leading digital marketing agency. Also, loves music, travelling, adventure, family and friends.