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

export emails from Exchange server
Nilesh Kumar | Modified: 2022-03-10T18:22:22+05:30|Exchange Server | 4 Minutes Reading

Summary: This article is all about providing the solution to export emails from Exchange server for troubled users. There are two modern ways to execute this task in a smart way & both of them are listed below in depth. In addition, the benefits of such approaches are also there in this write-up.

On a wide scale, there’s a huge number of people who use Exchange server for sending & receiving email. 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 in detail.

  • An automated method of exporting our files from Exchange server to PST.
  • Changing existing EDB files to PST file format.
  • Manual Method of using PowerShell commands.

From all these available methods, the first two are recommended by experts whereas the Manual one is not as easy as users are looking for. Due to the complications & technicalities of the PowerShell methods, a lot of users are unable to execute this. Further, we are going to explain the first two methods recommended by experts.

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

Export Emails from Exchange Server Automated Approach #1

Download the tool & follow the below-mentioned steps with their respective images to get the most out of it.

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Step-1. After downloading, Launch the above-mentioned Tool to proceed.


Step-2.  Provide Exchange server Credentials & then Select your Version of the Exchange Server & Click on the Include sub-domain users. Then Hit the Login button.


Step-3. Select the Mailboxes you want to save locally & Click Next.



Step-4. Select Data Items of your Mailbox >> Tick the Checkbox & then Click on the Browse button to set the destination path. Finally, Click on the Export button to download all emails from Exchange server.


Solving User Query Using an Alternative Method

The first method was the one in which we directly exports the emails. Now in this method, we are going to show you the way in which we can change existing EDB files to the desired file format of PST.

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

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

click on add 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 the Mailboxes

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

Select Exchange Mailboxes

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

Select categories

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

Set the Destination

Why Using the Modern Approach is Beneficial?

If you are thinking about the benefits that you can avail of by using the modern solution, then this section is dedicated to the features of the modern approach.

  • This advanced method of exporting files in PST format is efficient because of executing the operation in minimum time.
  • Bulk export of the operations is also possible with this utility as it is enriched with powerful algorithms.
  • Users are allowed to save the selective data files using the date range & category filters. This makes it easy to download all emails from Exchange server.
  • No matter which version of Outlook you are using, this utility runs of all versions of Outlook & supports Windows OS.


After understanding the whole procedure, we can say that this operation is easy to execute with the right guidance. If you’re going to opt for the manual method involving PowerShell, don’t forget to go through its complications. On the other hand, the above-mentioned two automated approaches can easily get your task completed with minimum effort & time possible. Using the automated approaches, it is quite easy to export emails from Exchange server to the user’s desired PST files.