How to Export Exchange Mailboxes to PST File Format – Manual Solution

Srishty | May 12th, 2021 | Exchange Server, How to

Data stored in any mailbox is always important for anyone. If there is any loss of data it becomes a big trouble. Thus, backup of the mailbox is really important. In the business world, Microsoft Exchange Server is used commonly but have a limited amount of backup capabilities. However, to prevent any data loss, the Exchange Administrator need to backup Exchange EDB file data. Apart from data security, there can be other numerous reasons also i.e. recovering data from corrupt EDB file, move emails from one user account to another, etc., that makes users export Exchange Mailboxes to PST file format in Bulk.

It becomes easy for a user to access that PST file in MS Outlook. But the process to export multiple Exchange Server EDB Files to PST is not at all an easy. Therefore, in this post, all the possible solutions to export EDB mailbox to Outlook data file are discussed.

Solution to Export Exchange Mailboxes to PST File In Bulk

To export the Exchange databse mailboxes to Outlook PST file format, there are different manual solutions available. One is with the help of ExMerge, PowerShell cmdlet, and advanced software i.e. SysTools Exchange Export Tool which easily export the mailboxes from Live Exchange Server 2016/2013/2010/2007/2003 in a simplified manner without any hindrance.

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Solution 1: ExMerge Utility to Export Exchange 2003 EDB to Outlook PST

ExMerge is the utility offered by the Microsoft that can help in exporting Exchange 2003 mailbox to Outlook PST format. Follow the steps given below to export Exchange mailboxes to PST in Bulk.

1. To begin, open ExMerge software on the local machine and choose Export or Import option, then click on Next button

select extract or import

2. After this, choose Step 1: Extract data from an Exchange Server Mailbox and click Next to continue

click on extract data radio button

3. Next, click on the Import procedure tab in the Data Selection Criteria dialog box and choose Archive data to target store >> OK

select import procedure button

4. Then, click on the Message Details tab and enter all required details

select message details tab

5. Here, choose the mailbox for exporting data

mailbox selection for exporting data

6. After that, choose the destination location to save the data in Outlook PST format

Solution 2: Export Exchange Mailboxes to PST File Format Using PowerShell

Before You Begin

You must have the rights to perform the import/export. If you do not have rights to perform Mailbox ImportExport, then run the command in the PowerShell:

New-ManagementRoleAssignment –Role “Mailbox Import Export” –User sample

Where the sample is the account name to whom rights are provided. Rather than having rights over a single account, in most of the cases rights are given to Admin Group. So, if the rights need to assigned to a new account, then just add this account to the Admin Group. To do the same, run the command given below:

New-ManagementRoleAssignment -Role “Mailbox Import Export” -SecurityGroup Exchange_AdminGroup

Where Exchange_AdminGroup is the name of the Admin group. You can also do the same using the Exchange Admin Center (EAC). After having the rights, restart the Exchange Admin Center.

Export Exchange 2010 Mailboxes to Outlook PST

After having all rights to export Exchange mailbox to PST file format procedure is given below:

Manual #1:
First of all, move all mailboxes to a variable like:

$ VariableMailboxes = Get-Mailbox

Here, VariableMailboxes is a variable. After that, export Exchange mailboxes to PST file format with names by running command given below:

$VariableMailboxes|%{$_|New-MailboxExportRequest -FilePath \\\\$($_.Alias111).pst}

Manual #2:
Another way is useful for each command rather piping:

$ Mailboxes = Get-Mailbox
and then, for each ($Mailbox){ New-MailboxExportRequest -Mailbox $Mailbox -FilePath “\\\\$($Mailbox.Alias111).pst” }
Restrict Exported Mailboxes Scope:
Moreover, if you want can limit the scope of mailbox also by using Get-Mailbox -Filter parameter. For example,

Get-Mailbox -Filter {MemberOfGroup -ne $export1}

Here, the Filter parameter will exclude the mailbox defined in the parameter

Limitations for Export Exchange Mailbox to PST Manually

There are various situations in which manuals may get fail and all of them are discussed below:

  • If you are using ExMerge to export EDB mailboxes to Outlook PST file, then there is a file size limitation. You are not allowed export EDB file of more than 2 GB.
  • Manual method does not allow the exporting of damaged Exchange EDB file.
  • Both the manuals are quite lengthy and difficult to use.
  • While migrating Exchange 2010 EDB Files to Outlook PST manually there is a risk of data loss.

Trouble-Free Solution to Export Exchange Mailboxes to PST File Format

To prevent all the limitations that a user encounters while using the manual method to export Exchange database mailboxes to Outlook data file in Bulk, a professional solution is suggested i.e. SysTools Exchange Export Tool. It is an easy-to-use tool that converts multiple Exchange EDB file to PST format in a few clicks. As it provides a simple graphical user interface that anyone (technical & non-technical users) can use without any expert help.

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This utility allows you to export mailboxes such as: enabled, disabled, disconnected, journal, hosted, dumpster, corrupt from Exchange Server 2016, 2013, 2010, 2007, 2003 in a hassle freeway. It automatically detect , scan and load the AD (Active Directory). You can selectively export the Exchange mailboxes data items such as: notes, contacts, tasks, mails, calendars, journals.

The Include subdomain user’s option allows you to search the Exchange database mailboxes within subdomain and with the date-filter option let users to export the mailboxes in a specified period of time.

Stepswise Method to Export Exchange Mailboxes to PST File Format In Bulk

Step 1: Download >> Install >> Launch the utility in your local system

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Step 2: Enter the Exchange credentials >> Select Exchange Server version & click on the checkbox (Include Sub-domain user’s) >> Click on login button


Step 3: Preview and select EDB mailboxes >> Click on the next button


Step 4: Select mailbox data items >> Click on browse button to set target file path >> Click on the export button

click export

The Exchange mailboxes is successfully exported to the Outlook PST file in bulk from the selected Exchange Server version in a simplified way

Note: Most of the Exchange users have dismounted/offline Exchange database file and if they want to convert Exchange mailbox to PST file from offline .edb file then they cannot perform this conversion by using the solution provided here. Because the solution provided here doesn’t export the offline Exchange database mailbox. In that case, users can use EDB File Converter software provided by SysTools that supports dismounted and offline Exchange database file (Public & Private) and used by many technical and non-technical users use this automted wizard to extract mailbox from offline EDB to Outlook PST file format in a simplified manner without any hassle.

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The Bottom Line

How to backup Exchange mailbox data is the most common search on the internet? To do the same in an effective way is to export Exchange mailboxes to PST file format. Therefore, all possible manual solutions to export Exchange mailboxes to PST format in Bulk are discussed above. One can use any of them based on their preference. However, in order to have a simple and easy solution without any restriction, a third-party tool i.e. Exchange Export is suggested that export EDB mailboxes to Outlook PST in no time.