How to Export Shared Mailboxes to PST?

The Office 365 shared mailbox stands out as a top-tier feature within the platform, primarily serving as a repository for data commonly shared among numerous users. This shared mailbox enables multiple users to collaboratively access and oversee data from a unified mailbox. Furthermore, it facilitates the sending and receiving of emails from a single email address, accessible to all users included in 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

When it comes to backing up shared mailboxes, the process may not be straightforward, especially for new users who may not be familiar with using the Admin Center. Thus, here is a concise guide detailing how you can manually export shared mailboxes to PST files using the built-in eDiscovery utility. You can perform this export by following the provided steps.

1. Login to Microsoft 365 Admin Center using Administrator credentials and choose Compliance among the Admin Centers.
2. Look for Content Search and create a search by clicking on ‘New Search’ option.
3. Provide a name and a description (optional) to the content search.
4. Enable the option for selecting Exchange mailboxes by moving the toggle. Then, click ‘Choose users, groups, or teams.’
5. Select the shared mailboxes with the help of checkbox. Then, click Done.
6. 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.
8. Review the new search and click on the Submit option to create it.
9. Once the search is complete, then you can click on it and when you click on Actions, then choose to 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.

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.
5. When the Import & Export Wizard appears, select Export to a file & click Next.
6. Choose the Outlook Data File (.PST) option from the list of file types & then click Next
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.
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.

Using Exchange Management Shell

To export a shared mailbox to PST in Office 365 using the Exchange Management Shell (EMS), you will need to navigate through a series of technical steps. After logging in, you can kickstart the mailbox export process by executing the New-MailboxExportRequest command.

This command provides you with the flexibility to define several parameters, including the -Mailbox flag to designate the mailbox for export, the -FilePath flag to specify the path for the PST file you intend to generate, and optionally, the -IncludeFolders flag to pinpoint specific folders within the mailbox that you want to export.

Above all, it's crucial to bear in mind the importance of granting the essential permissions to the user account responsible for executing the New-MailboxExportRequest command. This step is fundamental to ensure a successful export of the mailbox to the designated path.

By harnessing EMS and its extensive command repertoire, you can effortlessly and swiftly export shared mailboxes to PST files, conserving valuable time and resources in the process.

Upon reviewing the aforementioned steps, you may have gleaned an understanding of the complexity and intricacies involved in the manual process. Furthermore, it's worth noting that this method is not advisable for novice users unfamiliar 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.

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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.

Conclusion

Exporting shared mailboxes to PST files for backup purposes is a critical task, given the valuable information they contain about employees and clients. However, the manual process can be challenging to execute. In this context, we've explored a more convenient alternative for exporting shared mailboxes to PST files using the Kernel tool, which simplifies the task compared to the manual approach.

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FAQs

Q - Can you restore a shared mailbox Office 365?

A - Restoring a shared mailbox in Office 365 is a straightforward process, provided that the mailbox was deleted by removing the associated user account. In such cases, all you need to do is initiate the restoration of the user account through the Microsoft 365 admin center, and the mailbox should automatically 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 storage capacity for a shared mailbox without a license is capped at 50 GB. Although this may initially appear generous, active teams can quickly exhaust this space. To expand the limit to 100 GB, acquiring an Exchange Online Plan 2 license is necessary.