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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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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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Message Trace in Microsoft 365

Microsoft 365
Message Trace in Microsoft 365

Message Trace in Microsoft 365 is a valuable tool for investigating email delivery issues, tracking message flow, and ensuring that important emails are reaching their intended recipients. It provides a detailed record of the path that an email message takes through your organization’s email infrastructure, from the time it is sent until it is delivered to the recipient’s inbox. 

How do you use this tool?? Below is a step-by-step guide on how to perform Message Trace in Microsoft 365. 

 

Step 1: Access the Exchange Admin Center

First you need to go to Exchange Admin Center (https://admin.exchange.microsoft.com). 

Step 2: Starting a Message Trace

Then inside “Mail Flow” click on “Message Trace” and then “Start a Trace”.

Step 3: Message Trace Filtering Options

  1. By default, Message Trace will trace all messages. You can filter your trace by sender and recipient email address. 
  2. You can select a tracing range in days. 
  3. In this section you can filter your message trace by delivery status. Also, if you know the message ID of an email then you can easily put it in this field. Message direction can be inbound or outbound. You can also insert the client IP if you know it.
  4. You can select whether to access the report online or download it as a CSV file.

Can't find a message in Message Trace?

If a message is not found in Microsoft 365 Message Trace, there could be several reasons for this issue: 

Message Hasn’t Reached Microsoft 365: The message may not have reached the Microsoft 365 environment yet. This can happen if there are delays in the email routing or if the message is still in transit. 

Search Criteria: The search criteria you entered may not match the message you’re looking for. Ensure that you’ve entered the correct sender, recipient, date range, or other relevant filters. 

Retention Policy: If the message is older and has been deleted based on your organization’s retention policies, it may no longer be available in Message Trace. 

Hybrid Deployments: In hybrid environments where you have a combination of on-premises Exchange servers and Exchange Online (Microsoft 365), Message Trace may not cover on-premises email flows. You may need to check your on-premises message tracking logs separately. 

 

Message Trace is a powerful tool that is essential for any IT administrator who is responsible for managing email infrastructure. 

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