Steps to Recover Deleted Items in Outlook


A Step by Step Guide to recover permanently deleted items from inaccessible, severely corrupt or password protected Outlook Files
Using SysTools Outlook Deleted Items Recovery Software

You can safely recover lost/deleted/missing items from a corrupted Outlook PST / OST / BAK files.

STEP 1

Go to the start menu click on All Programs » SysTools Outlook Deleted Items Recovery.

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STEP 2

Once the software is launched, Click on the "Add File" button as shown below:

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STEP 3

As soon as you click on the Add Files button, "Add File" Window pops up to let you select one of the given options like Select File / Search File

select-1


Select or Search PST / BAK / OST File



STEP 4.1

Select file

Click on the "Select File" radio button and browse the PST / OST / BAK file click on the “...” button.

select-1

Now, Browse the desired Outlook file, select it and click on "Open" button.

select-2

If you need to recover Outlook.bak files, then select the required BAK file created by ScanPST from the location and click on "Open" button.

select-2.1-bak
STEP 4.2

The source file location will be displayed in the textbox near to the browse button.

pst2

STEP 4.3

Search file - Recover Multiple Outlook Files

If you click on Select Search Option then there are two more options for searching the PST / OST / BAK files in the system.



STEP 4.4

Search Selected Drive


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Select "Search Selected Drive" to get all the PST / OST / BAK file stored in a particular local drive. Press "Search" button.

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Click OK when 'Search successfully Completed Message' Pops up.

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After the searching process is completed, the software displays the list of PST, OST & BAK files stored in the selected drive as shown.

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STEP 4.5

Search All Drive


Select "Search All Drives" to get all the PST / OST / BAK files stored in all drives in your system. Press "Search" button.

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Click OK when 'Search successfully Completed Message' Pops up.

search-4

After the searching process is completed, the software displays the list of Outlook files stored in the drives in the system as shown.

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STEP 5

SysTools Outlook Deleted Items Recovery software supports to remove two Outlook Email Encryptions SMIME and OpenPGP.

  1. SMIME: This encryption type encrypt Outlook emails using Certificates.
  2. OpenPGP: This encryption type encrypt Outlook emails using Public and Private Keys.

To remove encryption from Outlook Email Messages:



Click Here: Outlook Email Decryption



STEP 6

Now you can see the storage path of OST file.

Once the file is selected, Click on Add button to proceed further.

add
STEP 7

The software will start the scanning process of OST file.

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STEP 8

As soon as the scanning process is completed a dialog box appears confirming success of the scanning process, the left most panel displays the list of folders in the complete folder/directory hierarchy. Now user can save scan report if he needs. Click on Yes button if you want to save the scan results for the Outlook file.

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STEP 9

The Left Panel of the software displays existing folders in Source Outlook files in 2 Fonts.

  • Bold: The Folder Name displayed in Bold font contains data in it.
  • Unbold: The ubold folders denoted empty folders.
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All Outlook items can be previewed on the software interface as follows:

Normal Mail View: Select a particular Email to get a Normal Mail View of the e-mail data at the bottom pane.

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Hex: Display data in hexadecimal format

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Properties: Properties displays the additional information and other details of a selected emails.

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Message Header: Display Message Header file information of selected email.

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MIME: Display information in Internet standard that extends the format of a email.

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HTML: Preview selected email in HTML file format

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RTF: Preview selected email in RTF file format

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Attachments: Preview Attachments present inside a particular email by clicking on the Attachments tab. It displays the list of attachments along with details present in the same & upon selection, the attachment is previewed on the bottom right corner.

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The Items Recovery software displays deleted emails in Red Color in the preview panel, so that the user can easily identify the recovered deleted items from Outlook files.

red
STEP 10

Export Outlook File

Now you can view all the folders and mailbox items. There are tabs: Mail, Calendar, Contacts, Notes, Journal and Folder list in the left side of the window to show specific OST file items.

Click on Mail to view only emails.

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Click on Calendars tab to view events from all mailbox items.

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Click on Contacts tab to view the address book information in the OST file.

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Click on Tasks tab to view all Tasks in the selected OST file.

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Click on Notes tab to view all Notes in the selected OST file.

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Click on Journals tab to view all journals in the selected OST file.

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STEP 11

Select the Export Button to migrate all OST file data items together.

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Or select the Export Selected option to migrate only particular files that are selected.

