You can export a PST file from Office 365, now Microsoft 365, mainly in two ways: through Outlook or through Microsoft Purview eDiscovery if you're an administrator handling organizational mailbox data.
For an individual mailbox, Outlook is usually the simplest option. For administrators who need controlled exports of employee or organizational mailboxes, Microsoft Purview eDiscovery is the more appropriate method.
Personally, I would first identify why the PST is needed. If you're simply creating a personal backup, Outlook is much easier. If you're exporting mailbox data for compliance, legal, migration, or organizational purposes, use the administrator route instead.
Outlook PST Export Steps
Microsoft currently supports PST export in both new Outlook for Windows and classic Outlook, although the steps differ.
In new Outlook:
Open Outlook.
Go to Settings.
Select Files.
Select Export.
Click Get started.
Choose the mailbox or folders you want to export.
Follow the export wizard.
In classic Outlook:
Open Outlook and select File.
Go to Open & Export.
Select Import/Export.
Choose Export to a file.
Select Outlook Data File (.pst).
Choose the mailbox you want to export.
Select Include subfolders if you want Inbox, Calendar, Contacts, and other folders included.
Choose where to save the PST.
Complete the export.
Microsoft notes that only one email account can be exported at a time using this classic Outlook process.
Admin/Purview Method
For organization-level mailbox exports, administrators can use Microsoft Purview eDiscovery.
The current process is generally:
Sign in to the Microsoft Purview portal with an account that has appropriate eDiscovery permissions.
Open eDiscovery.
Select Cases.
Open the required case.
Go to Searches.
Select the search query containing the mailbox data.
Select Export.
Configure the export options.
Start the export.
Once processing finishes, download the export package.
Exchange mailbox items can be exported as PST files. Microsoft also allows administrators to organize data from different mailboxes into separate PSTs.
One important 2026 update is that Microsoft's classic eDiscovery experiences were retired on August 31, 2025. Therefore, organizations should use the current Microsoft Purview eDiscovery experience rather than outdated tutorials showing the retired classic Content Search workflow.
Method Comparison
Use Outlook when you:
Need your own mailbox backup
Have access to the mailbox
Want a relatively straightforward PST export
Don't require organization-wide compliance tools
Use Microsoft Purview when you:
Are a Microsoft 365 administrator
Need to export organizational mailbox content
Have eDiscovery or compliance requirements
Need controlled searches before exporting
From my perspective, this distinction is important because many older online tutorials mix personal Outlook exports with administrator-level Microsoft 365 exports.
Pre-Export Checks
Before exporting, check:
For classic Outlook, Microsoft recommends changing the synchronization setting to All if you want to export all available emails rather than only locally downloaded recent messages. Microsoft also advises against exporting the PST directly to a OneDrive-synced location.
For Purview exports, remember that search export packages currently expire 14 days after creation, so download them before the expiry period ends.
Troubleshooting
If the export isn't working:
Confirm that Outlook has finished synchronizing.
Verify available storage space.
Check your eDiscovery permissions.
Try exporting a smaller mailbox or date range.
Check browser download settings for Purview exports.
For very large Purview exports, Microsoft recommends splitting searches by date range or data source to create smaller packages that are easier to download.
Frequently Asked Questions (FAQs)
1. Can I export Office 365 email to PST?
Yes. Mailbox data can be exported through Outlook or, for authorized organizational use, Microsoft Purview eDiscovery.
2. Does PST export delete my emails?
No. Outlook PST export creates a copy of your email and other selected data. The original information remains in Outlook.
3. Does a PST include attachments?
Yes. Microsoft states that attachments are included when email is exported to a PST file.
Must Read: How Can You Break PST files into Small Parts?
Answered by