Author: Muhammad Awais Liaquat
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Exporting Mailbox Data to PST Files in Microsoft 365

In the present era of global connectivity, it is inevitable to create a digital trail consisting of emails, contacts, and calendar entries. However, what if you find yourself needing to transition to a different platform or safeguard important data from your Microsoft 365 mailbox?  

If you have accumulated years of emails, contacts, and calendar entries in your Microsoft 365 mailbox, it is important to preserve that data for future reference. However, you shouldn’t have to rely solely on a cloud account to access it.

That’s where PST files come in – they serve as personal storage containers for your needs.

PST files play a crucial role as personal storage containers to cater to your requirements. In this guide, we will delve into a vital technique to export your Microsoft 365 mailbox to a PST file.

Gain complete control and uninterrupted access to your valuable information by taking this step. Regardless of any changes in your subscription, you will always have the power to manage and retrieve your data.

But Why Export?

There are multiple justifications for exporting your Microsoft 365 mailbox, which may include:

Archiving: Preserve previous emails for sentimental purposes or legal requirements, regardless of your current account status.

Migration: Transfer your data to a different email platform or local backup.  

Downsizing: Free up space in your online mailbox for better performance.

In this guide, we will provide a comprehensive explanation of one of the techniques available for exporting your mailbox data into PST files. This method involves leveraging the Content Search option within the system of M365 Admin Centre. 

By Using Content Search

Step ONE: Sign in to Microsoft 365 Admin Center

Step TWO: Access the Security & Compliance Center

  • In the Microsoft 365 Admin Center, select “Admin centers” from the left-hand navigation menu. 
  • Choose “Security & Compliance” from the list of admin centers.

Step THREE: Create a New Content Search

  • In the Security & Compliance Center, go to “Search” on the left-hand navigation pane. 
  • Click on “Content search.” 

Step Four: Create a New Content Search Query

  • Click the “+ New search” button to create a new content search.
  • Provide a name and description for the search. 
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Step FIVE: Define Search Criteria:

  • Click on “Add conditions” to define your search criteria. You have the ability to define specific criteria such as keywords, date ranges, and sender/recipient information.

Step SIX: Configure the Output Settings

  • After defining your search criteria, click “Next” to configure the output settings. 
  • Choose “Modify the search query” and select the “Include all items” option. 

Step SEVEN: Specify the Mailboxes to Export

  • Click “Next” to specify the mailboxes from which you want to export data. 
  • You can select specific mailboxes or apply the search to all mailboxes. 

Step EIGHT: Choose the Export Settings

  • Click “Next” to configure export settings. 
  • Choose “Export to a PST file.” 
  • Specify a location to store the exported PST files. 

Step NINE: Start the Export

  • Click “Next” to review your settings. 
  • Click “Save & run” to start the export process. 
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Step TEN: Monitor the Export Job

  • You can monitor the status of the export job from the “Content search” page in the Security & Compliance Center. 
  • Once the export is complete, you can download the PST files from the specified location. 

Gaining access through eDiscovery

Sometimes, a user does not have access to make PST Files. In situations where a user lacks permission to create PST files, we can leverage eDiscovery to grant access. Follow these steps:

 

Step ONE: Sign in to Microsoft 365 Admin Center

  • Sign into Microsoft 365 Admin Center:

  • Go to the Microsoft 365 Admin Center (https://admin.microsoft.com/).

  • Sign in with an account that has the necessary administrative privileges.

Step two: Access Security & Compliance Center

  • In the Admin Center, navigate to the “Admin Centers” section.

  • Click on “Security & Compliance” to access the Security & Compliance Center.

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Step three: Navigate to eDiscovery:

  • In the Security & Compliance Center, go to the “Solutions” section.

  • Click on “eDiscovery” to access the eDiscovery dashboard.

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Step Four: Create a New eDiscovery Case:

  • Click on the “+ Create a case” button to create a new eDiscovery case.

  • Provide a name and description for the case.

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Step Five: Add Members to the eDiscovery Case:

  • In the eDiscovery case settings, add the necessary members who should have permission to access and download the PST file.

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Step Six: Create a New eDiscovery Search:

  • Within the eDiscovery case, click on the “Search” tab.

  • Create a new eDiscovery search by clicking on “New search.”

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Step Seven: Configure Search Criteria:

  • Define the search criteria to identify the mailboxes or content you want to export to a PST file. This may include specifying keywords, date ranges, etc.

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Step Eight: Start the Search:

  • Initiate the search to identify the relevant content.

Step Nine: Start the Search:

  • Once the search is complete, review the search results to ensure they match your criteria.

Step Ten: Export Search Results to a PST File:

  • After reviewing the search results, go to the “Export” tab.

  • Follow the prompts to export the search results to a PST file.

  • Configure Export Settings:

  • Set the export settings, including the destination location for the PST file and any additional options.

 

That’s it! With these simple steps, you can easily export your Microsoft 365 mailbox data and ensure its safekeeping. 

Remember, the best method for you depends on your needs and technical skills. Choose the one that fits your comfort level and get exporting! 

I hope this short guide helps you navigate the world of Microsoft 365 mailbox exports.  

 

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Kaspersky, Your Cybersecurity Provider in 2024!

Kaspersky Anti-Virus offers a comprehensive solution for protecting against a wide range of information security threats. It encompasses multiple features and protection components to ensure complete protection.  

