How to Export an Office 365 PST with eDiscovery

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This article explains how start exporting an Office 365 PST file to your local computer.

The “microsoft office 365 ediscovery export tool” is a command-line tool that allows users to export their PST files from Office 365.

How to Export an Office 365 PST with eDiscovery

Every organization that must adhere to compliance requirements, particularly when it comes to relevant legal rules, will inquire about how to archive mails once an employee departs. Learn how to export an Office 365 PST file using eDiscovery in Office 365 in this lesson.

Ready? Let’s get going!

Prerequisites

This seminar includes practical examples. Make sure you have the following in order to follow along:

Using Office 365 to grant the eDiscovery Administrator role

To export a mailbox via the eDiscovery feature of Office 365, you must first assign the appropriate Office 365 privileges to the user performing the export. There are two ways to grant rights. You can grant permission via Office 365 Security & Compliance Center and PowerShell. But let’s focus on giving rights first using Office 365 Security & Compliance Center.

1. Log into Office 365 using your preferred web browser.

2. Navigate to the Apps section and choose Admin.

Changing to the Administration DashboardChanging to the Administration Dashboard

3. Click on Security in the Admin Center section located in the left panel. The page will redirect to the Office 365 Security & Compliance Center.

Navigating to the Office 365 Security & Compliance CenterNavigating to the Office 365 Security & Compliance Center

4. In the left panel, click the Permissions menu to get a list of all existing roles.

Toggle to the Permissions Tab.Toggle to the Permissions Tab.

5. To update the eDiscovery Manager roles, check the eDiscovery Manager role in the list. The eDiscovery Manager position allows you to provide a user case-management permissions, such as the ability to export a mailbox.

Choosing the role that will be modifiedChoosing the role that will be modified

6. Scroll down to the eDiscovery Administrator area under the eDiscovery Manager tab. Now click Edit to get a list of the people who have already been allocated to this role.

eDiscovery Administrator Role Editing eDiscovery Administrator Role Editing

7. From the new tab that appears, choose Choose eDiscovery Administrator to add a user.

eDiscovery Administrator Role Editing Assignment eDiscovery Administrator Role Editing Assignment

8. Click Add to find a user to apply the eDiscovery Administrator role to.

Adding a user to the role of eDiscovery Administrator Adding a user to the role of eDiscovery Administrator

9. Select each user to whom the eDiscovery Administrator permission should be granted, then click Add. Multiple options are available, as shown below.

Members to be added to the position Members to be added to the position

10. Finally, click Done to finish the user assignment and dismiss the final tab.

Completing the Member Project Completing the Member Project

11. Click Save to implement the changes right away.

Changes to SaveChanges to Save

12. Finally, to finalize the privilege assignment, click Close.

Completing the Privilege Project Completing the Privilege Project

Using PowerShell to grant the eDiscovery Administrator role

Instead of browsing through the separate menus of Office 365, the required rights may be provided more quickly through PowerShell.

1. Open your PowerShell as administrator, then run the following command to connect to the Office 365 Security & Compliance Center.

2. Then, in the Microsoft authentication box, log in using your Office 365 credentials, as seen below.

You must additionally pass one of these two security procedures if you utilize Multi-Factor Authentication (MFA): evidence of identification through mobile phone or obtaining a sign-in code via text message.

Using Office 365 to authenticate Using Office 365 to authenticate

3. Run the command below to get a list of users who already have the rights needed to export mailboxes.

The command responds that there is already one user with the right permissions, as seen below.

Users having Mailbox Export Permissions are listed below. Users having Mailbox Export Permissions are listed below.

4. Now run the Add-eDiscoveryCaseAdmin command below to assign the eDiscovery Administrator permissions to the desired user. Replace <xyz>@contoso.com with the User Principal Name (UPN). Typically, UPN matches the user’s mail address or login name for Office 365.

Add-eDiscoveryCaseAdmin -User <xyz>@contoso.com

Using the command Add-eDiscoveryCaseAdminUsing the command Add-eDiscoveryCaseAdmin

5. Finally, run the command below to log out properly from the Office 365 Security & Compliance Center.

Disconnect-ExchangeOnline

Putting Together an eDiscovery Export Case

You’ve previously learnt how to provide the required permissions to perform a mailbox export at this point. Let us now look at the actual export method. You must first construct an eDiscovery case before exporting a mailbox that contains all of a user’s email items.

1. Navigate to the eDiscovery section (1) in the Office 365 Security & Compliance Center and select the eDiscovery subitem (2). A new tab opens where you have the option to create a case by clicking Create a Case (3).

Putting Together an eDiscovery Case Putting Together an eDiscovery Case

2. In the New case tab, under Case name, give the case an appropriate name. Name the case Mailbox Export in this example, as shown below. To save the case, choose Save. The website will instantly redirect to the case overview page, where the newly created case may be found.

