{"id":479,"date":"2026-10-04T20:29:13","date_gmt":"2026-10-04T20:29:13","guid":{"rendered":"https:\/\/www.brevisoft.com\/blog\/?p=479"},"modified":"2026-10-04T20:30:31","modified_gmt":"2026-10-04T20:30:31","slug":"export-exchange-online-mailbox-to-pst","status":"publish","type":"post","link":"https:\/\/www.brevisoft.com\/blog\/export-exchange-online-mailbox-to-pst\/","title":{"rendered":"Export Exchange Online Archive Mailbox to PST &#8211; Verified Solutions"},"content":{"rendered":"<div class=\"intro\">The Exchange Online archive contains many years of previous mail, and at some point you will probably need a local copy of it. You have the option of exporting it to PST using Outlook or by using Microsoft Purview eDiscovery, but in both cases there are real limitations when it comes to size, speed, and administrative rights. This guide goes through each of the manual methods step by step and then looks at an automated solution, the <a title=\"Office 365 Mailbox Export Tool\" href=\"https:\/\/www.brevisoft.com\/office-365\/export\/\" target=\"_blank\" rel=\"noopener\"><strong>BreviSoft Office 365 Export Tool<\/strong><\/a>, which is able to manage large archives, date filters, and multiple mailboxes without the need for Outlook. Continue reading to find out which method is suitable for your situation and what you can expect before you begin. Step-by-step instructions are provided for each method.<\/p>\n<div style=\"display: flex; justify-content: center; align-items: center; gap: 18px; flex-wrap: wrap; margin: 30px 30px 15px 0px;\"><a style=\"display: inline-flex; align-items: center; justify-content: center; gap: 11px; background: #0a6b38; color: #fff; text-decoration: none; font-size: 17px; font-weight: bold; padding: 1rem 1rem; border-radius: 10px; border: 2px solid #0a6b38; box-shadow: 0 4px 12px rgba(0,0,0,.12);\" href=\"https:\/\/www.brevisoft.com\/demo\/brevisoft-office-365-backup-restore.exe\"> Free Download <\/a> <a style=\"display: inline-flex; align-items: center; justify-content: center; gap: 11px; background: #fff; color: #d32f2f; text-decoration: none; font-size: 17px; font-weight: bold; padding: 1rem 1rem; border-radius: 10px; border: 2px solid #e53935; box-shadow: 0 4px 12px rgba(0,0,0,.08);\" href=\"https:\/\/www.brevisoft.com\/office365-backup\/buy.php\"> Purchase Now <\/a><\/div>\n<\/div>\n<h2 class=\"main_heading\">What is the need to back up an Exchange Online Archive mailbox to PST?<\/h2>\n<p>People usually ask this after a problem has occurred&mdash;for example, when a finance manager leaves, the account is deleted, and then three weeks later the auditors request the 2019 invoices. In that case, if no one has kept the archive, you&#8217;re in a fix.<\/p>\n<p>Archive mailboxes also contain the emails that you stopped looking at years ago, since this is precisely the type of mail that legal teams request. With a PST copy you get an offline file that you can open in Outlook, hand over to a lawyer, or save onto a drive.<\/p>\n<p>Other common reasons:<\/p>\n<ul>\n<li>You are switching to a different email service and need the previous mail to transfer with you.<\/li>\n<li>You want to make a copy before items are deleted by the retention policy.<\/li>\n<li>You should have a second backup stored outside of Microsoft&#8217;s servers since although Microsoft ensures that your service will continue to operate it makes no guarantees regarding the restoration of a mailbox that you by mistake deleted.<\/li>\n<\/ul>\n<h3 class=\"main_heading\">Method 1: Export Online Archive Mailbox to PST Using Outlook<\/h3>\n<p>This one is the easiest. You have to use the Outlook desktop application (not the web version or the new Outlook) and an account which already displays the archive.<\/p>\n<ol>\n<li>When you open Outlook and look at the folder pane, you should see a folder called &#8216;Online Archive &#8211; your email address&#8217; situated below your main mailbox. If this folder is not there, then the archive is not enabled for your account and in that case you should ask your administrator.<\/li>\n<li>Go to <strong>File, choose Open &amp; Export, then Import\/Export<\/strong>.<\/li>\n<li>Choose &#8216;Export to a file&#8217; then click Next.