Export Exchange mailbox to PST & import to Office 365
Exchange administrators play a pivotal role in the migration from Exchange to Office 365, a critical step for organizations seeking consistent upgrades. Importantly, this migration process does not heavily rely on end users' involvement. Nevertheless, there are scenarios where end users may need to export their Exchange mailboxes to Office 365. Contrary to common belief, they can perform this export independently without requiring assistance from Exchange administrators. Once they have connected their accounts in MS Outlook, they can smoothly export their mailboxes. Below, you'll find a concise method for transferring Exchange emails to Office 365.
How to export Exchange mailbox to PST from Outlook?
The ability to export data to PST (through Import/Export or Export) is accessible in the desktop versions of Outlook. Nevertheless, the steps may exhibit slight variations across different versions of Outlook.
Step - 1. In Outlook 2019/2016/2013, to export the data to a PST file, go to File menu and then click Open & Export and finally click the Import/Export option. Note: For Outlook 2010, go to File > Open > Import. For older versions, select File and click Import and Export option.
Step - 2. Select the second option of Export to a file and click Next.
Step - 3. Select Outlook Data File (.pst) and click Next.
Step - 4. Select the Exchange mailbox folder, which is to be exported to a new PST file. Select the checkbox, Include subfolders, and use the Filter option if required. Click Next.
Step - 5. Browse the saving location and choose the required option among the three for managing Outlook duplicate items.
Replace duplicates with items exported
Allow duplicate items to be created
Do not export duplicate items
Click the Finish option finally
That's how you export Exchange mailbox data to a PST file.
How to import mailbox to Office 365 using Outlook?
After exporting your Exchange mailbox folder to a PST file, you can easily import it to an Outlook account associated with Office 365. To import PST to Office 365, follow the upcoming Steps
Step - 1. Select the File menu from the ribbon, and then click Open & Export > Import/Export.
Step - 2. in Import and Export wizard, select the option Import from another program or file. Then click Next.
Step - 3. Select Outlook Data File (.pst) and click Next
Step - 4. Browse and select the PST file exported earlier and choose the desired option
Replace duplicates with items imported
Allow duplicate items to be created
Do not import duplicate items
Step - 5. Select the folder to which the PST file is to be imported, by providing the Office 365 account email address. Click Finish.
Limitations of manual export & import jobs in Outlook
Only a single user can export or import mailboxes.
We cannot consider it a professional backup solution.
It is not suitable for public folder backup.
It is totally dependent on MS Outlook application.
There is no incremental backup option in such process.
Advantages of Professional Export and Import tool
A more straightforward approach involves employing specialized tools such as the Kernel Exchange Backup & Restore tool. This tool efficiently handles both tasks of saving Exchange mailbox data to a PST file and subsequently restoring the PST file to Office 365, all within a unified platform. It executes the migration securely and swiftly, even generating a migration report in CSV format for your convenience.
Click the Add button to add the source Exchange account.
Input Exchange credentials like Exchange Server name or IP address, Exchange Account, its password. Choose the first option if you want to take a backup of a single account only. Then click the Add button.
After adding the account, click the ‘Set Filter and Migrate’ button.
Here, you can choose among mailbox, archive mailbox, and public folder as the source folder. Make your selection and click Migrate.
In the filter selection page, use different filters such as folder filter, date filter, item filter, and other options to the mailbox data and choose only the required data to migrate. Finally, click I am OK, start Migration.
Provide the destination folder to the PST file. Click OK.
The migration begins. Check the live progress of files.
The tool gives a success message after migration completion. Click OK.
In the last, click OK. Also, you can choose to save the report in a CSV file.
Import PST file to Office 365 Mailbox
The import procedure is utterly similar to saving the Exchange data. Just follow the Steps:
Start the software and click the Restore button.
Click the Add button and browse the PST file from its location. You can add multiple PST files if you want.
After selecting the PST file, click the Add button in the destination area.
Input Office 365 account details choose Single/Archive Mailbox option and click the Add button.
Map the source PST and destination mailbox using the drop-down menu.
Click the Set Filter and Migrate button.
Select the folder among mailbox, archive mailbox, or public folder where you need to save the PST file content. Then click the Migrate button.
Select the most useful filters as per your need and click the I am OK, Start Migration.
After migration, the tool provides a success message. Click OK.
Finally, save the report to a CSV file and click the OK button.
With the help of this tool, you can quickly export your Exchange mailbox data to a PST file and later restore it to Exchange/Office 365 as required. This method is simple and straightforward and works with each version of Exchange Server.