An Exchange to Office 365 migration is usually performed at the organizational level with Exchange administrators playing a crucial role in it. And end users do not have a major role in the migration. However, there are situations when end users need to have their Exchange mailbox exported to Office 365. Interestingly, end users can export their Exchange mailboxes to Office 365 without any help from the Exchange administrators. Here is a simple way to migrate Exchange mailboxes to Office 365

  1. Manual Method to Export Exchange mailbox to PST and Import PST to Office 365
  2. Automated Tool to Export Exchange mailbox to PST and Import PST to Office 365

How to export Exchange mailbox to PST from Outlook?

The feature to export data to PST (Import/Export or Export) is available in the desktop versions of Outlook. However, the steps vary slightly in different versions of Outlook.

Outlook 2019/2016/2013
  • 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.
    Import/Export
  • Step - 2. Select the second option of Export to a file and click Next.
    Export to a file
  • Step - 3. Select Outlook Data File (.pst) and click Next.
    Select pst file
  • 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.
    Select the folder
  • Step - 5. Browse the saving location and choose the required option among the three for managing Outlook duplicate items.
    Browse the location
    • 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 the PST file, follow the upcoming steps

  • Step - 1. Select the File menu from the ribbon, and then click Open & Export> Import/Export.open export/import
  • Step - 2. in Import and Export wizard, select the option Import from another program or file. Then click Next.
    Import from another program or file
  • Step - 3. Select Outlook Data File (.pst) and click Nextselect pst file
  • 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
    • Click Next.

    Browse and select the PST file
  • Step - 5. Select the folder to which the PST file is to be imported, by providing the Office 365 account email address. Click Finish.
    select the folder to import pst

Advantages of Professional Export and Import tools

A more straightforward method is to use professional tools like Kernel Exchange Backup & Restore tool which can perform both tasks of saving the Exchange mailbox data in a PST file and later restoring the PST file to Office 365 through a single platform. It conducts the migration safely, quickly and provides a migration report in the CSV format.

Export Exchange Mailbox to PST

  1. Run the software Kernel Exchange Backup & Restore and select the option of Backup.
  2. select the option of Backup
  3. Click the Add button to add the source Exchange account.
  4. add the source Exchange account
  5. 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.
  6. Exchange credentials
  7. After adding the account, click the ‘Set Filter and Migrate’ button.
  8. Set Filter and Migrate
  9. Here, you can choose among mailbox, archive mailbox, and public folder as the source folder. Make your selection and click Migrate.
  10. choose Migrate
  11. 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.
  12. start Migration
  13. Provide the destination folder to the PST file. Click OK.
  14. Provide the destination
  15. The migration begins. Check the live progress of files.
  16. migration begins
  17. The tool gives a success message after migration completion. Click OK.
  18. migration completion
  19. In the last, click OK. Also, you can choose to save the report in a CSV file.
  20. Save the report

Import PST to Office 365 Mailbox

The import procedure is utterly similar to saving the Exchange data. Just follow the steps:

  1. Start the software and click the Restore button.
  2. Start the software
  3. Click the Add button and browse the PST file from its location. You can add multiple PST files if you want.
  4. browse the PST file
  5. After selecting the PST file, click the Add button in the destination area.
  6. Add button in the destination
  7. Input Office 365 account details choose Single/Archive Mailbox option and click the Add button.
  8. Input Office 365 account
  9. Map the source PST and destination mailbox using the drop-down menu.
  10. Map the source PST
  11. Click the Set Filter and Migrate button.
  12. Set Filter and Migrate
  13. Select the folder among mailbox, archive mailbox, or public folder where you need to save the PST file content. Then click the Migrate button.
  14. Select the folder
  15. Select the most useful filters as per your need and click the I am OK, Start Migration.
  16. Start Migration
  17. After migration, the tool provides a success message. Click OK.
  18. success message
  19. Finally, save the report to a CSV file and click the OK button.
  20. save the report to a CSV file

Final words

With the help of Kernel Exchange Backup & Restore, 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.