Office 365 Export Software Guide

Know How to Execute Export Process Using SysTools Export Tool

        Pre-Requisites

Following are the Steps to Perform Office 365 Export

STEP 1

Download and Launch SysTools Export Tool.

In case, tool is not activated, see how to activate the product: Activation Steps

Tool provides the help section for the details about each Export mode. Click on "Help" button to view this section.

Start screen

STEP 2

Select “Office 365” as a source platform and “Outlook” as destination platform.

Here, we have select Outlook as the destination platform.

Important Note: The tool does not require Outlook installation on your system. The destination simply signifies that the backup format is set to "PST".

enter source and destination


STEP 3

In the same screen, select the categories that you want to export from Office 365 under the Workload selection.

workload screen


STEP 4

Using the Date-Range Filter option you can perform the date based selective export of the mailbox data. Click on Next.

filters
STEP 5

Now in the Source Office 365 window, enter Admin Email Id for the validation of the source platform. Also, provide the Application Id created during project creation. See how to create project for Office 365. Office 365 Project Creation Settings

Source screen


STEP 6

Click on the "Validate" button to ensure that correct permissions are given to the account.

provide details


After validating, the permissions will be granted to the source user. Click on Next.

provide details


STEP 7

Now, browse the backup folder path to set the destination where the PST file will be saved.

Make sure that the folder path is not more than 20 characters.

destination screen


From the dropdown menu, select your PST file size preference. (By Default The Value is 40 GB.)

This value specifies a maximum size limit for each resultant PST file(s).

size of PST file

  • For example, if you have 11 GB of data to export and you have selected a 10 GB PST size. Then the software will create 2 PST files, one with 10 GB and another with the remaining 1 GB of data.
  • As long as the exported data (11 GB), is less than the partition size (20, 30, or 40 GB), you will get a single PST file of original size.
  • If you have large mailbox data to export (let’s say 200 GB), and if you select the 40 GB partition size. The tool will automatically split the data and create five separate 40 GB PST files (5 * 40 = 200 GB).

Click on the "Validate" button to ensure appropriate permissions are assigned.


STEP 8

Validate the correct permissions and click "Next".

validate

STEP 9

On the Users screen, there are several ways in which you can add users from the source account that needs to be processed.

  • Fetch Users: It will automatically fetch users from Source domain.
  • Import Users: This will import users through CSV.
fetch users

Fetch Users: It will fetch all the users from Source domain.

users

Import Users: This will import users through CSV.

users
STEP 10

The list of users is now, displayed on the screen.

user list


You can Search for a particular mailbox and select that user to export data. There is a "Show Selected" toggle bar that will show only selected users in the list.

user list


STEP 11

Click on Validate to authorize selected user source account(s).

validate users

Once the users are validated, click on "OK" button.

ok button


STEP 12

After the validation is successfully completed, click on Start Export button to start the export process.

start export

The software will check your license quota and provide details. Click "Start" to finally start the process.

start button


Users can also Stop Export process if required while the export is In Progress.

Stop Export


STEP 13

Once the Export process is completed, you can see the mailboxes under Completed tab.

status

STEP 14

After successful export, click on Download Report

  • Summary Report - The summary report downloads a single report displaying all the user accounts along with export details of emails, contacts, calendars.
  • Detailed Report - The detailed report downloads individual reports of all/selected Office 365 user accounts with their export details.

report download


The tool provides two options for downloading the reports:

Summary Report: The summary report will be a single .csv file containing export reports of all the selected users for export.

export summary


Detailed Report: Here, you get the option to save the detailed export report of the mailboxes you want to. Select the mailbox and click on Download button.

report downloaded

Choose the destination location where you want to save the Detailed Report.

report downloaded


STEP 15

Re-Run Export option is also provided in order to perform the export again.

  • Retry Failed Items: To export the data which didn't get downloaded.
  • Re-Run Full Export: To perform the entire export process again.
  • Delta Export: To export the newly arrived data without duplication.

rerun export


STEP 16

View the “Office 365” with is now transformed into “Outlook” data type or PST format.

Here, we have select Outlook as the destination platform.

