Manual Methods to Export Exchange Archive Mailbox to PST

Updated On - November 28, 2024 by Nasir Khan | Reading Time: 7 minutes

It is very common in Exchange Server to Export Exchange Archive Mailbox to PST file for increasing the space on Exchange Server for new mailboxes. It is also important to get backup of Exchange Mailbox to PST format. You can use this backup whenever you required. Here we explain Five methods to export Exchange Archive Mailbox to PST file.

Top 5 Methods to Export Exchange Archive Mailbox to PST file

Method1: Using Exchange Admin Center (EAC) to create an Exchange Archive Mailbox Export Request

Perform the below steps to create an Exchange Archive Mailbox export request using Exchange Admin Center (EAC):

1. login to Exchange Admin Center (EAC).
2. Navigate to Recipients > Mailboxes > click … (More options), then select Export to a PST file.
3.  The Export to a .pst file window appears. Click Browse to select the source mailbox whose contents you want to export. Select any of the below options:
   • Export only the contents of this mailbox
   • Export only the contents of this mailbox’s archive

Click Next.

4. In the screen that appears, specify the path to export the .pst file to and the filename of the target .pst file. Pr Next.

5. In the screen that appears, perform the below settings:
   • Leave the Send email to the mailbox below when the .pst file has been exported checkbox selected.
   • Click Browse to add or remove notification recipients.
   • Clear the Send email to the mailbox below when the .pst file has been exported checkbox.

Click Finish.

Limitations:

• Requires sufficient permissions.
• Time-consuming for large mailboxes.
• Only available in Exchange Server 2013 and later.

Method2. Using in-built feature When Outlook Connected to Exchange

The in-built feature within Outlook allows creating a PST file for the selected folder.

Steps to export Exchange archive mailbox to PST:

1. Open Microsoft Outlook.
2. Navigate to File > Open & Export > Import/Export.
3. The Import and Export Wizard appears. For Choose an action to perform, select Export to a file and click Next.
4. The Export to a File wizard appears. For Create a file of type, select Outlook Data File (.pst) and click Next.
5. The Export Outlook Data File wizard appears. Select the archive mailbox folder to export from. Leave Include subfolders checkbox selected if you want to include the subfolders to export as well.

Click the Filter button to select the data as per your specific needs.

Click Next.

6. In the Export Outlook Data File wizard, for Save exported file as, it will have a default location and name of the PST file. Click Browse to change the location and name of the PST file. For the available options for managing duplicate items, you can select any one of them:
   • Replace duplicates with items exported
   • Allow duplicate items to be created
   • Do not export duplicate items

Now Click the Finish button.

Limitations:

• Requires Outlook installed and configured.
• Not ideal for large archive mailboxes due to time and resource constraints.

Method3: Using Powershell command

Use the Powershell command for exporting the Exchange Archive Mailbox to PST file.

New-MailboxExportRequest -Mailbox “Administrator” -FilePath “\\Exchange\PSTExport\Archive.pst” –IsArchive

• IsArchive switch starts export accordingly.
• Allows including some search criteria such as include folder, exclude a folder, date larger than, date lower than, and date range.
• Allows including folders. To include the folders, use the syntax as:
  New-MailboxExportRequest -Mailbox “Administrator” -FilePath “\\Exchange\PSTExport\Archive.pst” -IsArchive -IncludeFolders “#Inbox#”, “#Outbox#

Note: The limitation with PowerShell commands is that it do not export disconnected mailbox to Outlook PST file.

Limitations:

• Requires technical expertise in PowerShell.
• Not available in Exchange Online (Office 365).

Method4. Using MFCMAPI Tool

MFCMAPI is an advanced tool for troubleshooting purposes; one can use it in order to export archive mailboxes.

Steps to export Exchange archive mailboxes to PST using MFCMAPI

Download and install MFCMAPI:

• First download the tool from the official Microsoft website.

Start MFCMAPI

• Open the application and proceed by logging in with an account of Exchange.

Access the Archive Mailbox:

• Go to Session > Logon.
• Select the archive mailbox from the list.

Export to PST:

• Right-click on the mailbox and click on “Export Folder” or a similar option.
• Save the data as a PST file.

Limitations:

• Highly technical and not user-friendly.
• Risk of data loss if not used correctly.

