AppRiver Technical GuidesOffice 365 - Exchange Admin PortalHow to Export a PST File From Office 365 Using eDiscovery

How to Export a PST File From Office 365 Using eDiscovery

Note: The PST Export Tool will only work in Internet Explorer so it is recommended you use Internet Explorer for this entire process.

1. Launch Internet Explorer then navigate to portal.office.com and log in with your Global Admin Credentials.

2. Click the App Launcher in the top left corner then click on Admin.

3. In the the lower left corner under Admin click Exchange.

4. From the Exchange Admin Center click on Permissions.

5. Click Admin Roles then double click on Compliance Management. In the Role Group window scroll down to the Members section and click the + sign then add the Global Admin that will be performing the export. (Note: If the Global Admin is already a member click Cancel and proceed to the next step.)

6. While still on the Admin Roles tab double click on Discovery Management. In the Role Group window scroll down to the Members section and click the + sign then add the Global Admin that will be performing the export. (Note: If the Global Admin is already a member click Cancel and proceed to the next step.)

7. If you had to add the Global Admin to the Compliance or Discovery Management roles you must allow two hours for the permissions to propagate before proceeding to the next step.

8. In the Exchange Admin Center click on Compliance Management then click on In-Place eDiscovery & Hold. Next click on the + sign to start a new eDiscovery search.

Note: You should see 8 tools where the plus sign and pencil are as shown below. If you only see 4 tools you have not allowed enough propagation time.

9. In the In-Place eDiscovery & Hold window enter a name and dscription for the eDiscovery search then click Next.

Note: The description is optional but recommended if you plan to conduct multiple eDiscovery searches.

10. In the In-Place eDiscovery & Hold window select the mailboxes you wish to search or export then click Next. You can search all mailboxes or specify certain mailboxes to search.

11. In the In-Place eDiscovery & Hold window choose the Search Query you want to search or export. For example, if you want to search or export all mailbox content select Include All Content. If you want to filter the search or export based on certain dates or keywords select Filter Based on Criteria then enter the specific criteria you want to search for. Once you have finished selecting the search criteria click Next.

12. In the In-Place eDiscovery & Hold window you can choose to place the search query content on hold but you do not need to place the content on hold to perform a PST export. In most cases you will leave the "Place Content Matching the Search Query in Selected Sources on Hold" check box unchecked and simply click Finish.

Note: To use the hold features the mailboxes you are searching must have at least an Exchange Online Plan 2 or E3 license.

13.  In the In-Place eDiscovery & Hold window a Saving window will appear. Simply wait for the Saving window to finish then click Close.

14. Back on the In-Place eDiscovery & Hold tab highlight the search you just created then click the Refresh tool. In the right pane you should see the estimated size and item count from your search criteria.  

15. Start the PST export by clicking the down-arrow tool. You may be prompted to download and run the eDiscovery PST Export Tool. Once the tool launches click Browse and choose the location where you want to save the PST file then click Start.

Note: The PST Export Tool will only work in Internet Explorer. The other steps mentioned in this article can be done from other browsers but the PST Export Tool will only work in Internet Explorer.

16. As the export runs you can view the export stats by looking at the eDiscovery PST Export Tool.

17. Once the PST export is complete the green progress indicator will be completely full. At this point click Close and the PST export is complete. You can then navigate to the storage location you chose to verify the files are there. If you need to open the files you will have to use Microsoft Outlook. In most versions of Outlook you can open a PST file by simply going to File > Open & Export > Open Outlook Data File.