Important Note: The tool does not require Outlook installation on your system. However to view the data you need to install a copy of the desktop client.

outlook folder


Open up the sub-folder with the username.

outlook sub folder


STEP 17

You can get all the PST data in a single file.

pst file


STEP 2

Select “Office 365” as a source platform and “MSG” as destination platform.

enter source and destination


STEP 3

In the same screen, select the categories that you want to export from Office 365 under the Workload selection.

workload screen


STEP 4

Using the Date-Range Filter option you can perform the date based selective export of the mailbox data. Click on Next.

filters
STEP 5

Now in the Source Office 365 window, enter Admin Email Id for the validation of the source platform. Also, provide the Application Id created during project creation. See how to create project for Office 365. Office 365 Project Creation Settings

Source screen


STEP 6

Click on the "Validate" button to ensure that correct permissions are given to the account.

provide details


After validating, the permissions will be granted to the source user. Click on Next.

provide details


STEP 7

Now, browse the backup folder path to set the destination where the MSG files will be saved.

Make sure that the folder path is not more than 20 characters.

destination screen

You can also choose the Naming Convention in which you want to save resultant MSG files.

destination screen

Click on the "Validate" button to ensure appropriate permissions are assigned.

destination screen
STEP 8

Validate the correct permissions and click "Next".

validate

STEP 9

On the Users screen, there are several ways in which you can add users from the source account that needs to be processed.

  • Fetch Users: It will automatically fetch users from Source domain.
  • Import Users: This will import users through CSV.
fetch users

Fetch Users: It will fetch all the users from Source domain.

users

Import Users: This will import users through CSV.

users
STEP 10

The list of users is now, displayed on the screen.

user list


You can Search for a particular mailbox and select that user to export data. There is a "Show Selected" toggle bar that will show only selected users in the list.

user list


STEP 11

Click on Validate to authorize selected user source account(s).

validate users

Once the users are validated, click on "OK" button.

ok button


STEP 12

After the validation is successfully completed, click on Start Export button to start the export process.

start export

The software will check your license quota and provide details. Click "Start" to finally start the process.

start button


Users can also Stop Export process if required while the export is In Progress.

Stop Export


STEP 13

Once the Export process is completed, you can see the mailboxes under Completed tab.

status

STEP 14

After successful export, click on Download Report

  • Summary Report - The summary report downloads a single report displaying all the user accounts along with export details of emails, contacts, calendars.
  • Detailed Report - The detailed report downloads individual reports of all/selected Office 365 user accounts with their export details.

report download


The tool provides two options for downloading the reports:

Summary Report: The summary report will be a single .csv file containing export reports of all the selected users for export.

export summary


Detailed Report: Here, you get the option to save the detailed export report of the mailboxes you want to. Select the mailbox and click on Download button.

report downloaded

Choose the destination location where you want to save the Detailed Report.

report downloaded


STEP 15

Re-Run Export option is also provided in order to perform the export again.

  • Retry Failed Items: To export the data which didn't get downloaded.
  • Re-Run Full Export: To perform the entire export process again.
  • Delta Export: To export the newly arrived data without duplication.

rerun export


STEP 16

Within the “Destination Loaction” open the folder named “MSG”.

open folder msg


Open the sub folder with the username.

open username folder


Click on “Email”.

open email


Select on the desired email folder.

open email folder


STEP 17

Pick out any of the “MSG” files present here.

pick msg file


STEP 2

Select “Office 365” as a source platform and “MBOX” as destination platform.

enter source and destination


STEP 3

In the same screen, select the categories that you want to export from Office 365 under the Workload selection.

workload screen


STEP 4

Using the Date-Range Filter option you can perform the date based selective export of the mailbox data. Click on Next.

filters
STEP 5

Now in the Source Office 365 window, enter Admin Email Id for the validation of the source platform. Also, provide the Application Id created during project creation. See how to create project for Office 365. Office 365 Project Creation Settings

Source screen


STEP 6

Click on the "Validate" button to ensure that correct permissions are given to the account.

provide details


After validating, the permissions will be granted to the source user. Click on Next.

provide details


STEP 7

Now, browse the backup folder path to set the destination where the MBOX files will be saved.

Make sure that the folder path is not more than 20 characters.

destination screen

Click on the "Validate" button to ensure appropriate permissions are assigned.

destination screen
STEP 8

Validate the correct permissions and click "Next".

validate

STEP 9

On the Users screen, there are several ways in which you can add users from the source account that needs to be processed.