<\/li>\n<li>Select the <strong>Outlook Data File (.pst)<\/strong> and then click Next.<\/li>\n<li>Choose the Online Archive folder at the top level and make sure the option to include subfolders is selected.<\/li>\n<li>Click on Next, find a location where you want to save it, and select how to deal with duplicates.<\/li>\n<li>Press Finish and, if you wish, enter a password or leave the field blank.<\/li>\n<\/ol>\n<p>Make sure that Outlook remains open until the process is complete. An archive of 20 GB may take several hours to transfer over a typical office connection, and if your laptop goes to sleep part way through, the export could stop or fail. Therefore, you should plug in the laptop, turn off the sleep setting, and start the process before you leave for the day.<\/p>\n<h3 class=\"main_heading\">Method 2: Export Online Archive Mailbox to PST Using eDiscovery<\/h3>\n<p>As an admin or if you have the means to ask one, Microsoft Purview provides an alternative option; for this you need the eDiscovery Manager role together with Export permission.<\/p>\n<ol>\n<li>Log in to the Microsoft Purview portal using an administrator account.<\/li>\n<li>Start an <strong>eDiscovery<\/strong> process by creating a new case or a content search. Microsoft has been transferring content search into its more recent eDiscovery environment, so the menu names might appear slightly different in your tenant.<\/li>\n<li>Include the mailbox you wish to use as the location for the search.<\/li>\n<li>Enter a query. You can leave it empty in order to receive all messages, or choose to filter by date, sender, or keyword.<\/li>\n<li>Carry out the search and then wait for the statistics to load.<\/li>\n<li>Click on <strong>Export results and then, in the<\/strong> export options, select how you would like the PST files to be organised: either one PST per mailbox or one PST with all the files in it.<\/li>\n<li>Begin the export and then open the Exports tab once it&#8217;s completed.<\/li>\n<li>Take the export key, click on Download results and then open the file using the eDiscovery export tool in a browser that is supported. Paste the key, select a folder and start the download.<\/li>\n<\/ol>\n<p>Content search examines both the primary mailbox and the archive; therefore, unless you construct a careful query, your PST will include more than the archive by itself and you will then have to sort this out manually.<\/p>\n<h4 class=\"main_heading\">Limitations of the Manual Method<\/h4>\n<p>Both the manual methods work, but they involve a kind of resistance that you will quickly become aware of.<\/p>\n<ul>\n<li><strong>The process of exporting with Outlook is slow when dealing with large archives, requires a stable<\/strong> connection, and processes only one mailbox at a time; so if you need to export data for 40 users you have to carry out the steps 40 times.<\/li>\n<li><strong>Most users never receive the administrative permissions that are required for eDiscovery<\/strong>, and the setup process takes longer than the actual export when dealing with small jobs.<\/li>\n<li>Exports limited to the archive are inconvenient since there&#8217;s no option you can simply tick that reads &#8216;archive only&#8217; in eDiscovery.<\/li>\n<li>As PST files increase in size they become unstable. The default Unicode PST limit set by Microsoft is 50 GB, and Outlook performance starts to deteriorate well before that size is reached.<\/li>\n<li>When an export fails at 90 percent, neither of the methods offers you much control and in that case you usually have to start again.<\/li>\n<\/ul>\n<h3 class=\"main_heading\">Method 3: Professional Tool to Export Online Exchange Archive Mailbox to PST<\/h3>\n<p>If manual methods are going to take up a lot of your time, then it makes sense to have a specialised tool for the job. The BreviSoft Office 365 Export Tool designed with this in mind. It links to your Microsoft 365 tenant, allows you to select the archive mailbox, and then creates the PST for you.<\/p>\n<p><strong>Steps to Export Online Exchange Archive Mailbox to PST Using BreviSoft:-<\/strong><\/p>\n<ol>\n<li>Download the BreviSoft Office 365 Export tool and install it on a Windows machine.