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STEP 12

Export as PST Format

While the "PST" radio button is selected, Click on the "Advanced setting" button as shown below:

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STEP 13

Now, Provide the following settings:

Split PST: To Split all the PST files using the size that can limit the size of the PST files.

Date filter option: This allows the user to migrate specific data from the PST files.

Categories: As per which we can export the specific components of the PST file such as mails, contacts, calendars.

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Once the settings have been specified, click on the "save" button.

Click OK when a pop-up message: Settings saved successfully' appears.

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STEP 14

On the previous menu, Click on the "Browse" button to provide destination folder to save the resultant file/s.

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STEP 15

Select the location as the final destination on the next window and click on "OK".

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STEP 16

The Path of the file selected will be displayed in the corresponding text box to the "Browse" button.

33.2
STEP 17

You have the option to check "Save Permanently Deleted Items Only" option to recover and save only deleted items only rather all files.

Check "Maintain Folder Hierarchy" option to have same order of folders (with same name) as in source file in the resultant PST file generated.

Or check "Don't Export Empty Folders" after unchecking "Maintain Folder Hierarchy" to avoid empty folders in resultant PST file generated.

33.2a

Click on "Export" button to save the previewed items in PST file format.

33.2b
STEP 18

The software will start the export process now.

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STEP 19

Once the export process is complete, Then the following message would be prompted. Click on "OK".

33.4

The following window will show the success as well as fail count as follows:

33.5
STEP 20

Click on the "Save" Button to Save Export Report in the CSV file format.

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STEP 21

Now, Specify the location where the CSV file can be saved. And click on the "Save" button.

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The following prompt will be generated as follows as the report is saved successfully. Press OK.

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STEP 22

Now, You can preview the Export Report of the whole process in the CSV file from the proposed destination location.

pstcsv
STEP 23

You can View Final PST file/s in the specific destination location provided by the user.

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STEP 23

You can Open / Import resultant Outlook PST file/s in the MS Outlook 2019 / 2016 / 2013 / 2010 / 2007 versions as per your availability.

33.9
STEP 12

Export as PDF Format

Click on the "PDF" Radio button and click on the "Advanced Settings" button.

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STEP 13

On the Advanced settings you can specify the settings for PDF file conversion, the software gives 3 different tabs for arranging your PDF file efficiently.

In General Settings option you will get the following settings.

  • Naming Convention: You can select the naming convention for the final converted files such as subject, subject + date, etc.
  • Date filter option: You can provide the from date and to date interval in order to perform the selective export.
  • Categories: This includes the mails, contacts, calendars, task, etc.

You can check the option: Include Internet Message Header to add header information of each email message in the resultant PDF file created.

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In Page Layout option you will get the following settings.

  • Margin: It provides option to set Top, Bottom, Right, Left margin of each page with a minimum of 2.0mm to maximum of 10.0mm
  • Paper layout: In Paper layout settings, you can choose Paper Orientation and Page size.

You can choose Landscape or Portrait in Page Orientation and A3, A4, Letter for Page size as per requirement.

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In Bates Number option you will get the following settings.

  • Bates Number Format: You can set Start Number, its Increment by value and its Position accordingly
  • Date Stamp: You can choose the Format and its Position as per requirement.

Once, You have specified all the settings, Click on the "Save" button.

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Click OK when a pop-up message: Settings saved successfully' appears.

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STEP 14

On the previous menu, Click on the "Browse" button.

44.1
STEP 15

Now, Navigate to the required destination location folder to save the PDF file.

44.2

Click on the "OK" button.


STEP 16

The address location (path) of the selected destination folder will be displayed in the corresponding text box of "Browse" button.

44.3
STEP 17

You have the option to check "Save Permanently Deleted Items Only" option to recover and save only deleted items only rather all files.

Check "Maintain Folder Hierarchy" option to maintain same order of folders (with same name) as in source OST file in the resultant PDF file generated.

Or check "Don't Export Empty Folders" after unchecking "Maintain Folder Hierarchy" to avoid empty folders in resultant PDF file generated.

44.4

Click on "Export" button to save the previewed items in PDF file format.

44.5
STEP 18

The Export process will now start as follows:

44.6
STEP 19

Once the export process is complete, Then the following message would be prompted. Click on "OK".

44.7

The Export Report will be generated showing the details of Export process.