Every type of threat is effectively managed through a dedicated protection component. Users can activate or deactivate these protection components and customize their settings according to their needs. 

Key Features :

File Anti-Virus, Mail Anti-Virus, Web Anti-Virus, IM Anti-Virus, System Watcher, Network Attack Blocker, Anti-Phishing, and On-Screen Keyboard 

Why Choose Kaspersky?

The Kaspersky website is designed to serve as a centralized hub for storing and managing the various Kaspersky applications you utilize. Its purpose is to streamline and facilitate the information storage and management process in a user-friendly manner. This platform supports English language usage for your convenience. 

On My Kaspersky, you can:

  • View information about licenses and their expiration dates 
  • Remotely manage computer protection 
  • Securely store and synchronize your passwords and other personal information if you use Kaspersky Password Manager 
  • Download purchased applications. 
  • Contact Technical Support 
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Protect your business with industry-leading cybersecurity solutions :

Kaspersky provides professional cloud-based cybersecurity solutions specifically designed for small-to-medium businesses. Their cutting-edge technology effectively prevents cyber threats, ransomware, and endpoint attacks, allowing you to concentrate on managing and growing your business. They offer comprehensive protection and peace of mind, all in English. 

 

Your business can benefit from complete system protection, which ensures the security of all your files and machines. Kaspersky advanced malware prevention measures are designed to effectively stop cyber threats from compromising your sensitive data. With their managed network security services, they enforce industry best practices to safeguard your valuable information. Rest assured that their team is dedicated to ensuring the utmost security for your business.

Cost-effective anti-malware :

Endpoint Security Cloud provides a comprehensive and robust antivirus solution for endpoint security. It effectively safeguards all your business machines, including mobile devices, desktops, and file servers. Rest assured that your valuable data and systems will be protected with this powerful tool. 

Secure cloud computing:

Endpoint Security Cloud Plus simplifies and streamlines your migration to cloud platforms. Their comprehensive network security solution provides advanced features such as Cloud Discovery and Cloud Blocking, which not only enhance business productivity but also ensure the utmost protection of your valuable online data. Trust us to safeguard your digital assets with ease and peace of mind. 

Professional-grade endpoint security :

Endpoint Security Cloud Pro is a highly recommended solution for businesses seeking the utmost level of cyber threat protection. Kaspersky state-of-the-art Endpoint Detection and Response technology diligently monitors your devices, detecting any suspicious activity and promptly blocking potential threats to safeguard against data breaches and prevent malware infiltration. Rest assured that with Endpoint Security Cloud Pro, your business is well-equipped to mitigate security risks effectively. 

Choose Security, Choose ITCS!

Is your data safe from the ever-evolving landscape of cyber threats? Don’t let your business become the next victim. ITCS partners with Kaspersky, the world’s leading cybersecurity provider, to offer comprehensive protection against viruses, malware, ransomware, and more. 

Here’s why you should choose Kaspersky with ITCS: 

Kaspersky boasts advanced detection and prevention technologies that keep your network, devices, and data secure. PLUS, we’ll work with you to understand your specific needs and recommend the perfect Kaspersky solution for your business and our dedicated ITCS team is always available to answer your questions and provide ongoing support. 

Get a customized quote that fits your budget and protects your valuable assets. Contact us today to protect your business from cyberattacks and secure it for the future! 

 

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Allowing/Blocking Emails or Domains in Microsoft 365

Tired of being swamped by a flood of unwanted emails? Longing for the ability to manage your chaotic inbox?  

It’s completely understandable to feel overwhelmed by the influx of unwanted emails. You’re not alone in this constant battle against spam and irrelevant messages.   

However, there’s no need to worry, as there are effective ways to regain control over your inbox!   

We’ve prepared for you, a comprehensive tutorial that will guide you with the necessary knowledge and tools to curate your email experience, enabling you to embrace the desired emails and eliminate the unwanted ones.  

 

Step ONE: Sign in to Microsoft 365 Admin Center

Step TWO: Access the Exchange Admin Center

  • In the Microsoft 365 Admin Center, select “Admin Centers” from the left-hand navigation menu. 
  • Choose “Exchange” from the list of admin centers. 
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Step THREE: Navigate to Mail Flow Rules

  • In the Exchange Admin Center, go to “mail flow” from the left-hand navigation pane. 
  • Click on “rules.” 

Step FOUR: Create a New Rule (Allow/Block)

  • To allow or block emails from specific senders or domains, you can create a new rule. 
  • Click on the “+” (New) button to create a new rule. 
  • Choose “Create a new rule” from the dropdown. 

Step FIVE: Configure the Rule

  • Give your rule a name that describes its purpose. 
  • Under “Apply this rule if,” you can specify the conditions such as the sender’s address or domain. 
  • Under “Do the following,” select either “Block the message” or “Redirect the message to” and specify the action. 
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Step SIX: Save the Rule:

  • After configuring the rule, click “Save” to apply it. 
  • This rule will now allow or block emails from the specified sender addresses or domains based on your configuration. 

Now you can experience a world without spammy marketing blasts or annoying notifications that clutter your inbox. Say goodbye to wasting precious time sorting through irrelevant emails.

 

With the power to allow and block, you can create a personalized email sanctuary where only important and desired messages flow freely.

 

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