<\/li>\n<li>Log in using your Microsoft 365 admin credentials.<\/li>\n<li>Choose the mailboxes that you want; you can enter details for one user or import a list containing many.<\/li>\n<li>Make the <strong>Archive Mailbox<\/strong> the source so that you won&#8217;t end up with primary mail that you didn&#8217;t ask for.<\/li>\n<li>Apple the Advance Setting according to your requirements.<\/li>\n<li>Choose the location where the PST file will be saved.<\/li>\n<li>Begin the export and observe the progress log.<\/li>\n<\/ol>\n<p>Before you make your purchase, always check the feature list on the vendor&#8217;s website since the features can vary between versions and you should make sure that archive export, filters, and PST splitting are included in the version you select.<\/p>\n<h3 class=\"main_heading\">What is better about the Professional Tool than manual solutions?<\/h3>\n<p>Imagining the audit example once more, you need only the archive mail from one department in 2020 for 25 users, and this has to be done by Friday. Using Outlook, you would have to carry out 25 individual exports together with a great deal of waiting; whereas with eDiscovery you create the query and then clean the output.<\/p>\n<p>The maths are affected by the tool. You enter the 25 users, set the date filter once and then run the search all at once. There&#8217;s no need for Outlook to be installed on each computer and you don&#8217;t have to interact with the eDiscovery export tool. Large archives are divided into smaller PST files, which helps to keep them stable when they are opened later.<\/p>\n<p>It also keeps a record of the items that were exported and those that failed, and this record is important if someone several months later asks you whether the mail was complete.<\/p>\n<h2 class=\"main_heading\">Conclusion<\/h2>\n<p>For one small archive and a quiet afternoon, use Outlook. If you already have administrative rights and have a legal or compliance reason for looking through Purview, then use eDiscovery. When you have to deal with many mailboxes, large archives, or tight deadlines, an automated option such as the [BreviSoft Office 365 Export Tool] will save you hours and eliminate the need for repetitive work. First, try it out on one test mailbox, make sure that the PST file opens correctly in Outlook, and then increase the scale.<\/p>\n<h2 class=\"faq_heading\">FAQs<\/h2>\n\n\n<div class=\"schema-faq wp-block-yoast-faq-block\"><div class=\"schema-faq-section\" id=\"faq-question-1791144862761\"><strong class=\"schema-faq-question\">Q. <strong>Shall I export only the archive mailbox and leave the main one?<\/strong><\/strong> <p class=\"schema-faq-answer\">Ans &#8211; Yes, in Outlook you just need to select the Online Archive folder; but with eDiscovery it&#8217;s more difficult because the content search covers both locations, although a professional tool usually lets you choose the archive directly.<\/p> <\/div> <div class=\"schema-faq-section\" id=\"faq-question-1791145019732\"><strong class=\"schema-faq-question\">Q. <strong>Why is the Online Archive not appearing in Outlook?<\/strong><\/strong> <p class=\"schema-faq-answer\">Ans &#8211; It&#8217;s possible that your admin hasn&#8217;t turned it on, or Outlook hasn&#8217;t synchronized yet. Wait a few hours after switching it on and then restart Outlook. If it still doesn&#8217;t show up, ask your admin to confirm that your licence includes archiving.<\/p> <\/div> <div class=\"schema-faq-section\" id=\"faq-question-1791145123144\"><strong class=\"schema-faq-question\">Q. <strong>What is the maximum size that a PST file can reach?<\/strong><\/strong> <p class=\"schema-faq-answer\">Ans &#8211; A PST file in Unicode can have a default size of 50 GB, but those which exceed 10 to 20 GB will tend to slow down Outlook; it is therefore safer to split large exports into smaller files.<\/p> <\/div> <div class=\"schema-faq-section\" id=\"faq-question-1791145225839\"><strong class=\"schema-faq-question\">Q. <strong>Is it possible to export the archive mail from a user&#8217;s mailbox which has been deleted?