Giving the Case a Name Giving the Case a Name

3. To open and adjust the settings of the newly generated eDiscovery export case (Mailbox Export), click on Open.

In the eDiscovery Case Overview page, create a new case. In the eDiscovery Case Overview page, create a new case.

4. Select New Search to open a new tab where you may set the case’s criteria.

Making a new electronic discovery search Making a new electronic discovery search

5. Click Modify after selecting the Specific locations option under Locations. You’ll be sent to a new tab where you may choose one of the various venues.

Microsoft defines locations as a service-based categorisation. For this reason, the notion that they are local sites is incorrect.

Choosing the appropriate sites Choosing the appropriate sites

6. Click Exchange Email in the Modify locations tab, then Choose users, groups, or teams to see a list of currently allocated users.

Viewing the designated users, groups, or teams in the searchViewing the designated users, groups, or teams in the search

7. To fill it up, select Choose users, groups, or teams.

Changing the search list of assigned users, groups, or teams Changing the search list of assigned users, groups, or teams

8. In the search box, look for a user to add to the Exchange email group. Once you’ve found a user, click Choose and tick the box next to their name in the list.

User Selection User Selection

9. When you see the success message below, click Done to finish the selection.

completing the location assignment completing the location assignment

10. To complete the location assignment, click Save in the bottom-left corner of the page. You’ll then be sent back to the eDiscovery search condition form where you started.

completing the assignment of a place completing the assignment of a place

Defining Keyword Search Conditions

You normally use an undefined keyword condition to catch everything in the inbox when querying the complete mailbox contents (similar to a wildcard search).

How To Locate And Delete An Email From All Office 365 Mailboxes

Previously, you used the location property to specify certain stages. Now, in the eDiscovery export case, let’s establish the search criterion for keywords to locate certain objects.

1. Return to the condition setting menu and click Add condition, then choose Keywords from the drop-down menu.

Specifying the search parameters Specifying the search parameters

2. Leave the Keywords section blank. When searching mailboxes, this form is adequate to guarantee that all items in a mailbox are included.

Keyword definition Keyword definition

When exporting a PST file, all email objects (e.g., messages, tasks, appointments…) should be included. Without defining a keyword, you must establish a keyword filter condition (similar to a wildcard search).

3. Click Save & run to continue and to launch the search under the defined conditions. The page redirects to the eDiscovery Overview form of the created case.

Defining the search parameters Defining the search parameters

4. Now, as shown below, click View results to view the status of the search. Every piece of mail will be gathered and readied for shipment.

When the status is changed to When the search is finished, go on to the following phase to export the results.

Getting the results of the search Getting the results of the search

Using a PST File to Export and Download Search Results

It’s time to export the eDiscovery search results now that it’s finished. You can export a mailbox using eDiscovery if you don’t have a hybrid exchange environment.

  1. Select Export results listed below to export the search results. To create an export job, a form appears where you must set the export requirements.

Mailbox entries are downloaded as PST files or as individual messages when you export search results.

Getting the export started Getting the export started

2. Select the radio buttons next. All objects, even those with unknown formats, are encrypted or weren’t indexed for other reasons, and each mailbox has its own PST file. You may make all items accessible in a single PST file by choosing these settings. To register this export task, click the Export button in the lower-left corner.

Configuring the export parameters. Configuring the export parameters.

3. Select the Exports tab to see a list of all currently active export orders, then select the newly made export order. As illustrated below, the job’s name is made up of the search name and the term _Export.

The exported orders are listed here. The exported orders are listed here.

4. To get the current export status, click the Refresh button in the status section. When all of the data and information is complete, go to the top of the page and select Download results to begin the download.

Take note of the export key or copy it to the clipboard by clicking Copy to clipboard.

Obtaining the current status of an export Obtaining the current status of an export

If you began the download process on a Chromium-based browser, you’d see the error notice displayed below. Switch to the Internet Explorer browser to prevent the issue.

When downloading from a Chrome-based browser, an error occurs. When downloading from a Chrome-based browser, an error occurs.

5. Now type in the export key you wrote down before. To begin downloading the PST file, enter the download location and file name, then click Start.

Download Progress Monitoring The download is now underway, as you can see below.

Download Progress MonitoringDownload Progress Monitoring

6. To complete the download procedure, click Close.

completing the download completing the download

7. Finally, verify whether the export was successful by opening the PST file in Outlook.

Your folder window may appear like the one below as soon as you open the file.

Loading Data File (PST - File) in Outlook Outlook Data File (PST – File) Loading

Conclusion

You should now be able to use eDiscovery to export an Office 365 PST. You should be able to export PSTs depending on multiple parameters using Office 365 and PowerShell. Even while this export alternative can’t be fully automated (Microsoft still lacks a complete PowerShell implementation), it’s a nice backup option for archiving a mailbox.

Why not use your recently obtained knowledge to develop search queries for particular mailboxes or specific emails across a whole Office 365 email infrastructure?

The “ediscovery export tool resume download” is a third-party software that allows users to export an Office 365 PST with eDiscovery.

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