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How to Export Emails from Exchange Server – Download All Data Locally

export emails from exchange server

Published By Nilesh Kumar
Debasish Pramanik
Approved By Debasish Pramanik
Published On September 1st, 2022
Reading Time 6 Minutes Reading
Category Exchange Server

Summary: This article is all about providing a solution to export emails from Exchange server in multiple ways. You can either go with a manual way or a professional solution depending on your preferences. As per expert suggestions, an automated procedure is always recommended over the manual process.

On a wide scale, there’s a huge number of people who use Exchange server for sending & receiving emails. Not only this but some users are still sticking with it even after the launch of the Office 365 productivity suite. This is due to the benefits & affordability it offers.

If you’re planning to download all emails from Exchange server, then there are majorly three ways to do it. In this write-up, you get an understanding that which one of them would be beneficial for you. Reading this article till its end can let you execute this operation without facing issues that most users face.

Methods to Download All Emails from Exchange Server Safely

As mentioned earlier, there are majorly three ways by which we can easily perform the operation, let’s explore this in detail.

Of all these available methods, the first two are recommended by experts due to the ease and efficiency they offer. Moreover, the free procedure to export emails from Exchange Server has some shortcomings that make the process a bit complex.

Method 1: Quick Way to Export Emails from Exchange Server Directly

If you are running a Live Exchange Server and want to export the email messages from Exchange Server mailboxes directly, then the best solution is to go with the Export Tool. This is one of the most trusted software among users that permits users to export Exchange mailboxes to PST without any hassle.

A lot of users prefer this solution over others due to its wide range of features and easy usability. The software comes with an intuitive dashboard that displays all the necessary information during the process. Additionally, users get the option to perform a bulk export process without needing to run the process again and again.

Download Now Purchase Now

Another reason why this software to export emails from Exchange Server is a top choice of experts as it provides 4 export options (PST, EML, MSG, and MBOX) to save your data. You can download the utility for free and try all the features at no cost.

A step-by-step guide to run this application

Step 1. Download this software on Windows OS.

Step 2. Choose Export platforms as per your need and proceed further.

Step 3. Provide Exchange Server details within the application.

Step 4. Select the users that you want to export emails from and click on Start Export button.

Method 2: Export Emails from Exchange Server via Offline File

If you have an offline EDB file instead of a Live Exchange Server and want to export emails from that file, then we have got another solution for you. There is an automated solution that permits users to convert EDB files to PST without losing a single bit of data.

The software can help you export emails from an offline file that too if it is in a damaged or healthy state. There are multiple export options and advanced filters as well to make your process effortless.

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This software also comes with a free demo version to help you try all the features without any cost.

Steps to Export Emails from Exchange Server

Step 1. Install the Software & then Launch it to begin the operation.

install software

Step 2. Click on the Add File button & then Add the offline/dismounted EDB File & Click Add.

add edb file

[Note: Users can select the scan mode option to remove file corruption if any of the files are corrupted.]

Step 3. Preview the Mailboxes & all requited Data items & then Click on the Export button.

preview mailboxes

Step 4. Select Exchange Mailboxes from the folders list & then Click on the Export button. Go to the Advanced Settings menu.

Select advanced settings

Step 5. In the category section, Click on Mails & then on the Save button.

save the emails

Step 6. Set the Destination folder path & Click on the Export button to export emails from Exchange server.

export exchange emails

Also Read: How to Export Office 365 Mailboxes to PST using eDiscovery Method

Method 3: Use Exchange Admin Center to Export Emails

The users who don’t want to use the aforementioned solutions and looking for a free way to export emails from Exchange Server can use the Exchange Admin Center. But before that, you need to assign a set of permissions as described below:

  • Create a shared folder and assign required permissions to it.
  • Allocate Mailbox Import / Export permission to the mailboxes.

The Steps to perform the export process are discussed below:

1. Use your admin account to log in to the Exchange Admin Center.

2. Now navigate through recipients >> mailboxes.

3. Right-click on the mailbox from which you want to export emails and click on “Export to a PST file” option.

export emails

4. Here, you will get a window where you can select either you need to export only the contents of a mailbox or export only the contents of a mailbox’s archive.

export archive or mailbox

5. After this, select the shared folder path where you will save the PST file.

select path

6. Finally, you can also choose if you want to notify a person once the process is completed and hit the Finish button.

process is complete

Important Note: Before initiating this process, you must consider that this procedure will export all the mailbox items to a PST file. If you want to export only emails, then you must try the above-mentioned automated tools.


After understanding the troubles faced by the users, we have discussed a detailed guide on how to export emails from Exchange Server in three ways. The first two automated procedures are the first choice of experts due to the ease and advanced features they offer. However, a user can also use the Exchange Admin Center which is a free process but will export all mailbox items to PST.