<\/strong><\/strong> <p class=\"schema-faq-answer\">Ans &#8211; Only if the mailbox is still recoverable, which is typically 30 days after deletion for a standard deleted user. After that, the data is gone unless you placed it on hold or kept a backup.<\/p> <\/div> <\/div>\n\n\n<div class=\"kk-star-ratings kksr-auto kksr-align-left kksr-valign-bottom\"\n    data-payload='{&quot;align&quot;:&quot;left&quot;,&quot;id&quot;:&quot;479&quot;,&quot;slug&quot;:&quot;default&quot;,&quot;valign&quot;:&quot;bottom&quot;,&quot;ignore&quot;:&quot;&quot;,&quot;reference&quot;:&quot;auto&quot;,&quot;class&quot;:&quot;&quot;,&quot;count&quot;:&quot;2&quot;,&quot;legendonly&quot;:&quot;&quot;,&quot;readonly&quot;:&quot;&quot;,&quot;score&quot;:&quot;5&quot;,&quot;starsonly&quot;:&quot;&quot;,&quot;best&quot;:&quot;5&quot;,&quot;gap&quot;:&quot;5&quot;,&quot;greet&quot;:&quot;Rate this post&quot;,&quot;legend&quot;:&quot;5\\\/5 - (2 votes)&quot;,&quot;size&quot;:&quot;24&quot;,&quot;title&quot;:&quot;Export Exchange Online Archive Mailbox to PST - Verified Solutions&quot;,&quot;width&quot;:&quot;142.5&quot;,&quot;_legend&quot;:&quot;{score}\\\/{best} - ({count} {votes})&quot;,&quot;font_factor&quot;:&quot;1.25&quot;}'>\n            \n<div class=\"kksr-stars\">\n    \n<div class=\"kksr-stars-inactive\">\n            <div class=\"kksr-star\" data-star=\"1\" style=\"padding-right: 5px\">\n            \n\n<div class=\"kksr-icon\" style=\"width: 24px; height: 24px;\"><\/div>\n        <\/div>\n            <div class=\"kksr-star\" data-star=\"2\" style=\"padding-right: 5px\">\n            \n\n<div class=\"kksr-icon\" style=\"width: 24px; height: 24px;\"><\/div>\n        <\/div>\n            <div class=\"kksr-star\" data-star=\"3\" style=\"padding-right: 5px\">\n            \n\n<div class=\"kksr-icon\" style=\"width: 24px; height: 24px;\"><\/div>\n        <\/div>\n            <div class=\"kksr-star\" data-star=\"4\" style=\"padding-right: 5px\">\n            \n\n<div class=\"kksr-icon\" style=\"width: 24px; height: 24px;\"><\/div>\n        <\/div>\n            <div class=\"kksr-star\" data-star=\"5\" style=\"padding-right: 5px\">\n            \n\n<div class=\"kksr-icon\" style=\"width: 24px; height: 24px;\"><\/div>\n        <\/div>\n    <\/div>\n    \n<div class=\"kksr-stars-active\" style=\"width: 142.5px;\">\n            <div class=\"kksr-star\" style=\"padding-right: 5px\">\n            \n\n<div class=\"kksr-icon\" style=\"width: 24px; height: 24px;\"><\/div>\n        <\/div>\n            <div class=\"kksr-star\" style=\"padding-right: 5px\">\n            \n\n<div class=\"kksr-icon\" style=\"width: 24px; height: 24px;\"><\/div>\n        <\/div>\n            <div class=\"kksr-star\" style=\"padding-right: 5px\">\n            \n\n<div class=\"kksr-icon\" style=\"width: 24px; height: 24px;\"><\/div>\n        <\/div>\n            <div class=\"kksr-star\" style=\"padding-right: 5px\">\n            \n\n<div class=\"kksr-icon\" style=\"width: 24px; height: 24px;\"><\/div>\n        <\/div>\n            <div class=\"kksr-star\" style=\"padding-right: 5px\">\n            \n\n<div class=\"kksr-icon\" style=\"width: 24px; height: 24px;\"><\/div>\n        <\/div>\n    <\/div>\n<\/div>\n                \n\n<div class=\"kksr-legend\" style=\"font-size: 19.2px;\">\n            5\/5 - (2 votes)    <\/div>\n    <\/div>\n","protected":false},"excerpt":{"rendered":"<p>The Exchange Online archive contains many years of previous mail, and at some point you will probably need a local<a class=\"bs-read-more ml-1 bs-main-read-more\" href=\"https:\/\/www.brevisoft.com\/blog\/export-exchange-online-mailbox-to-pst\/\">Read More<\/a><\/p>\n","protected":false},"author":3,"featured_media":480,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[4],"tags":[],"class_list":["post-479","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-microsoft-365"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.7 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Export Exchange Online Archive Mailbox to PST - Verified Solutions<\/title>\n<meta name=\"description\" content=\"Explore methods to Export Exchange Online Archive Mailbox to PST file. 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