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Archiving microsoft outlook 365 data as pst
- 1. Archiving as PST How to get Office 365 Mail Archived as a PST file
- 2. Why would you do this? • To save your data outside the cloud. • To provide data for legal purposes. • An alternative for general use could be to convert the mail to a “shared mailbox”. This frees up an office licence but it also means that you need to keep the user in your active directory.
- 3. What do we do? • In our case, we use a shared mailbox for a short period and then remove it. Since we have already archived the mail via this procedure, it’s easily recoverable if we need it.
- 4. Step 1: Security & Compliance • On the left hand panel of the Office 365 Admin, • Expand Admin Centers • Click on Security and Compliance
- 5. Step 2: eDiscovery • In the left hand navigator, • Click on Search and Investigation • Then click on eDiscovery
- 6. Step 3: Create a Case • Click on Create a Case, • You’ll be prompted for a Name and Description. • Just choose something that you’ll remember & click Save. • Then click OPEN to the left of the case.
- 7. Step 4: New Search • Click on the Search Tab and then + to add a new search.
- 8. Step 5: Select Mail File • In locations, Choose a custom Location. • Choose a specific mailbox. • Click + and type the Email address to locate & select the mailbox. • Ignore the other options • Click Query. • Note: This didn’t work on Chrome, I had to use Microsoft Edge.
- 9. Step 6: Click Search • This dialog box is very misleading. Don’t add any conditions. • Just click SEARCH.
- 10. Step 7: Download when Ready • Look at the Right hand side. It tells you the expected file size. • Click the download button to start an export. • Note the file size (eg: 2.53 GB)
- 11. Step 8: Click Download • In the right hand panel, • Keep clicking Refresh until the export is 100% completed. • Note that it says 100% while it is obviously still in progress. • When the export is completed, click Download exported results.
- 12. Step 9: Save the Export Key • The download window will provide you with an export key. • Copy this to the clipboard. • It’s a good idea to paste it into notepad to make sure that you have it. • Click Download Results. • You’ll be prompted to open the MS downloader app.
- 13. Step 10: Install the eDiscovery Tool • If you don’t already have it, you need to install the Microsoft Office 365 eDiscovery Export too. • It’s a pretty standard install.
- 14. Step 11: Input your Export Key • You’ll be prompted to paste the Export Key that you saved a few steps ago. This will auto-select the file. • You shouldn’t need the key after this. • Choose a location to save to • Click Start.
- 15. Step 12: Wait until it’s finished. • “Big Files Take a While” – This would be a good time for coffee. • When it’s finished, the file size should be close to the estimate. • You may also see errors. There’s logs of these.
- 16. Step 13: Checking the Folder • If you click on the folder link, explorer will open to where your file was saved. • The PST file is in the exchange folder. • The Warnings and Errors are available in the parent folder (dated).
- 17. Step 14: Opening the PST • You might be doing this step on someone else’s computer. • In Microsoft Outlook, Click File, • Then Open & Export • Then Open Outlook Data File • You’ll need to browse to the file to open it.
- 18. Step 15: Find the Mail • The mail file will open in Outlook • Expand the users’ name. • You will see their email (Primary) • Expand this. • Expand “Top of Information Store” • You should now see all their folders.
- 19. That’s it. Thanks for watching. Gavin Bollard | Real World Computing (http://dominogavin.blogspot.com.au/) | @realcomputing