What is Office 365 eDiscovery PST Export Tool: Simple & Clear Explanation

Media Team | Modified: 2019-11-19T08:00:12+00:00 | Office 365, Outlook, Tips|

This page gives you the information about the O365 eDiscovery export tool that how can we download and use the tool to export Office 365 mailboxes to PST and how it fails with an error and not working properly in the simplest manner. So, let’s get started and understand the real meaning of Microsoft Office 365 eDiscovery PST Export Tool.

What is eDiscovery O365?

eDiscovery is the prominent feature integrated into Microsoft Office 365 Security and Compliance Center. Because there is nothing a bunch of things in Security and Compliance of Office 365 around securing, managing and auditing the data resides into it.

Hence, eDiscovery is the procedure used for identifying and delivering electronic content searches from Exchange Online mailboxes, Office 365 Groups, etc for business conversations. And this information used as evidence for the legal cases.

The ‘e’ in eDiscovery signifies that all the data is in a digitalized form such as email, an online document that makes indexing or searching of data facile. Furthermore, the functionality of eDiscovery does not come with every Microsoft Office 365 subscription plan. Users can take advantage of the eDiscovery & export tool in the O365 Enterprise E3 & E5 plans.

Most of the users who are aware of eDiscovery procedure uses this service as an alternative way to backup Office 365 mailbox data in the local machine. For this, we need to take the help of eDiscovery PST Export tool. Generally, it is a tool whose work is to export the searched content on the local system in the form of PST file format. Let’s move to the second phase where we are going to see how the entire eDiscovery process happens and where eDiscovery PST Export tool required.

How to Use Office 365 eDiscovery – Complete Working

It is clear from the above that what is O365 eDiscovery process and why we use it. Now, the next phase is how to use this functionality on the mailbox. To do this, you need to go through a series of stages and every stage has its own significance. So, you cannot skip any of it. Let’s begin and perform the content search.

Phase 1: Set eDiscovery Permission to Your Members

In the first phase, we are going to assign certain eDiscovery related permission to the team members in order to add them as an eDiscovery case member. But, before assigning case member you have to be an eDiscovery role group member. Hence, the following list describes you the eDiscovery role group.

Reviewer :- This is the most restrictive permission in eDiscovery. The purpose of this role group is to give access to members to view and access case data in Office 365 Advanced eDiscovery.

eDiscovery Manager :- The main role of this group member is that they can create and manage eDiscovery case. It means they can remove member(s), place content location on hold as well as they can create and edit Content Searches.

Now, let’s assign the eDiscovery permission.

Step 1: First, open the link https://protection.office.com. Then you have to login into your Office 365 account and launch Microsoft 365 Admin center.

Step 2: Now, from Admin centers, click on the Security and Compliance option.

Step 3: After that, select Permissions option from Security and Compliance section and drag it to eDiscovery manager.

Step 4: After that, check the checkbox beside eDiscovery Manager, then click on the Edit icon to add members.

Step 5: Now, click on +Add, Under the Choose eDiscovery Administrator.

Step 6: After that, input the initial of the member name. Then select the member by checking the adjacent checkbox.

Step 7: At last, add the member by click on Done button.

Phase 2: New Case Creation in eDiscovery

Step 1: First sign in to your O365 account.

Step 2: Now, in Security & Compliance Center, click on eDiscovery drop-down button and choose eDiscovery option.

Step 3: Click on +Create a case.

Step 4: Now, input a Case Name and Case Description. Then click on Save button.

Note:– Make sure that your Case Name is unique.

Step 5: After all this, the case gets appeared in your case list. Now, move your pointer on Case Name and get the information about it. As well as, you can change the name of the created case too.

Phase 3: Include Members to Manage Case

After assigning the member permission and creating a new case. The next phase is to add a member to manage case. eDiscovery manager who created the case is automatically added as the member.

