Office 365 shared mailbox is one of the best features of the platform, which is generally used to hold the data commonly shared by many users. With a shared mailbox, multiple users can access and manage the data from a single mailbox. Moreover, it can also be used to send/receive emails from a single mail address by all the users added to the shared mailbox.

But there often comes certain situations like inadvertent data deletions, data loss risks, and other requirements where users need to backup Office 365 data including shared mailboxes.

Using in-built eDiscovery Utility

While talking about shared mailbox backup, it is not that simple, especially for new users, as they don’t have enough knowledge of using the Admin Center. So, here is a brief process of how you can export shared mailboxes to PST via manual approach using the in-built eDiscovery utility. Perform export by following the given Steps.

  1. Login to Microsoft 365 Admin Center using Administrator credentials and choose Compliance among the Admin Centers. Login to Microsoft 365 Admin Center
  2. Look for Content Search and create a search by clicking on ‘New Search’ option. Create a search
  3. Provide a name and a description (optional) to the content search. Provide a name and a description
  4. Enable the option for selecting Exchange mailboxes by moving the toggle. Then, click ‘Choose users, groups, or teams. Enable the option for selecting Exchange mailboxes
  5. Select the shared mailboxes with the help of checkbox. Then, click Done. Select the shared mailboxes
  6. Click Next. Click Next
  7. Use the necessary keywords to create the search deeply. You can also add several conditions for checking the specific items. Click Next. Create the search deeply
  8. Review the new search and click on the Submit option to create it. Click on Submit option
  9. Once the search is complete, then you can click on it and when you click on Actions, then choose to Export Results. Export Results
  10. Maintain the Output Options and the creation of PST files. Finally, click on the Export button to export mailboxes to PST files. click on Export button to export mailboxes to PST

Using Outlook directly

To export shared mailbox to PST is a simple process that can be achieved by following these eight easy-to-follow steps:

  1. First, open the Outlook application on your computer.
  2. Once in Outlook, click on the File tab at the top of the screen.
  3. The File tab menu will open, selecting Open & Export from the list of options presented.
  4. Under the Open & Export options, navigate to Import/Export. navigate to Import/Export
  5. When the Import & Export Wizard appears, select Export to a file & click Next. select Export to a file
  6. Choose the Outlook Data File (.PST) option from the list of file types & then click Next Choose the Outlook Data File
  7. Choose the shared mailbox you want to export from the list of options presented to you. Also, make sure to tick the Include subfolders checkbox to include all of the mailbox's folders. If you wish to filter the export, click on the Filter to customize the export settings to your liking. Once satisfied with your selections, click Next. Choose the shared mailbox
  8. Enter the desired file name & location you wish to save the exported mailbox file to. When ready, click Finish to begin the export process. Enter the desired file name & location

Using Exchange Management Shell

For Office 365 export shared mailbox to PST using Exchange Management Shell (EMS), you have to follow a series of technical steps. Once you are logged in, you can use the New-MailboxExportRequest command to initiate the mailbox exporting process.

This command allows you to specify various parameters such as the -Mailbox flag to select the mailbox you want to export, the -FilePath flag to set the path to the PST file you wish to create, & the optional -IncludeFolders flag to select specific folders within the mailbox to export.

Most importantly, remember to grant the necessary permissions to the user account used to run the New-MailboxExportRequest command. This will ensure that the mailbox is properly exported to the designated path.

By utilizing EMS & its vast command set, you can easily export shared mailboxes to PST with speed & efficiency & save you valuable time & resources.

Seeing the above Steps, you might have got an idea about how complicated and tricky the manual process is. Also, it is not recommended for naïve users who are not well-versed with Office 365 functionalities.

Thus, to avoid such a lengthy and unreliable method to transfer Office 365 shared mailboxes to Outlook PST file, you can try our robust software Kernel Office 365 Backup & Restore software.

It is a great utility that not only exports Office 365 mailboxes to PST file, but also helps in restoring the PST file back to the Office 365 environment. Download and install the software on your system. Let us see how it works.

  1. Launch the software and click the Backup option.
  2. To add Office 365 as a source for backup, click the Add button.
  3. Now, provide your Office 365 Administrator account credentials. Select List All Mailboxes using above credentials, then click Get User Mailbox(es). Make your selection of mailboxes and click Add.
  4. Select the option Mailbox to add shared mailboxes for migration and click Migrate.
  5. In the Filter Selection window, apply filter options (date range, folder exclusion options, skip previously migrated items, etc.) as per your requirements. Finally click I am OK, Start Migration.
  6. Provide location for saving the backup PST file.
  7. The backup process starts. When the tool confirms completion, click OK to finish the process.

That’s how you can easily export Office 365 mailboxes to PST.


Office 365 Export shared mailbox to PST as a backup is essential, as it contains valuable information related to employees and clients. But, the manual process is not that easy to follow up. So, we discussed how you can export Shared mailboxes to PST file. With the Kernel tool, you surely find it more convenient than the manual way of export.


Q - Can you restore a shared mailbox Office 365?

A - Restoring a shared mailbox in Office 365 can be done with ease, as long as the mailbox was deleted by deleting the corresponding user account. All you have to do is restore the user account in the Microsoft 365 admin center, & the mailbox should be restored alongside it.

Q - Can emails be sent from a shared mailbox?

A - Yes. Once the shared mailbox is added to Outlook & integrated with Office 365, you're able to easily send emails from the shared mailbox account.

Q - What is the limit of a shared mailbox?

A - The limit for a shared mailbox without a license is 50 GB. While this might seem like a large amount of space, busy teams can easily fill it up in no time. To boost the limit to 100 GB, you'll need an Exchange Online Plan 2 license.

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