Microsoft provides the best-in-class service for businesses through its Office 365 productivity suite. Because of its worldwide usage, we get to know about some areas where these services need to improve. Have you’ve ever tried to export the Office 365 shared mailbox to PST. Users always get confused while performing this operation.

Here, in this article, we are going to learn the best way through which we can execute this task. The manual approach is covered in brief whereas we are going to discuss the modern solution in detail. Read the complete article to clear all your doubts regarding this topic.

Exchange Online Export Shared Mailbox to PST Using the Manual Method

To perform this task manually we have two available methods. One is the PowerShell method & another is the e-discovery tool.

The PowerShell method has the involvement of PowerShell cmdlets scripts, which are not easy to operate for new users. On the other hand, the e-discovery method is lengthy & confusing for users. Moreover, these manual methods are not a suitable solution when we need to export bulk data.

These methods may work well in some cases where users want to export small data files from source to destination but there is no surety.

What are the Drawbacks of Using the Manual Method?

There are various limitations of the manual method that makes it difficult for users to export Office 365 shared mailbox to PST. If you want to perform this project by manual method, just be aware of all the risk factors.

  • Users must accept that the manual method is time consuming. This is because of the complexities which makes users spend more time in all the steps.
  • The manual method does not offer extra features to make the task simple. Users need to perform each and every step by themselves manually.
  • There are chances that you might lose your data or end up corrupting your files bu this method. This is because the PST files are fragile and can get corrupt if not handled with care.

Know the Most Reliable Solution for Best Results

Every user wants to perform this operation in minimal time and with minimal effort. The traditional approach is complex & highly technical, whereas, the modern approach makes the task easy for users.

Exchange online export shared mailbox to PST is a complex task but not anymore because of the Modern approach. This method is rapidly getting accepted by organizations all over the world. To operate this method, users need to download the Secure & Error Free Office 365 export Tool. You can perform this task in a few simple steps using this utility.

Step-1. Launch the export tool by entering your Office 365 credentials.

[Note- Click on the Is Admin checkbox if you want to export bulk files of multiple user accounts & enter the admin credentials]

Step-2.  Select the folders or users IDs you want to export from the available list.

Step-3. Select the desired file format in which you want to save our exported files. The tool offers PST, EML & MSG file formats.

Step-4. Set the Date filter according to your needs for saving only the selective data.

Step-5. At last, click on the Start button to begin your export process.

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Why the Modern Approach Is A Better Solution Here?

You can find that the modern approach has various features. However, we’re going to discuss the major ones to export Office 365 shared mailbox to PST here in this article. Let’s have a look at them one by one:

  • Users can extract data in several different file formats like EML, MSG & most importantly PST.
  • This tool not only exports the shared mailbox but also other categories like regular emails, contacts, calendars, tasks, documents, etc.
  • You can avoid the extraction of unnecessary data with the help of the date filter feature of this tool.
  • This tool allows users to maintain the read/unread status of their emails in the shared mailboxes.
  • It offers the option of Naming Convention for better management of data after the export process.
  • Office 365 users can split the PST files in the required size with the help of this utility.


We have successfully learned how to export Office 365 shared mailbox to PST reliably using the above-mentioned highly advanced tool. We’ve covered the modern approach & its plenty of benefits in detail. We also discussed about the manual approaches in brief along with their limitations. If you are planning to export shared mailbox emails, follow the above instructions carefully. Always remember that the right approach with the right tool plays a very important role here.

Read Next Blog: Office 365 Migration Best Practices for Smooth Data Migration

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