  • Fetch Users: It will automatically fetch users from Source domain.
  • Import Users: This will import users through CSV.
fetch users

Fetch Users: It will fetch all the users from Source domain.

users

Import Users: This will import users through CSV.

users
STEP 10

The list of users is now, displayed on the screen.

user list


You can Search for a particular mailbox and select that user to export data. There is a "Show Selected" toggle bar that will show only selected users in the list.

user list


STEP 11

Click on Validate to authorize selected user source account(s).

validate users

Once the users are validated, click on "OK" button.

ok button


STEP 12

After the validation is successfully completed, click on Start Export button to start the export process.

start export

The software will check your license quota and provide details. Click "Start" to finally start the process.

start button


Users can also Stop Export process if required while the export is In Progress.

Stop Export


STEP 13

Once the Export process is completed, you can see the mailboxes under Completed tab.

status

STEP 14

After successful export, click on Download Report

  • Summary Report - The summary report downloads a single report displaying all the user accounts along with export details of emails, contacts, calendars.
  • Detailed Report - The detailed report downloads individual reports of all/selected Office 365 user accounts with their export details.

report download


The tool provides two options for downloading the reports:

Summary Report: The summary report will be a single .csv file containing export reports of all the selected users for export.

export summary


Detailed Report: Here, you get the option to save the detailed export report of the mailboxes you want to. Select the mailbox and click on Download button.

report downloaded

Choose the destination location where you want to save the Detailed Report.

report downloaded


STEP 15

Re-Run Export option is also provided in order to perform the export again.

  • Retry Failed Items: To export the data which didn't get downloaded.
  • Re-Run Full Export: To perform the entire export process again.
  • Delta Export: To export the newly arrived data without duplication.

rerun export


STEP 16

Within the “Destination Loaction” open the folder named “MBOX”.

open folder msg


Open the sub folder with the username.

open username folder


Click on “Email”.

open email


Select the desired email folder.

open email folder


STEP 17

Entire data is located within a single MBOX file.

mbox file


STEP 2

Select “Office 365” as a source platform and “PDF” as destination platform.

enter source and destination


STEP 3

In the same screen, select the categories that you want to export from Office 365 under the Workload selection.

workload screen


STEP 4

Using the Date-Range Filter option you can perform the date based selective export of the mailbox data. Click on Next.

filters
STEP 5

Now in the Source Office 365 window, enter Admin Email Id for the validation of the source platform. Also, provide the Application Id created during project creation. See how to create project for Office 365. Office 365 Project Creation Settings

Source screen


STEP 6

Click on the "Validate" button to ensure that correct permissions are given to the account.

provide details


After validating, the permissions will be granted to the source user. Click on Next.

provide details


STEP 7

Now, browse the backup folder path to set the destination where the PDF files will be saved.

Make sure that the folder path is not more than 20 characters.

destination screen

You can also choose the Naming Convention in which you want to save resultant PDF files.

destination screen

Click on the "Validate" button to ensure appropriate permissions are assigned.

destination screen
STEP 8

Validate the correct permissions and click "Next".

validate

STEP 9

On the Users screen, there are several ways in which you can add users from the source account that needs to be processed.

  • Fetch Users: It will automatically fetch users from Source domain.
  • Import Users: This will import users through CSV.
fetch users

Fetch Users: It will fetch all the users from Source domain.

users

Import Users: This will import users through CSV.

users
STEP 10

The list of users is now, displayed on the screen.

user list


You can Search for a particular mailbox and select that user to export data. There is a "Show Selected" toggle bar that will show only selected users in the list.

user list


STEP 11

Click on Validate to authorize selected user source account(s).

validate users

Once the users are validated, click on "OK" button.

ok button


STEP 12

After the validation is successfully completed, click on Start Export button to start the export process.

start export

The software will check your license quota and provide details. Click "Start" to finally start the process.

start button


Users can also Stop Export process if required while the export is In Progress.

Stop Export


STEP 13

Once the Export process is completed, you can see the mailboxes under Completed tab.

status

STEP 14

After successful export, click on Download Report

  • Summary Report - The summary report downloads a single report displaying all the user accounts along with export details of emails, contacts, calendars.
  • Detailed Report - The detailed report downloads individual reports of all/selected Office 365 user accounts with their export details.

report download


The tool provides two options for downloading the reports:

Summary Report: The summary report will be a single .csv file containing export reports of all the selected users for export.

export summary


Detailed Report: Here, you get the option to save the detailed export report of the mailboxes you want to. Select the mailbox and click on Download button.

report downloaded

Choose the destination location where you want to save the Detailed Report.

report downloaded


STEP 15

Re-Run Export option is also provided in order to perform the export again.

