Know How to Export Exchange Mailbox to Outlook?

Application Pre-Requisites


Exchange 2007 & Above
  • Make sure MS Outlook (2016/2013/2010/2007/2003/2002/2000/97) should be installed.
  • Check if you have login as administrator on your machine (where tool is running)?
  • Admin account must be impersonated. Watch Videos How to Apply impersonation in:
Exchange 2003 & Below
  • Make sure MS Outlook (2016/2013/2010/2007/2003/2002/2000/97) should be installed.
  • Check if you have login as administrator on your machine (where tool is running)?
  • Is your machine in the same domain with exchange server?
  • Have you granted FULL access permission to mailboxes? Refer for Exchange 2000/2003.

The Migration Process

STEP 1

Launch the software "Exchange Export", The user-interface of the software will appear as follows:

launch software
STEP 2

Enter the admin login credentials & select the server version of Live Exchange Server and enter the Active Directory IP & Exchange Server IP and click on "Login" button.

You can check the "Include Sub-Domain User's" field if you want to export mailbox of sub-domain users as well.

include sub-domain
STEP 3

After successful login, the software will generate the mailbox list available in the Exchange Server.

Select the "include Sub-Domain Users" radio button to show the sub domains on the software interface.

The software specifies the mailboxes which are not assigned with Write permission.

mailbox permission

The sub-domain users will not be listed if the "Include Sub-Domain User's" field is not selected.

unselected sub-domain
STEP 4

Here, Select the mailboxes which you want to export using the checkbox corresponding to them and click "Next" button.

select mailbox
STEP 5

You can check/uncheck the mailbox items which you want to export.

 check or uncheck mailbox
STEP 6

On the "Mails" option. Select the "Apply Filter(s)" radio button and click on the "Set" button.

apply filter
STEP 7

Now, On the date filter provide the date interval according to which the mails will be exported.

date filter

Click on "Apply" button.


STEP 6

On the "Calendar" option, Click on the "Apply filter(s)" radio button. Click on the "Set" button.

calendar-filter
STEP 7

Now, provide the date interval according to which the calendars are to be exported. Click on the "Apply" button.

provide date interval
STEP 6

On the "Tasks" option, Click on the "Apply filter(s)" radio button. Click on the "Set" button.

apply task filter
STEP 7

Now, provide the date interval according to which the tasks are to be exported. Click on the "Apply" button.

apply task interval dates
STEP 6

On the "Journals" option, Click on the "Apply filter(s)" radio button. Click on the "Set" button.

select filter
STEP 7

Now, provide the date interval according to which the Tasks are to be exported. Click on the "Apply" button.

apply journals-filter
STEP 8

Now, you can choose the "Advanced Settings" for successful Exchange to Outlook migration.
Maintain Folder Hierarchy - This option allows you to maintain the folder hierarchy of folders during the conversion process.
Outlook Required – Check "With Outlook" option if you have Microsoft Outlook installed on your system.
Split Outlook Data File - This option enables you to split PST file after the mentioned file size.

maintain folder-hierarchy
STEP 9

Click on "Browse" button the destination folder where you want to save the Output data file.

locate destination
STEP 10

In the browser window, choose the folder to store PST file. Then click on "OK".

select folder
STEP 11

The destination folder location will appear in the text field. Click on "Export" button to start conversion.

start conversion
STEP 12

The progress along with the item count of the mailboxes will be displayed.

count items
STEP 13

After the completion of export process, the window showing message "Export process completed successfully." will be displayed. Click on "OK" button.

export process completed
STEP 14

Click on "Save Report" button to save the export report.

save report
STEP 15

The window will open in which you can select the storage location. Specify the name and click on "Save" button to save report.

provide report name
STEP 16

You export report of entire conversion process can be viewed as follows:

view conversion process
STEP 17

The software generates separate export report for individual mailbox as well.

save seprate for single mailbox
STEP 18

The exported PST file can be found at the specified storage location.

Also, the sub domain file will be shown as follows:

locate storage location
STEP 19

Now, to open the PST file in Microsoft Outlook , click on the "File" tab to start adding the PST File to Outlook.

open pst file
STEP 20

To add Outlook Data File PST click on "Open & Export » Open Outlook Data File" to add mailbox data in the PST file format.

add mailbox
STEP 21

Browse the location where the PST file is stored. Select the PST file and click Open to add the Outlook Data File to Outlook.

find location of pst file

The added Mailbox Data could be located in the left pane, explore the folders and mails by clicking on them separately.

locate added file

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