How to Download Emails from Office 365? Comprehensive Guide

Encapsulation of this article: This article provides a quick and reliable solution to the user query i.e. “how to download emails from Office 365 to PST” Let’s find out the possible way to do the same in the most convenient way.

User Query:

We’re planning on transferring our emails from Office 365 to PST file format for archiving purposes. I’ve been tasked with figuring out how to perform this operation safely without any complications.

The most important part of this task is that there are 17 terabytes of email and data we need to download to PST format. Would a PowerShell script be best for this operation? I feel like there must be going to be some sort of disruption at some point with these technical scripts running.

Is there any reliable software that can be purchased that does this efficiently? I’ve not seen anything of the type, yet.

Thanks in advance.


Microsoft Office 365 helps businesses, to increase their productivity and collaboration of their work at very low costs, and authorize you to work from anywhere, anytime, why because it is a cloud-based application. We all know that Office 365 is Secure and remotely manageable from any major devices. Among all the collaborative and productivity features of Microsoft Office 365, email service is one of the major ones. All emails exchanged via Office 365 are stored in the O365 mailbox.

Like every other cloud data, the data of this mailbox also need backup. Why? You will soon know the answer as you will read in this post. Besides, we will also share the most convenient way to resolve how to backup Office 365 mailbox to PST. Let’s discuss the quick steps for this operation.

Recommended Way to Conduct Office 365 Backup Mailbox to PST


We can see that having a complete backup of Office 365 mailbox is vital for every user. But for that, users must know the procedure of these two processes. However, Microsoft does not provide us any software or tool for this operation in Office 365.

Hence, we would like to present an application that can backup the Office 365 mailbox to PST without any hassle. And, the tool is Office 365 Backup Tool. Now, let’s discuss the quick steps for it.

Quick Steps for How to Backup Office 365 Mailbox

  1. Step 1: Run the tool & Select Office 365 and Outlook
  2. Step 2: Choose mailbox items from the list under Workload Selection.
  3. Step 3: Provide Office 365 Admin ID along with Application ID.
  4. Step 4: Define Destination Path to backup Office 365 into PST file.
  5. Step 5: Choose the Microsoft 365 user’s account and hit the Start Backup button.

How to Download Emails from Office 365 Using Automated Software

Step 1: Download and run the above-mentioned tool on your local system. Now, Opt Office 365 and Outlook as the source and destination backup platforms.

Step 2: Now you need to select the desired Office 365 mailbox item categories like email, contact, calendar, task, and documents from the workload selection for backing up.

Smart Filter: You can use the smart date filter provided for all item categories for a selective data backup from Office 365 to PST locally.

Step 3: Provide Office 365 admin account credentials and log in using Admin ID and Application ID and validate it by hitting the validate button provided.

Step 4: Now, you need to locate a destination on your local computer in order to save the resultant PST file from Office 365.

Step 5: In this last step you just need to hit the start backup button to start the process.

Demo Version

Users can check the working & performance of this utility by downloading the free demo version of this utility. The demo version can backup two user’s accounts for free and in order to back up further users need to buy the full versions of this utility.

Wrapping Up

For every Office 365 user, it is important to back up their mailbox data so that they can restore them in any emergency situation. Office 365 Mailbox Backup Tool is an efficient utility that helps users in performing Office 365 mailbox backup. Here, we have discussed the step-wise guide to operate this utility. Any user can follow this guide and they will be able to run this utility without any difficulty.

Some of the Frequently Asked Questions

1. Can I backup my Office 365 calendar with this software?
Yes of course, this is a smart utility that allows users to backup all types of mailbox categories such as emails, contacts, calendars, and documents and tasks from Office 365 to PST file format locally. Users can enable all the above mailbox items from workload selection.

2. Does this tool supports restoring Outlook-created PST files?
No, this utility only provides you to restore the tool-generated PST file into Outlook.

3. Does this software allow users to work with Office 365 mailboxes during a backup procedure?
Yes, users can easily work on their respective user mailboxes, during their backup process. As this utility offers an invisible backup facility (runs in the background without hampering the running business).

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