  • Retry Failed Items: To export the data which didn't get downloaded.
  • Re-Run Full Export: To perform the entire export process again.
  • Delta Export: To export the newly arrived data without duplication.

rerun export


STEP 16

Within the “Destination Loaction” open the folder named “Export”.

open folder msg


Open the sub folder with the username.

open username folder


Click on “Email”.

open email


Select on the desired email folder.

open email folder


STEP 17

Choose the PDF file you wish to view.

pdf file


STEP 2

Select “Office 365” as a source platform and “File System” as destination platform.

enter source and destination


STEP 3

In the same screen, select the categories that you want to export from Office 365 under the Workload selection.

Here, users can select their desired mailbox items in their prefered file formats. Such as:

  • Emails as EML format.
  • Contacts as VCF format.
  • Calendars as ICS format.
  • Documents in their native formats.

workload screen


STEP 4

Using the Date-Range Filter option you can perform the date based selective export of the mailbox data. Click on Next.

filters
STEP 5

Now in the Source Office 365 window, enter Admin Email Id for the validation of the source platform. Also, provide the Application Id created during project creation. See how to create project for Office 365. Office 365 Project Creation Settings

Source screen


STEP 6

Click on the "Validate" button to ensure that correct permissions are given to the account.

provide details


After validating, the permissions will be granted to the source user. Click on Next.

provide details


STEP 7

Now, browse the backup folder path to set the destination where the mailbox items will be saved.

Make sure that the folder path is not more than 20 characters.

destination screen

You can also choose the Naming Convention in which you want to save resultant mailbox items.

destination screen

Click on the "Validate" button to ensure appropriate permissions are assigned.

destination screen
STEP 8

Validate the correct permissions and click "Next".

validate

STEP 9

On the Users screen, there are several ways in which you can add users from the source account that needs to be processed.

  • Fetch Users: It will automatically fetch users from Source domain.
  • Import Users: This will import users through CSV.
fetch users

Fetch Users: It will fetch all the users from Source domain.

users

Import Users: This will import users through CSV.

users
STEP 10

The list of users is now, displayed on the screen.

user list


You can Search for a particular mailbox and select that user to export data. There is a "Show Selected" toggle bar that will show only selected users in the list.

user list


STEP 11

Click on Validate to authorize selected user source account(s).

validate users

Once the users are validated, click on "OK" button.

ok button


STEP 12

After the validation is successfully completed, click on Start Export button to start the export process.

start export

The software will check your license quota and provide details. Click "Start" to finally start the process.

start button


Users can also Stop Export process if required while the export is In Progress.

Stop Export


STEP 13

Once the Export process is completed, you can see the mailboxes under Completed tab.

status

STEP 14

After successful export, click on Download Report

  • Summary Report - The summary report downloads a single report displaying all the user accounts along with export details of emails, contacts, calendars.
  • Detailed Report - The detailed report downloads individual reports of all/selected Office 365 user accounts with their export details.

report download


The tool provides two options for downloading the reports:

Summary Report: The summary report will be a single .csv file containing export reports of all the selected users for export.

export summary


Detailed Report: Here, you get the option to save the detailed export report of the mailboxes you want to. Select the mailbox and click on Download button.

report downloaded

Choose the destination location where you want to save the Detailed Report.

report downloaded


STEP 15

Re-Run Export option is also provided in order to perform the export again.

  • Retry Failed Items: To export the data which didn't get downloaded.
  • Re-Run Full Export: To perform the entire export process again.
  • Delta Export: To export the newly arrived data without duplication.

rerun export


STEP 16

View “Office 365” data which is now converted to “File System” at the location of choice.

enter source and destination


The main folder contains the user name folder.

enter source and destination


The user name folder contains seperate subfolder for different data types.

enter source and destination


STEP 17

Users can look as their desired mailbox items are saved in the prefered file formats. Such as:

Emails in EML format

destination screen

View all emails

destination screen

Contacts in VCF format

destination screen

View all contacts

destination screen

Calendars in ICS format

destination screen

View all calendars

destination screen

Documents in their Default format

destination screen

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