Windows has 256 character limitation on saving a filename in the drive. So for the filename generated in software with more than this character limit is saved in a different file name. So the Original File Path and Relocated File Path will be also be available. You can save it also in CSV format.
44.8
STEP 20

The Export Report will be generated showing the success and fail count for the export process.

Click on the "Save" Button to Save Export Report in the CSV file format.

44.8a

STEP 21

Now, Specify the location where the CSV file can be saved. And click on the "Save" button.

44.9

The following prompt will be generated as follows as the report is saved successfully. Press OK.

44.10
STEP 22

Now, You can preview the Export Report of the whole process in the CSV file from the proposed destination location.

44.11
STEP 23

Preview the generated PDF file in the Destination location

The generated Folder will contain all folders (Hierarchy) as that in source file

44.12

Preview the Resultant PDF file created.

pdf image
STEP 12

Export as MSG Format

Click on the "MSG" Radio button and click on the "Advanced Settings" button.

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STEP 13

Now, You can provide various advanced settings:

Naming Convention: You can select the naming convention for the final converted files such as subject, subject + date, etc.

Date filter option: You can provide the from date and to date interval in order to perform the selective export.

Categories: This includes the mails, contacts, calendars, task, etc.

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Once, You have specified all the settings, Click on the "Save" button.

Click OK when a pop-up message: Settings saved successfully' appears.

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STEP 14

On the previous menu, Click on the "Browse" button.

48.1
STEP 15

Now, Navigate to the required destination location folder to save the MSG file.

48.2

Click on the "OK" button.


STEP 16

The address location (path) of the selected destination folder will be displayed in the corresponding textbox of "Browse" button.

48.3
STEP 17

You have the option to check "Save Permanently Deleted Items Only" option to recover and save only deleted items only rather all files.

Check "Maintain Folder Hierarchy" option to maintain same order of folders (with same name) as in source file (OST) in the resultant MSG file generated.

Or check "Don't Export Empty Folders" after unchecking "Maintain Folder Hierarchy" to avoid empty folders in resultant MSG file generated.

48.4

Click on "Export" button to save the previewed items in MSG file format.

48.6
STEP 18

The Export process will now start as follows:

48.7
STEP 19

Once the export process is complete, Then the following message would be prompted. Click on "OK".

48.8

The Export Report will be generated showing the details of Export process.

Windows has 256 character limitation on saving a filename in the drive. So for the filename generated in software with more than this character limit is saved in a different file name. So the Original File Path and Relocated File Path will be also be available. You can save it also in CSV format.
48.9
STEP 20

The Export Report will be generated showing the success and fail count for the export process.

Click on the "Save" Button to Save Export Report in the CSV file format.

48.9a

STEP 21

Now, Specify the location where the CSV file can be saved. And click on the "Save" button.

48.10

The following prompt will be generated as follows as the report is saved successfully. Press OK.

48.11
STEP 22

Now, You can preview the Export Report of the whole process in the CSV file from the proposed destination location.

48.12
STEP 23

Preview the generated MSG file in the Destination location

The generated Folder will contain all folders(Hierarchy) as that in source file

48.13

Preview the Resultant MSG file created.

msg image
STEP 12

Export as EML Format

Click on the "EML" Radio button and click on the "Advanced Settings" button.

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STEP 13

On the Advanced settings you can specify the settings for EML file conversion:

Naming Convention: This refers to the naming scenario such as subject, subject + date, etc.

Date Filter Option: This refers to specifying the from date and to date to perform customized export for the files.

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Once the settings are specified. Click on the "Save" button.

Click OK when a pop-up message: Settings saved successfully' appears.

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STEP 14

On the previous menu, Click on the "Browse" button.

50.1
STEP 15

Now, Navigate to the required destination location folder to save the EML file.

50.2

Click on the "OK" button.


STEP 16

The address location (path) of the selected destination folder will be displayed in the corresponding textbox of "Browse" button.

50.3
STEP 17

You have the option to check "Save Permanently Deleted Items Only" option to recover and save only deleted items only rather all files.

Check "Maintain Folder Hierarchy" option to maintain same order of folders (with same name) as in source OST file in the resultant EML file generated.

Or check "Don't Export Empty Folders" after unchecking "Maintain Folder Hierarchy" to avoid empty folders in resultant EML file generated.

50.4

Click on "Export" button to save the previewed items in MSG file format.

