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Export Exchange Mailbox to PST & Migrate EDB Emails to Outlook Easily

Know how to convert Exchange mailbox to PST 2016, 2013, 2010 without Outlook. Transfer emails from Exchange to Outlook using manual methods & move to PST format.

 Methods to Export Exchange Mailbox to Outlook PST 2010, 2013, 2016


When I am trying to export Exchange Mailbox to Outlook, I encounter an error message i.e., To import from or export to PST file, the Outlook 2010 (64-bit) version or later should be installed on the server, which I am trying to connect. But I am already having MS Outlook installed on my machine. Actually, I am not sure that the measure, which I am using is correct or not. So, is any technician present who can provide me with correct guidelines to convert Exchange emails to PST file format?

It is the primary requirement for Microsoft Exchange administrator to transfer user mailboxes to PST format. Usually, administrators want back their mailboxes because of some legal and compliance requirements. So, this post is going to help all such users who are seeking solutions for EDB to PST Conversion without Outlook.

Free Ways To Transfer Emails From Exchange
To Outlook

Approach 1: Migrate Individual Mailbox From Exchange to PST
via PowerShell

Use following set of instructions and commands to transfer emails from Exchange 2016 to Outlook:

1. Go to Start menu of Windows OS and open PowerShell window on the machine.

2. Make a shared folder over the network and then, archive PST file that will be including transferred mailboxes of MS Exchange in shared folder.

3. Add all the library files, which are essential for exporting purpose with help of following command:

4. Run the MailboxExportRequest PowerShell command that comprises of following 2 major attributes:

FilePath: Represents the sharing path over the network where PST file is to be exported
Mailbox: Either determine the mailbox name or the SMTP address of the mailbox, which is to be exported

5. After collecting the value of above two parameters, execute the following command:

After successful execution of the above command, you have successfully migrated Exchange 2007, 2010, 2013 or 2016 mailbox to Outlook PST file format. For checking purpose, you can navigate towards the path where you have stored it through PowerShell commands. The method illustrated till now exports all data of single user mailbox of the Exchange server to PST but, what if you want to transfer selective data? In this condition, you need to apply additional parameters in the command, which are explained below:

  • Exclude or Include Folder: This parameter will be exporting only the desired Exchange email folders to PST in following way:

This executable PowerShell command will be exporting the Exchange Inbox and SentItems folder. The shown cmdlet is just an example. If required then, you can mention your own desired folder name for the selective folder migration. 

  • IsArchive: If it seems that archive operation is only the source for the exporting purpose then, execute the following command:

  • Content Filtering: This parameter is useful when you want to convert Exchange 2016, 2013, 2010 or 2007 mailbox to Outlook of certain time duration. For example: with help of this option, you will be able to export all the items that exists before the date ‘05-12-2017’. In order to learn the way of utilizing this command, read the following cmdlet:

  • Create a Unique ‘Export Request’ Name: It is possible to create unique name of the export request through PowerShell commands. This is going to be helpful at the time of tracking. Execute following command to use this parameter:

Approach 2: Export Emails From Exchange to Outlook
Using ExMerge Utility

The ExMerge is an inbuilt utility, which is no more available in recent versions of Microsoft Exchange. Through this free tool, the administrators came to know about the practical need to export mailbox to PST. The development team of Microsoft rendered this tool absolutely for free of cost and administrators can utilize it without any limitation. Take a look on following steps to backup Exchange mailboxes to PST via ExMerge:

1. Go to link https://www.microsoft.com/en-in/download/details.aspx?id=2743 to download ExMerge utility on your PC

2. Double-click on the EXE file and login into the Exchange setup account. The Exchange Mailbox Merge pane appears

3. Click on Extract and Import (One-Step Procedure) and click Next

4. A Data Selection Criteria window will appear in which you have to click on Import Procedure Activate the option of Archive data to target store and hit Apply

5. From the same panel, click on Message Details tab and enter demanded values. Review all the credentials entered by you and click on Apply >> OK

6. The mailboxes that exists in the MS Exchange server will be listed in front of you where you need to select the desired mailbox and click Next

7. Click on Change Folder button to define the path where resultant PST files are to be saved.

8. Click on Next for initiating the procedure of Exchange 2016 / 2013 / 2010 / 2007 emails to Outlook migration. From the current wizard, you will be able to view live status of the exporting procedure.

9. When the Exchange data completely gets exported the progress bar gets completed and a Finish button gets activated. Click on this Finish button and view the resultant PST file at the defined location

This measure is only applicable when users are going to work with MS Exchange 2003 or below versions.

Approach 3: Export Multiple Exchange Mailbox to Outlook

The workaround explained till now is useful when it is about single EDB emails to PST but, what if you have to export bulk of mailboxes? Repeating the same method again and again for several mailboxes is going to be time taking activity and unfortunately, resulting in errors. With the release of Exchange 2010 version, the administrator decided to work with new Import / Export command instead of ‘Export Mailbox’ feature. This new command transfers data through the performance, which is linked with Client Access server and does not involves machine that provides Exchange management tools, like the previous editions. The following points will help you in learning prerequisites, which are required to use new Import / Export command to add Exchange email to Outlook:

  1. The user account needs to be a member of the ‘Organization management group’.
  2. Must be having “Mailbox Import Export” role, which is assigned either to the user or group (Tip: You can utilize MS Exchange management shell for granting the required role).
  3. Define the path UNC over the shared network with read and write permission to the ‘Exchange Trusted Subsystem’ group
  4. After granting all the permissions, restart the Microsoft Exchange Management shell to update all the changes in the server.

Now follow below mentioned instructions to export multiple Exchange mailboxes:

  1. Apply a ‘for-each’ loop with each mailbox and then, generate a new Mailbox Export request with help of alias for creating the PST file name
  2. This type of command will be helping you in creating backup of all the mailboxes to an individual share. You can assume it as complete backup of the Exchange 2010 server.

Alternatively, it is possible to exhibit mass-export through a CSV file also. This CSV file must be having a column of ‘Alias’ for listing all the Mailbox Alias fields for the exporting purpose. After this, create the Import-CSV command for importing the file. The last alternative to convert Exchange mailbox to Outlook 2016, 2013, 2010 in bulk is to create a multiple-export script as the part of planned activity and then, backup all the mailboxes on an individual database of the server.

Are You Facing Some Difficulty?

Transferring emails from EDB to PST with manual methods include plethora of hard efforts and resources. Plus, these are completely dependent upon the version of Microsoft Exchange, which does not guarantees that they will definitely migrate mailboxes. Now think for a while that why to involve yourself in such kind of long and time-consuming procedures when we have easy to use MailPro+ software to backup single / multiple Exchange mailboxes to PST. This applicable frees a user from following hurdles:

  1. Typing serious and very lengthy commands that leads to increase in chances of faults
  2. The solution are version dependent, which might go wrong in absence of technical knowledge
  3. Complete dependency on the MS Outlook or Exchange Management tools

So, with help of the MailPro+ users will be able to export emails from EDB file to PST without these obstacles. Not even a single effort will be felt while working with this application.

Final Verdict

It is quite interesting to discover that how plenitude of the enterprise adopts the Exchange server platform. But, none of the platforms are capable enough to be error-free and same is with this Exchange environment. It becomes complicated in managing business activities regularly from the back-end. So, when a user finds for methods to export Exchange mailbox to Outlook, he/she wants simple solution for it, which we have recommended in this post. Rest, it is totally the choice of end users what they would like to prefer, depending upon their relevancy factor. For information on leading software solutions in this niche, read our expert reviews of top IT management software systems.

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