Step 1: First click on eDiscovery from the navigation panel and then eDiscovery option from the drop-down menu to see the case name list.

Step 2: Now, click on the case, that you were created during phase 2. Then open the case window to manage.

Step 3: After that, add new members by clicking on +Add button.

Step 4: Now, add the member and click People picker window >> click on Add >> click on Save.

Step 5: You can add the role group with the help of using Manage role groups.

Phase 4: Search and Place content On Hold with eDiscovery

In this phase, we are going to hold the content for Office 365 Group. This hold is applied on mailboxes, One Drive for Business, SharePoint site. Now, let’s see the process of holding.

Step 1: First, go to Security & Compliance Center, then click on eDiscovery >> eDiscovery>> click on Open.

Step 2: After clicking on Open, it will redirects you to a new tab where you need to click on Hold option.

Step 3: Now, click on +Create.

Step 4: Now, enter the hold name and add description (optional) >> click on Next under the Create a new hold option.

Note:- Like unique case name, your Hold name also be unique.

Step 5: Choose the content location, which you want to place on hold.

Step 6: Afterward, add the content location on hold. Then, click on Next.

Step 7: Now, review your all setting, and click on Create this hold button.

Phase 5: Create and Run a Content Search

After ending the content hold process successfully. Now, you can create and search more than one Content Searches associated with case. Content Searches is only accessed by the case member, who is the member of an eDiscovery role group.

Step 1: Click on eDiscovery>> eDiscovery under Security & Compliance Center.

Step 2: Now, click on Open button beside the case that you want to create a Content Search.

Step 3: Afterward, click on Search tab.

Step 4: Now, click +New search.

Step 5: Now, on Search page, you have to add the keywords and conditions to create a search query.

Step 6: After all this, you can specify keywords properties or document properties, such as the name of the file or the last date when the document was changed. As well as, you can also search for those document which is shared externally or sensitive information document.

Step 7: After entering the keyword, you can click on Show keywords list, which will show you all items related with the keywords.

Step 8: If you want to refined search result, then click on +Add Condition.

Step 9: Now, under the Location section, there are three option as mentioned below-

All location– By choosing this option, you can search all content locations.

All location on hold– By opting this option, you can able to search all those content which are on hold in case.

Specific Location– This option will allow to select the mailboxes and site that you want to search.

Step 10: Choose location on hold >>Done>>Save

Step 11: Now, on new search page, click on Save.

Step 12: You need to type the name of search. Afterward, you need to do Save & Run.

Step 13: Now, click on the Save to start the search.

When a search is completed, you will able to preview the search result. Click refresh to update information.

Phase 6: Export Content Search

In this phase, we are going to export the search result.

Step 1: Go to Security & Compliance Center, then click on eDiscovery >>eDiscovery.

Step 2: Now, click on Open next to the case which you want to export.

Step 3: On Home page, click on Search.

Step 4: In search list, click on the search that you want to export. Afterward, click on More>> Export Result from the drop-down menu.

Step 5: In the Export Results window, there is a Export Exchange content as section which comprise four option:-.

One PST file for each mailbox- It means while exporting content, it will a create a particular PST file for every mailbox.

One PST files containing all message- After choosing this option, it will create only one PST file for every message.

One PST file containing all message in a single folder – It means it will create one PST file, where all messages are saved in a single folder

Individual messages – One can easily transit the search results in MSG format. If you opt this option, the exported mails resides in a folder on the file system. Moreover, the path of resultant MSG file is the same as used if you moved the results in Outlook supported file format.

So, choose any of the options as per your requirement.

Note:- While the exporting process, there is an option to enable de-duplicate. So, if you use this option, then it will exclude all the duplicate data during the content export process.

Step 6: Now, click on Export tab. Afterward, it will show you the details information including how much data item transfer to the Azure storage area.

Note: Azure Storage is a cloud storage service provided by Microsoft. It is a highly secure, scalable service. And when you exported your result using eDiscovery the data is temporarily stored in Azure Storage.