50.4a
STEP 18

The Export process will now start as follows:

50.5
STEP 19

Once the export process is complete, Then the following message would be prompted. Click on "OK".

50.6

The Export Report will be generated showing the details of Export process.

Windows has 256 character limitation on saving a filename in the drive. So for the filename generated in software with more than this character limit is saved in a different file name. So the Original File Path and Relocated File Path will be also be available. You can save it also in CSV format.
50.7
STEP 20

The Export Report will be generated showing the success and fail count for the export process.

Click on the "Save" Button to Save Export Report in the CSV file format.

50.7a

STEP 21

Now, Specify the location where the CSV file can be saved. And click on the "Save" button.

50.8

The following prompt will be generated as follows as the report is saved successfully. Press OK.

50.9
STEP 22

Now, You can preview the Export Report of the whole process in the CSV file from the proposed destination location.

Here, you can see the Original File Path and Relocated File Path Details during Export process from the CSV file Created.

50.10
STEP 23

Preview the generated EML file in the Destination location

The generated Folder will contain the Inbox (EML is only for Emails) folder as that in the source file

50.11

Preview the Resultant EML files created.

eml image
STEP 12

Export as HTML Format

Click on the "HTML" Radio button and click on the "Advanced Settings" button.

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STEP 13

On the Advanced settings you can specify the settings for HTML file conversion:

Naming Convention: You can select the naming convention for the final converted files such as subject, subject + date, etc.

Date filter option: You can provide the from date and to date interval in order to perform the selective export.

Categories: This includes the mails, contacts, calendars, task, etc.

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Once, You have specified all the settings, Click on the "Save" button.

Click OK when a pop-up message: Settings saved successfully' appears.

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STEP 14

On the previous menu, Click on the "Browse" button.

52.1
STEP 15

Now, Navigate to the required destination location folder to save the HTML file.

52.3

Click on the "OK" button.


STEP 16

The address location (path) of the selected destination folder will be displayed in the corresponding text box of "Browse" button.

52.4
STEP 17

You have the option to check "Save Permanently Deleted Items Only" option to recover and save only deleted items only rather all files.

Check "Maintain Folder Hierarchy" option to maintain same order of folders (with same name) as in source PST file in the resultant HTML file generated.

Or check "Don't Export Empty Folders" after unchecking "Maintain Folder Hierarchy" to avoid empty folders in resultant HTML file generated.

52.5

Click on "Export" button to save the previewed items in HTML file format.

52.6
STEP 18

The Export process will now start as follows:

52.7
STEP 19

Once the export process is complete, Then the following message would be prompted. Click on "OK".

export

The Export Report will be generated showing the details of Export process.

Windows has 256 character limitation on saving a filename in the drive. So for the filename generated in software with more than this character limit is saved in a different file name. So the Original File Path and Relocated File Path will be also be available. You can save it also in CSV format.
52.8
STEP 20

The Export Report will be generated showing the success and fail count for the export process.

Click on the "Save" Button to Save Export Report in the CSV file format.

52.8a

STEP 21

Now, Specify the location where the CSV file can be saved. And click on the "Save" button.

52.9

The following prompt will be generated as follows as the report is saved successfully. Press OK.

52.10
STEP 22

Now, You can preview the Export Report of the whole process in the CSV file from the proposed destination location.

52.11
STEP 23

Preview the generated HTML file in the Destination location

The generated Folder will contain all folders (Hierarchy) as that in source file

52.12

Preview the Resultant HTML file created.

html image
STEP 12

For Export Selected Items in Office 365

To export only selected files to Office 365 account

Select the Office 365 Radio Button.

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Note: To Export all data items from the Source PST file to Office 365, Go to step No. 17


STEP 13

You can Provide Username and password in Advance Settings option or directly in User Validation section for Export Selected.

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STEP 14

In Advanced Settings Option, provide User name & Password. Press Save.

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Click OK when a pop-up message: Settings saved successfully' appears.

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Click on General settings.

Date Filter: This refers to the specified date interval value that is to be provided and according to which the data is to be exported.

Categories: This refers to the categorized transfer of data as per the folders such as mails, calendars, contacts, etc.

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Press Save.

Click OK when a pop-up message: Settings saved successfully' appears.

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STEP 15

Or provide Username & Password Directly in the previous Window displayed

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Click on Validate Option for validating the provided Office 365 credentials.

