A Step-by-Step Guide to Export Disconnected Mailbox to PST

Updated On - October 22, 2024 by Deepika Singh | Reading Time: 5 minutes

Exporting a disconnected mailbox to a PST file can be a valuable tool for IT administrators. It allows them to preserve important data in the event of a user leaving the company or a mailbox being accidentally deleted. In this blog, we will go over the steps to export a disconnected mailbox to a PST file using Microsoft Exchange Server 2016.

What is a disconnected mailbox?

A disconnected mailbox is a mailbox in Microsoft Exchange Server that is no longer associated with an Active Directory user account. This can happen for a variety of reasons, such as when a user leaves the company, when a mailbox is accidentally deleted, or when a mailbox is moved to a different database.

When a mailbox becomes disconnected, it is not immediately deleted from the Exchange server. Instead, it is marked as disconnected and remains in the Exchange database until it is purged. During this time, the mailbox can be reconnected to an Active Directory user account or exported to a PST file.

Why export a disconnected mailbox to PST?

There are several reasons to export a disconnected mailbox to a PST file, some of them are as follows

• Preserving data: If a user leaves the company or a mailbox is accidentally deleted, important data may be lost. Exporting a disconnected mailbox to a PST file can preserve this data and make it available for future reference.
• Compliance: Some industries require organizations to retain certain types of data for a specific period of time. Exporting a disconnected mailbox to a PST file can help organizations comply with these requirements.
• E-discovery: In the event of a legal dispute, organizations may need to search for and produce specific emails or other data. Exporting a disconnected mailbox to a PST file can make it easier to search for and produce this data.

Exporting a disconnected mailbox to PST

Exporting a disconnected mailbox to PST is a multi-step process that involves several different tools. Here’s how to do it:

Step 1: Connect to Exchange Server

To export a disconnected mailbox to PST, you need to connect to the Exchange server using the Exchange Management Shell. Here’s how:

Open the Exchange Management Shell and type the following command:

Connect-ExchangeServer -Identity <ServerName>

Replace <ServerName> with the name of your Exchange server.

Step 2: Identify the disconnected mailbox

To export a disconnected mailbox to PST, you need to identify the mailbox you want to export. Type the following command:

Get-MailboxStatistics -Database <DatabaseName>

Replace <DatabaseName> with the name of the database that contains the disconnected mailbox.

Look for the mailbox you want to export in the output. The disconnected mailboxes will be marked with a status of “Disconnected”.

Step 3: Create a new mailbox export request

To export a disconnected mailbox to PST, you need to create a new mailbox export request. Type the following command:

New-MailboxExportRequest -Mailbox <MailboxName> -FilePath <FilePath>

Replace <MailboxName> with the name of the disconnected mailbox you want to export, and replace <FilePath> with the path where you want to save the PST file.

You can also specify additional options, such as including subfolders or setting a date range for the export. For example, to include subfolders, add the following parameter: -IncludeFolders “*”

Step 4: Monitor the export process

Once you’ve created a new mailbox export request, Exchange will begin exporting the mailbox to a PST file. You can monitor the progress of the export process using the following command:

Get-MailboxExportRequest | Get-MailboxExportRequestStatistics

This will show you the status of all mailbox export requests. To view the status of a specific export request, add the -Identity parameter followed by the name of the export request. For example:

Get-MailboxExportRequest | Get-MailboxExportRequestStatistics -Identity “ExportRequest01”

Step 5: Complete the export

Once the export process is complete, you need to complete the export request to finalize the PST file. Here’s how:

Type the following command:

Get-MailboxExportRequest | where {$_.Status -eq “Completed”} | Remove-MailboxExportRequest

This will remove the export request from Exchange.

Locate the PST file that was created during the export process and verify that it contains the data you need.

Drawbacks and Loopholes of the Manual Method

While the manual method of exporting a disconnected mailbox to a PST file using Microsoft Exchange Server 2016 is reliable, it does have a few drawbacks that can make it less than ideal for certain situations. Here are some of the main drawbacks of the manual method:

• Complexity: The manual method involves a number of steps that can be complex and time-consuming, especially for users who are not familiar with the Exchange Management Shell.
• Limited control: The manual method provides limited control over the export process. Users cannot set specific parameters or filters for the export, which can result in a larger than necessary PST file.
• Storage limitations: The manual method requires that the mailbox be reconnected to the Exchange server, which can be a problem if there are storage limitations or if the mailbox has been deleted.
• Security risks: The manual method requires that users have access to the Exchange Management Shell, which can pose security risks if not properly secured.
• Data loss: The manual method may result in data loss if the mailbox has been damaged or corrupted. In such cases, a third-party tool may be necessary to recover the data.
• Time-consuming: The manual method can be time-consuming, especially if there are multiple disconnected mailboxes that need to be exported.
• Expertise required: The manual method requires expertise in Exchange Server and the Exchange Management Shell, which can be a challenge for users who are not familiar with these tools.

While using Microsoft Exchange Server to export a disconnected mailbox to a PST file is a reliable method, it may not always be the most convenient or efficient option for all users. In such cases, using a third-party tool such as Regain EDB Converter can be a suitable alternative.

Exchange Administrators’ Recommendation to Export Disconnected Mailbox to PST

Regain EDB to PST converter is a powerful and user-friendly tool designed to convert Exchange EDB files to PST format. It can also be used to export a disconnected mailbox to a PST file. Here are some of the features and benefits of using Regain EDB to PST converter:

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Features of Regain EDB to PST converter:

• Easy to use: Regain EDB to PST converter has a simple and intuitive interface that makes it easy to use for users of all skill levels.
• Support multiple formats: The tool can convert EDB files to multiple formats including PST, EML, MSG, HTML, and Office 365.
• Batch conversion: Regain EDB to PST converter allows users to convert multiple EDB files at once, saving time and effort.
• Preview feature: The tool has a preview feature that allows users to preview the contents of the mailbox before conversion.
• No data loss: The tool ensures that no data is lost during the conversion process.
• Fast conversion: The tool uses advanced algorithms to ensure fast and efficient conversion.
• Filter option: Regain EDB to PST converter allows users to filter the mailbox data based on date range, item type, and other parameters.

Process of using Regain EDB to PST converter:

• Download and install Regain EDB to PST converter on your system.
• Launch the tool and select the EDB file you want to convert.
• Use the preview feature to view the mailbox contents and apply filters if necessary.
• Click on the Export option from the ribbon bar.
• Choose the destination format as PST and specify the location where you want to save the converted file.
• Click on the “Save Data” button to begin the conversion process.
• Wait for the tool to complete the conversion process, and then locate the PST file in the specified location.

Conclusion

While Microsoft Exchange Server provides a reliable method for exporting disconnected mailboxes to PST files, third-party tools such as Regain EDB to PST converter can offer additional features and benefits that may be more suitable for certain users. Regain EDB to PST converter is a powerful and user-friendly tool that allows users to convert EDB files to PST format and export disconnected mailboxes to PST files. Its simple and intuitive interface, advanced features, and fast conversion make it an excellent choice for users looking for an alternative solution to exporting disconnected mailboxes to PST files.