Download eDiscovery PST Export Tool to Save Content Search in System

Once we have done with eDiscovery process, now, it is the time to download the result from Azure Storage into the PST file to local machine. For this, we need to download Office 365 eDiscovery PST export tool. So, we can easily download search results from Azure Storage location to local machine.

Step 1: Download exported result link under Export results to a computer in the details pane.

Step 2: Now, under Export key, click on Copy to clipboard.

Step 3: After that, click on Download result.

Step 4: After clicking on download result, it will promote you to install the Microsoft Office 365 Export Tool.

Step 5: After installing the tool, paste the export key that you copied in step 2.

Step 6: Now, browse the desired location, where you want to download search result files.

Step 7: At last, click on Start button to start the downloading process.

While downloading process, eDiscovery Export Tool will display the status information of export process as well as it displays you the number of remaining items to be downloaded.

Note:- If you want to search content for Advanced eDiscovery then you must have Office 365 E5 plan license.

Obstacle while using Office 365 Export Tool – eDiscovery PST Export Tool Errors

As we know, everything has its pros and cons. Likewise, the eDiscovery PST Export Tool has disadvantages too, and all of them are mentioned below:

Error 1: eDiscovery PST Export Tool Application Cannot Be Started

This is the most common error users face while downloading the tool. This technical issue occurs when the user does not fulfil the basic pre-requisites required to install the Office 365 export tool. Get the in-detailed information from this blog – What to Do When Office 365 Export Application Cannot be Started?

  • Windows 7 and above versions.
  • Presence of Microsoft .Net framework.
  • This service works only on the latest version of Internet Explorer.

Error 2: Office 365 eDiscovery Search Failed Error

This error arises during the export process and the reasons are listed below.

  • It might be possible there are some corrupted messages present in search content.
  • It is possible that the huge amount of data creating this issue.

Error 3: Export Completed With Some Error Status

It is a common error, which occurs due to internet connection fluctuation during use of the tool.

Error 4: eDiscovery PST Export Tool Hangs

This tool has its limitation that if the user is exporting the large content search. Then the application will be crashed or hanged. To know more about this error, refer this blog – A Guide On Microsoft Office 365 eDiscovery Export Tool Crashes

Error 5: eDiscovery PST Export Tool Stuck Calculating Office 365

Sometimes while calculating various attributes like Speed, Status, Process Time Remaining and so on. This application gets stuck in a non-ending state. As a result, no export process can perform.

Alternate of O365 eDiscovery PST Export Tool

In the present era, every business is going online or digital and want to use their data from anywhere and anytime. So, Office 365 becomes the most useful business online suite which is developed by Microsoft. But we know, the cloud is not 100 percent safe for your business data. There is always a chance of data breaching or unintentional deletion. So, to protect your data from any kind of data loss scenario. Every organization or user must create a backup of their data.

Moreover, it is evident from above that using eDiscovery you can save your data to your local machine. But this process contains lots of phases and disadvantages too. So, to create a backup of your data in a simple way, try some professional suggested software i.e., SysTools Office 365 Backup and Restore Application. It is the most trusted software by experts to export Office 365 emails, contacts and calendars on the local system. Apart from this, it has lots of features that make the entire process smooth and facile. The tool is available for Windows as well as Mac Operating system.

Free Office 365 Mailbox Backup Tool
100% Safe & Secure
Free Office 365 Mac Backup Tool
100% Safe & Secure

Bringing It All Together

eDiscovery process and eDiscovery PST Export tool are the great functionalities added in the Microsoft Office 365 package. However, eDiscovery PST Export Tool is used by the users to create a backup of Office 365 data. But, this service is not meant for this work. Therefore, we also discussed a perfect solution to save a backup of Office 365 account on the local system. It is certain that after reading this article, you do not have any doubt about eDiscovery.

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