59.1


STEP 16

Successfull validation generates a Green Tick near the Username text box, (if credentials provided are valid). Then Press Export button

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STEP 17

To Export All Items in Office 365

To Export all data items from a PST data file to Office 365 account.

Select the Office 365 Radio Button, Click on the "Advanced Settings" button.

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STEP 18

  • Office 365 Settings:

User Account Impersonation

  • Admin SMTP: Provide the Admin username for the admin account
  • Password: Provide the password for the admin account.
  • Admin account of Office365 must have E3 license assigned, you must be able to access OWA for admin.
  • Admin account of Office365 must be impersonated. How to Apply impersonation, watch video.
  • Check if you have login as administrator on your machine (where tool is running)?

Press "Save" button.

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Click OK when a pop-up message: 'Settings saved successfully' appears.

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General Settings:

  • Date Filter: This refers to the specified date interval value that is to be provided and according to which the data is to be exported.
  • Categories: This refers to the categorized transfer of data as per the folders such as mails, calendars, contacts, etc.

Press "Save" button.

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Click OK when a pop-up message: Settings saved successfully' appears.

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STEP 19

Once the settings are saved click on the "Enter destination Mailbox" button on the previous menu.

extra1
STEP 20

You have the option to check "Save Permanently Deleted Items Only" option to recover and save only deleted items only rather all files.

Check "Maintain Folder Hierarchy" option to maintain same order of folders and folder names (as in source PST file) in the resultant folder imported in Office 365 account.

Or check "Don't Export Empty Folders" after unchecking "Maintain Folder Hierarchy" to avoid empty folders in resultant folder imported in Office 365 account.

extra2

Click on "Next" button.

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STEP 21

On the Next button, a new Export Option window will opened. Provide the destination mailbox name, and it would be validated by the software at the same time.

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Once validated, Click on the "Export" button.

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The software will start the export procedure.

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Once the export process is completed successfully. Following message will prompt. Click on "OK".

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The Export Report will be generated showing the success and fail count for the export process.

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STEP 22

Click on the "Save" Button to Save Export Report in the CSV file format.

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STEP 23

Provide the name and location for the export report and click on "Save" button.

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The export report will be saved successfully. Press OK.

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Now, You can preview the Export Report of the whole process in the CSV file from the proposed destination location.

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STEP 24

Instead of entering Destination Mailbox name, user can use 'Provide Destination Office 365 Account from CSV' option.

To use the CSV mode by generating a CSV file from the software interface itself.

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To auto-generate a CSV file click on the "Auto-generate CSV" label as follows:

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STEP 25

Now specify the name and location for theGenerated CSV File and click on "Save" button.

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A message will pop-up, saying, 'successfully generated CSV file, Enter proper credentials, and browse the same file'. Press OK.

115

Now Open the the saved sample CSV file generated, and provide the required mailbox credentials (Username & Password) as follows. Then the save the file.

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STEP 26

Now, back in the previous Window, click on the "Browse" button.

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Navigate and select the CSV file (Generated and saved now in the above step.) which contains Office 365 Mailbox credentials.

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The Address location (path) of the CSV file selected will be shown on the Software User Interface as follows.

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STEP 27

You have the option to check "Save Permanently Deleted Items Only" option to recover and save only deleted items only rather all files.

Check "Maintain Folder Hierarchy" option to maintain same order of folders and folder names (as in source PST file) in the resultant folder imported in Office 365 account.

Or check "Don't Export Empty Folders" after unchecking "Maintain Folder Hierarchy" to avoid empty folders in resultant folder imported in Office 365 account.

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Click on "Next" button.

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STEP 28

The credentials will be validated now. A Green Tick will be displayed in Export Option Window.

Once validation is done click on "Export" button.

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STEP 29

The Export process will start now.

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Once the export process is complete, Then the following message would be prompted. Click on "OK".

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The Export Report will be generated showing the success and fail count for the export process.

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STEP 30

Click on the "Save" Button to Save Export Report in the CSV file format.

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Now, Specify the location where the CSV file can be saved. And click on the "Save" button.

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The following prompt will be generated as follows as the report is saved successfully. Press OK.

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STEP 31

Now, You can preview the Export Report of the whole process in the CSV file from the proposed destination location.

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STEP 32

Preview the Export data items in Office 365 account.

last image

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