How to Export Office 365 Shared Mailbox to PST: 4 Easy Ways

Overview of Office 365 Shared Mailbox

Office 365 shared mailbox is one of the best tools from Microsoft environments, and it is a specific email address that can be accessed by multiple users according to permissions. This benefits diverse user groups like teams and offices to facilitate streamlined sharing and email communication.

Given a large amount of data saved within shared mailbox, scenarios like archiving, mailbox decommissioning, server migration, and offline access prompt businesses to export mailbox data to PST. Delving into this topic, we'll explore varied solutions to export Office 365 shared mailbox to PST, and an easy tool that can help you auto backup Office 365 emails.

How to Export Office 365 Shared Mailbox to PST in 4 Methods

Numerous reasons drive the export of a shared mailbox to PST within Office 365. Regardless of your reasons, comprehensive instructions can be found below. Additionally, it's prudent to routinely backup Outlook PST files after export. This practice ensures offline storage and adds security and overall safeguarding.

Way 1. Export Shared Mailbox to PST with Microsoft Outlook

Outlook presents an option to export shared mailbox to PST within Office 365. However, it is not much suggested to use this option to export large mailboxes as Outlook would crash when dealing with significant data. Proceed with these user-friendly instructions:

Tip: To rely on the Microsoft Outlook app to perform Microsoft 365 export shared mailbox to PST, you need first add shared mailbox to Outlook by clicking File > Info > Add Account.

Step 1. Run the Outlook application on your computer. Access the File tab, followed by selecting Open & Export, then opt for Import/Export.

Step 2. When the Import & Export Wizard pops up, select Export to a file, and click Next.

Step 3. Choose the Outlook Data File (.PST) option, then tap Next.

Step 4. Select the specific shared mailbox for export, and ensure to tick the Include subfolders checkbox to include all of the mailbox's folders. Subsequently, proceed by selecting Next.

Step 5. Specify your preferred file name and designated location for storing the exported mailbox file. Once ready, initiate the export process by selecting Finish.

Way 2. Export Shared Mailbox to PST for Office 365 via Powershell

Exporting an Office 365 shared mailbox to PST is also achievable via PowerShell, facilitated by the Exchange Management Tools installed on your computer. While this approach might pose a challenge, here's the process to do it using the Exchange Management Shell:

Step 1. Launch the Exchange Management Tools on your computer.

Step 2. Use the New-MailboxExportRequest command, like the one below:

• New-MailboxExportRequest -Mailbox "shared mailbox name"-Filepath "unc path"

Step 3. Add the -IncludeFolder or -ExcludeFolder parameters to the command to include or exclude folders. To include folders (the exclude command works in the same way):

• New-MailboxExportRequest -Mailbox "shared mailbox name" -Filepath "unc path" -IncludeFolders “#Inbox#”, “#Outbox#”

Step 4. To monitor the export's progress, employ the command Get-MailboxExportRequest.

Way 3. Export Shared Mailbox to PST using Exchange Admin Center

Exporting PST from shared mailbox in Office 365 via the Exchange Admin Center (EAC) necessitates the setup of a shared location and proper permissions. Here's the procedure for exporting a shared mailbox using EAC:

Step 1. Access the EAC, then navigate to Permissions and proceed to Admin Roles.

Step 2. Add an admin role by selecting the Plus button. Allocate the Import/Export role to the designated user responsible for mailbox export.

Step 3. Now select Recipients, followed by Shared.

Step 4. This section presents a list of shared mailboxes. Click on the More button and opt for Export to a PST file.

Step 5. Determine whether to export the mailbox's contents or its archive, as simultaneous export of both is not feasible. Once prepared, continue by clicking Next.

Step 6. Define the location for storing the PST file.

Way 4. Export Shared Mailbox to PST for Office 365 using eDiscovery

Microsoft provided a free inbuilt utility to its customers named eDiscovery to search content in O365 mailboxes and convert the search outcomes into PST file format. It could be a little complex to let Office 365 export shared mailbox to PST using this tool, please follow these steps carefully:

Step 1. Begin by launching the Microsoft 365 admin center and logging in as the administrator.

Step 2. Navigate to the Admin centers page, then select Security. Within Permissions, choose eDiscovery Manager, and proceed to Edit role group.

Step 3. Assign Import and Export Roles to the Mailbox. Inside the role group, add your user account to the roster of eDiscovery Administrators.

Step 4. Head to the Compliance tab. Click Show all, then opt for Content search. Select New search.

Step 5. Construct a search query to identify the emails you wish to export. For added specificity, utilize conditions by selecting Add conditions. As an example, we'll incorporate Type - Emails.

Step 6. After adding a condition, mark Email messages under Type and choose Specific locations under Locations. Proceed by selecting the Modify button.

Step 7. Click Choose users, groups, or teams, then designate the admin user account. Conclude by clicking Save > Save & run within the search area to initiate the query.

Step 8. Allow time for the query to conclude. Subsequently, access your saved searches by clicking Back to saved searches at the top, beneath Content search.

Step 9. Once the query concludes, select Export results situated at the top right corner.

Step 10. Following the decision to export results, you'll encounter three output options. Tailor your selection based on your requirements for exporting Microsoft Exchange content. Scroll downward and finalize by clicking Export.

Step 11. Take note of the Export key and copy it to the clipboard. Then, access Download results located at the top right corner.

Step 12. Insert the export key and specify the destination for saving the PST file.

Use Professional Tool to Backup Office 365 Mailbox Automatically

As you can see, the process of exporting an Office 365 shared mailbox to PST for backup can indeed be intricate and time-consuming. If you want an easier solution to backup Office 365 all mailboxes, including shared mailbox, consider exploring the user-friendly backup tool, AOMEI Backupper Professional.

• Its Outlook Backup feature allows you to backup all your emails, contacts, notes, calendars, tasks, etc.
• Not only backs up Outlook, but it also supports to backup Gmail, Hotmail, and other email accounts added into the Outlook client.
• It can automatically run email backup at daily, weekly, monthly, and other intervals according to your needs.
• It offers versatility to backup Outlook to external hard drive, USB drive, network or NAS device, cloud drive, and multiple locations.

Please download this powerful backup software. And start backing up your Office 365 emails with the following simple guide.

Step 1. Open your Outlook client, enter your Microsoft 365 email and click Connect. Follow the on-screen instructions to add the account to Outlook app.

Step 2. Launch AOMEI Backupper Professional and navigate to Backup, then choose Outlook Backup.

Step 3. Hit Add Outlook data. Then, select the Microsoft 365 account with mailboxes you want to backup. Confirm by clicking OK.

Step 4. Then click the second box to select a backup destination to store the backup image, like a local path or a network drive.

Step 5. Click Schedule Backup and activate automated backup in Daily, Weekly, Monthly, Event trigger, or USB plug in. Don’t forget to check Wake the computer to run scheduled tasks.

Step 6. Finally, click Start Backup to automatically backup Office 365 emails.

Conclusion

That’s all about the 4 methods to export Office 365 shared mailbox to PST. But, the manual process is not that easy to follow up. So, we additionally offer you an easy-to-use backup utility that can help you backup all Microsoft 365 mailboxes hassle-free after adding your account to Outlook app. Besides, it supports backing up Gmail, Yahoo Mail, and more emails accounts.

Moreover, AOMEI Backupper is the best disk to disk clone free software. You can use it to clone HDD to SSD, clone SSD to another SSD, etc. Why not try it now?