Method5: Use Professional Regain EDB to PST Converter Software

Use professional Regain EDB to PST Converter software to export Exchange Archive mailbox to MS Outlook .PST file. The third-party software is the best solution for secure backup of primary mailboxes, archive mailboxes, and public folders to MS Outlook PST files. The utility offers a self-descriptive graphical interface for easy Exchange backup, no technical skills required to perform the backup, and saves time and effort.

Free Download100% Secure Buy NowPrice: $99

Features:

• Exports/migrates offline and online Exchange EDB mailbox to Outlook PST file.
• Converts Exchange Public and Private folders to Office 365 or MS Outlook PST file format
• Migrates Exchange Server mailbox data from one Server to another Server
• Restores corrupt or deleted Exchange Server mailbox.
• Recovers accidentally lost or deleted offline EDB mailboxes.
• No file size limit for migrating Exchange EDB mailbox to Outlook PST file
• Allows saving converted emails into PST, EML, EMLX, MSG, MBOX, PDF, VCF, HTML and MHTML file formats.
• Displays preview of mailboxes before conversion.
• Maintains integrity, hierarchy and original formatting of Exchange mailbox data.
• Inbuilt split feature allows saving large EDB file into multiple small Outlook PST files.
• Compatible with all versions of MS Outlook and Exchange Server.
• Available as free to download trial version.

Steps to Export Exchange Archive Mailbox to PST File using Regain EDB Converter tool

1. Open Regain EDB Converter software.
2. Click Browse and select the Exchange Database EDB file for conversion.
3. Select Exchange version of EDB file. Click Next.
4. Check the preview of all scanned EDB files.
5. Select destination location and the target file format for saving.
6. Click Start Export for saving files.

Compatibility:

• Windows OS Platforms: Windows 10, 8.1, 8, 7, Vista
• Windows Server: 2012, 2008 R2, 2008, 2003 R2, 2003
• MS Outlook: 2019, 2016, 2013, 2010, 2007 and 2003
• Exchange Server : 2019, 2016, 2013, 2010, 2007, 2003, 2000, 5.5 and 5.0

Conclusion

This article discusses methods to export Exchange Archive mailboxes to MS Outlook PST file. Also, in the end of the article, we recommend users to use third-party solution for accurate conversion of Exchange mailbox EDB to Outlook PST files. It is also help you to recover corrupt EDB file in just few clicks. Download third-party Exchange Backup Software for free, give it a try and check the features it offers. The only limitation free trial version has that it saves only 30 items per folder.

FAQs:

Q1. Can I export an Exchange archive mailbox to PST without any software?

Ans. Sure. You can use the EAC or PowerShell commands to export an archive mailbox of Exchange to PST. It is built into Exchange but requires proper permissions, no other tools.

Q2. What permissions do I need to export an archive mailbox?

Ans. You require the “Mailbox Import Export” role assigned to your admin account. Otherwise, you cannot export mailboxes using PowerShell or EAC.

Q3. How do I export an archive mailbox using Exchange Admin Center?

Ans. In EAC, create an eDiscovery search for the archive mailbox. After completing the search, use the export option to save the data as a PST file on a shared network folder.

Q4. What’s the easiest manual method to export an Exchange mailbox?

Ans. Using Outlook connected to Exchange is the simplest method. Export the archive mailbox to a PST by navigating to File > Open & Export > Import/Export in Outlook.

Q5. Can I export the archive mailbox using PowerShell?

Ans. Yes, you can use the New-MailboxExportRequest cmdlet. This command exports the archive mailbox to a specified PST file location on your network.

Q6. Do these manual methods work with Exchange Online (Office 365)?

Ans. No, they are not available in Exchange Online by using either EAC or PowerShell. You’ll need to use a Professional Regain EDB Converter tool or rely on Microsoft 365 compliance features.

Q7. Can I export multiple archive mailboxes at once?

Ans. Yes, PowerShell allows batch exports. You can run multiple New-MailboxExportRequest commands for different mailboxes, automating the process.

Q8. Where is the exported PST file saved?

Ans. PST files are saved in a shared network path you specify during the export process. Ensure the path is accessible and has sufficient storage.

Q9. Does Outlook support direct export from the archive mailbox?

Ans. Outlook can export an archive mailbox if it’s connected to Exchange. Use the export option to save the data into a PST file.

Q10. What are the limitations of manual export methods?

Ans. Manual methods can be time-consuming and require technical knowledge. They may also fail for large mailboxes or if permissions aren’t correctly configured. For easier handling, consider third-party Regain EDB Converter tool.