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.
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.
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
the first phase, we are
to assign certain
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.
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
Manager :- The
main role of this group member is that they can create and manage
eDiscovery case. It means they can remove member(s),
content location on hold as well as they can create and edit Content
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.
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
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.
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
content hold process
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:-.
PST file for each mailbox-
It means while exporting content, it will
a particular PST file for every mailbox.
PST files containing all message- After
choosing this option, it will create only one PST file for every
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
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.
While the exporting process, there is
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.
downloading process, eDiscovery Export Tool will
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
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
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
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
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.
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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