How to Export All Email Addresses from Office 365 Easily?

Saving and managing email ID lists of important clients or vendors is easy, but for some people, it can be a difficult task, especially if they are from an Office 365 account. Therefore, in this article, we are going to help you by providing several methods to export email addresses from Office 365.

There are many businesses, small or big that use Office 365 for various purposes, like using Microsoft products with cloud features and many more. But you can’t simply rely on Microsoft 365 when managing your data or email lists. Most IT administrators have to keep a record of contact lists containing employees, customers, and important email addresses for business purposes.

However, there is no one-click option to directly extract Microsoft 365 email addresses. Because of data security, no built-in export option, role-based access limitations, and many other reasons. But, don’t worry, there are several methods that we are going to discuss that help you to export email addresses from Office 365.

Types of Email Addresses in Office 365

In Office 365, you will see different types of email addresses used for different purposes. Such as.

• Primary Email Address: The main email address given to the user’s mailbox. It can also be known as a user’s email address.
• Alias Address: It is an additional address assigned to the mailbox that delivers to the same inbox.
• Shared Mailbox Address: It is the email address assigned to the shared mailbox.
• Distribution Group Address: An email address used to deliver the email message to a group of recipients.
• Resource Mailbox Address: This email address is given to a resource, such as a meeting room or equipment.

There are other types of email addresses. So, it is important to know about them so that you can decide which Microsoft 365 email address you want to extract or not. Once, understanding the different kinds of Microsoft 365 email addresses. Let’s see the methods to export them.

Export Email Address from Office 365 by Admin Center

The first method to download your Microsoft 365 email IDs is to use the admin center, where you can extract users’ email addresses. It’s simple if you want to get the email addresses for the user accounts. Then, follow the steps below.

1. Log in to the Microsoft 365 admin center using the administrator credentials.
2. Go to the Users section and click on the Active Users button.
3. Press the Export option, then select the Download all users.

Your user email address will be downloaded in CSV format. Open it in any program and you will see your contact information.

Extract Email Address from Microsoft 365 using PowerShell

The above method only allows you to export email addresses from user accounts. If you want to get your contact list from other types of email addresses. Then, use PowerShell. This method is a tricky one because you must know PowerShell. But if you follow the steps below, there will be fewer issues.

1. First, we installed the Exchange Online PowerShell Module. For this, Open PowerShell as Administrator and run this command: Install-Module -Name ExchangeOnlineManagement
2. Click on yes to trust the repository.
3. Then, connect to Exchange Online with this command Connect-ExchangeOnline –UserPrincipalName [email protected]. Use your admin account in place of [email protected]
4. Once you sign in, we can get our email addresses from Office 365. To get the primary and Alias email addresses, enter this command: Get-Mailbox -RecipientTypeDetails UserMailbox
Select-Object DisplayName,PrimarySmtpAddress,EmailAddresses
Export-Csv "C:\EmailAddresses_UserMailboxes.csv" -NoTypeInformation
5. For Shared mailboxes address, type this: Get-Mailbox -RecipientTypeDetails SharedMailbox
Select-Object DisplayName,PrimarySmtpAddress,EmailAddresses
Export-Csv "C:\EmailAddresses_SharedMailboxes.csv" -NoTypeInformation
6. To download the distribution groups email address: Get-DistributionGroup
Select-Object DisplayName,PrimarySmtpAddress,EmailAddresses
Export-Csv "C:\EmailAddresses_DistributionGroups.csv" -NoTypeInformation
7. For Resource mailbox address, type this command: Get-Mailbox -RecipientTypeDetails RoomMailbox,EquipmentMailbox
Select-Object DisplayName,PrimarySmtpAddress,EmailAddresses
Export-Csv "C:\EmailAddresses_Resources.csv" -NoTypeInformation
8. Once you have received your required email IDs, disconnect the PowerShell by running this command: Disconnect-ExchangeOnline

Hence, this way you will export all email addresses from Office 365. These methods help you to download the email IDs effortlessly.

Additional Tip: Save Office 365 Content with Email Address

The above methods are used to export only email addresses from Office 365. Along with this, if you also store the messages with the email address. It will be very helpful in record-keeping and compliance policy. Although many experts need only the email list for their work, there are some cases where having the email message with contacts helps in many cases.

• Saving the context with the contact ID, makes it easier to know the full conversation of the person.
• Most industries have to record their complete emails including both email addresses and context, for various purposes, such as audits, eDiscovery, investigations etc.
• It helps you to easily search your email address for future use.
• When someone leaves the organization and you save their email message with the address. This helps another person to easily pick up the conversation thread and helps them to understand what to do.
• Sometimes it is difficult to know the person behind the email address. So, the email content helps to verify the email ID.

So, it will be very beneficial for you to save your Office 365 email messages with an email address. If we talk about how you can export your emails. Then, use SysTools Office 365 Backup Tool, a professional software that easily saves your entire Microsoft 365 mailbox with complete email attributes, including email address. Simply download them and you can securely get your complete Office 365 emails.

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Concluding Words

If you are having trouble downloading Microsoft 365 email addresses. Then, we have provided you with two simple ways to do this. In this article, we have discussed different types of email addresses in Office 365 and the two manual methods to export email addresses from Office 365. We also explained the benefits of exporting Office 365 email content with the email address.