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In Microsoft 365, admins can export mailboxes using the eDiscovery feature in the admin center. It allows you to filter the data using search terms, and the export is not limited to single mailboxes.
However, there is also an export option for end users in Outlook. It offers an easy wizard-driven workflow that also supports a selective export by choosing certain folders or item types.
Starting the export wizard
To begin this process in Outlook, click the File menu in the top ribbon, choose Open & Export > Import/Export.
You can choose from many options. However, we want to export email to a file.
On the Export to a File screen, choose the Outlook Data File (.pst) option.
Next, choose which folders and data you want to export from your Microsoft 365 email account.
Choose the location of the PST file export. You can also choose how to handle duplicate items. Click Finish.
Finally, you can choose to add a password to protect the resulting PST file backup of your Microsoft 365 email account.
After choosing your password options, you will see the PST file export begin and progress. After the export, you should see the PST file created in the target location.
The process of exporting emails from Microsoft 365 with Outlook is uncomplicated. This is a one-time process that takes a copy of your Microsoft 365 emails and stores them in a PST file.
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However, it can also be used to create a copy of important email folders from time to time, so data loss that does occur will not be as significant. Additionally, emails that have been deleted can be retrieved from the PST file and copied back into the Inbox.