Backup is important for businesses to ensure a smooth workflow and avoid future mishaps. Whether users are using Office 365 or Microsoft Outlook, having a backup of essential data is important. To back up Office 365 data, Microsoft offers the eDiscovery Export utility to help organizations export their data, such as emails, contacts, calendars, etc.
In this blog, we will learn what the eDiscovery Export Tool is and how it works. Moreover, we will also know the key features and limitations of the Microsoft eDiscovery PST Export Tool to back up Office 365 mailboxes into a local drive.
What is the eDiscovery Export Tool?
Microsoft eDiscovery PST Export Tool is an essential part of MS Office 365’s compliance center. It enables IT administrators to export the eDiscovery search query into the Outlook PST file. After exporting their data to the PST file, users can easily access their data in Microsoft Outlook. This utility allows users to export data, like emails, contacts, calendars, events, etc., from Exchange Online and Office 365 to a PST file.
The eDiscovery Export Tool is the best solution for organizations whose focus is exporting a specific mailbox to an Outlook PST file. However, this method doesn’t work automatically, so users need to perform each step manually to perform this backup task using the Microsoft Office client discovery unified export tool.
Key Features of the Microsoft eDiscovery Export Tool
Using the eDiscovery Export PST Tool has various benefits in exporting the Office 365 mailboxes to PST file format. Let us discuss a bit more about the key features of the Microsoft eDiscovery Office 365 Export Tool.
- This tool allows users to easily move their Office 365 or Microsoft Exchange Online data to PST file format.
- Users can also search for specific data using filters like keywords, date ranges, and sender or receiver. This will help them export selective data from Office 365 to Outlook PST file format.
- It is secure for the users to use the eDiscovery Export PST Tool to export large of data from Office 365.
- This solution enables users to collect and preserve data, making this tool best for legal cases and audits.
These are the common features of the Microsoft eDiscovery PST Export Tool in exporting the Office 365 or Exchange Online data to PST file format.
How can users use the Microsoft eDiscovery Export Tool?
The eDiscovery Export PST Tool makes it easy for users to export Microsoft Office 365 emails to PST file format. Let us briefly understand how the stepwise procedure of the Microsoft Office client discovery unified export tool works to back up Microsoft 365 mailboxes.
Step 1: Search for the Office 365 Compliance Center on your browser and log in with the admin credentials.
Step 2: After that, move to the eDiscovery tab and create a new search to export the Office 365 data to the PST file.
Step3: Now, you need to define the search query using specific mailboxes, keywords, dates, or other criteria.
Step 4: Ensure that you have collected all the necessary data by reviewing the results of the search query they have generated to export data.
Step 5: Thereafter, hit the Export button and choose the PST export format to export Office 365 mailboxes.
Step6: The eDiscovery Export PST Tool will then generate the Export file, which you can download to your local drive.
Step 7: Once you have the PST file in your local drive, you can easily access its data, including emails, calendars, events, etc.
Users can use these steps to export data from Exchange Online and Office 365 using the eDiscovery Export Tool. However, this solution has a few limitations, which users must know before using it to process Office 365 data.
Limitations of the eDiscovery Export Utility
This tool has a few drawbacks that can create challenges in exporting Office 365 mailboxes to PST file format.
- Users need too much time to utilize the eDiscovery PST Export Tool to complete this exporting process.
- It also exports large mailboxes into oversized PST files that might be challenging to manage for the users.
- Moreover, this tool can only take the backup of Office 365 mailboxes in PST file format.
- It is tricky for the users to use the eDiscovery Export Tool for the first time.
Users may encounter these drawbacks while using the Microsoft eDiscovery Tool to back up Office 365 emails. To avoid these limitations, users should try professional third-party software to perform this task effectively.
Best alternative to export Office 365 mailboxes to PST
Users must use the Shoviv Office 365 Backup and Restore Tool to manage Office 365 data, such as backing up or restoring. This software is easy to use and even new users can also export their Office 365 mailboxes. It provides various file formats to export data from Office 365 or Exchange Online, including PST, EML, MSG, MBOX, HTML, etc. This tool can easily export Office 365’s primary mailboxes, public folders and archive mailboxes. Moreover, it has the capability of managing multiple jobs concurrently without affecting the original speed of the process.
Apart from this, users can use this software to backup or restore the OLM files from Office 365 or Exchange Online accounts. It also offers a full, incremental backup feature to avoid data duplicity and resume the process from where it last stopped. This software has a filter option that users can use to select desired items from the folder to export into a local drive. It comes with a simple user interface, allowing it easy for all users to perform tasks effectively.
Steps to use the Shoviv Office 365 Backup and Restore Tool
Before going to the steps, download and install the Shoviv Office 365 Backup and Restore Tool in your system.
- Open the Shoviv Office 365 Backup and Restore Tool.
- Then, tap the Connect Office 365
- Enter a project name, select the Exchange Server name, and choose a way for the authentication.
- After that, you will be redirected to the Office 365 sign-in page to accept the permission. Please enter your email address and password to sign in.
- Provide the permission and hit the Ok
- Now, tap the Backup Directory, enter its name, and browse the path to continue. Then, click the Ok
- Hit the Backup Jobs, and select the mailbox type, including primary, public folders or archive mailboxes.
- Thereafter, select the mailboxes you want to back up into the local drive.
- Use the date range and folder basis criteria to filter Office 365 data for backup of the selective items.
- Try its scheduler option if you want to backup data on a regular basis or at any specific date and time.
- Then, manage the tool’s backup or restore settings per your accordance to move forward.
- Choose the file format that you want to use to back up Office 365 data and hit the Create Job button.
After creating the backup job, users can run it whenever they want or immediately after completing it. This solution has better features and options than Microsoft’s eDiscovery PST Export Tool.
Summing Up:
Implementing Office 365 data backup can be a time-consuming and challenging procedure using the Microsoft eDiscovery Export Tool. Moreover, it doesn’t provide a full preview of the ongoing procedure. Therefore, we urge users to use the Shoviv Office 365 Backup and Restore Tool in their system to export data from Office 365 or Exchange Online to PST file format. Apart from the PST file format, this professional tool offers more file formats to export Office 365 emails.
Moreover, users can easily try its free trial version in their system and know practically about how this solution works. Its free trial version allows the processing of the first 50 items per folder freely. Users will also have the option to split the resultant PST file using this professional tool. It helps them avoid large-sized PST file issues and smoothens the workflow.
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