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How to Export Exchange 2016 Mailbox to PST – PowerShell Commands

Summary: In this post, we’ve discussed the detailed procedure of exporting Exchange 2016 mailbox to PST by using the native tools of Exchange. In addition, we’ve mentioned about an EDB to PST converter that can easily export mailboxes to PST and other formats from any Exchanger server database – be it online or offline.


How to Export Exchange 2016 Mailbox to PST – PowerShell Commands

You may need to export data from Exchange Server 2016 to PST due to various reasons. Some of the reasons are archiving, leavers, and migration from Exchange Server to Office 365 or other platforms. In this article, we are going through all the possible options to export data from Exchange Server 2016 to PST.

There are two ways to export Exchange 2016 mailbox to PST:

  • Export using the Exchange Admin Center (EAC)
  • Export using the New-MailboxExportRequest – PowerShell cmdlet

Requirements

There are some requirements and permissions which need to be done beforehand. These are:

  • Preparation of the shared folder with the right permissions
  • Having the right permissions on Exchange Server

Setting the right permissions on Exchange

This can be done by using the Exchange Admin Center (EAC) or via PowerShell.

Here are the steps to set permissions using EAC:

  • Open the Exchange Admin Center (EAC).
  • After logon, click on Permissions and Admin roles.
exchange admin roles
  • Click on the + button and create a new role.
  • Assign the Import/Export role to the new role and add the users you wish to have this permission.

To set permissions using the Exchange Management Shell (EMS), you need to create and assign the role by using the New-ManagementRoleAssignement cmdlet as given below.

New-ManagementRoleAssignment –Role “Mailbox Import Export” –User “<Username>”

NewManagementRoleAssignment

New-ManagementRoleAssignment -Role “Mailbox Import Export” -SecurityGroup “Organization Management” -Name “Import Export”

Organization Management

Setting up the file share to host the exports

You cannot export directly to a folder, for example, C:\PSTExports. For the file exports to work, you need to use the UNC path of a share. You need to create the folder C:\PSTExports and share the folder with Exchange Trusted Subsystem and set the permissions to Read/Write.

Exchange Trusted Subsystem

Export using the Exchange Admin Center (EAC)

To export mailbox from Exchange Server to PST using the EAC, follow the given steps:  

  • After logging in the EAC interface, click on Recipients and Mailboxes.
  • Highlight the mailbox to export and click on the more options.
  • Click on Export to a PST file.
Export to PST file

To export mailbox from Exchange Server to PST using the EAC, follow the given steps:  

  • In the next screen, select the mailbox and the archive data (if you want to export it).
select the mailbox
  • Select the path to export to.
select the path
  • Enter the user who will be notified when the export is complete..
export is complete

Export using the PowerShell

To export to PST via PowerShell, open the Exchange Management Shell (EMS) and use the New-MailboxExportRequest cmdlet.

Exchange Management Shell

Use the command below to export the PST to the share:

New-MailboxExportRequest -mailbox user1 -filepath “\\Server\PST_Export\UserExport1.pst”

New-MailboxExportRequest

This will start the export of mailbox. To check the status of the export, you can use the Get-MailboxExportRequest PowerShell cmdlet. It will show the status of the export as In-Progress, Failed, or Completed.

Get-MailboxExportRequest PowerShell cmdlet

With this export command, you can also filter by folder or date.

Include or Exclude a folder

To include a folder, use the -IncludeFolders parameter (as given below). You can also include multiple folders, separated by comma.

New-MailboxExportRequest -Mailbox ‘user-a ‘ -Filepath “\\Exchange\PST_Export\User-a.pst ” -IncludeFolders “#Inbox# “, “#Outbox# “

Get-MailboxExportRequest

To exclude a folder, you can use the -ExcludeFolders parameter (see the example below).

New-MailboxExportRequest -Mailbox ‘user-a ‘ -Filepath “\\Exchange\PST_Export\User-a.pst ” -ExcludeFolders “#Spam# “, “#Outbox# “

Include Folders

Filter by Date

Apart from the folder (include or exclude), you can specify a date. This can be done by using the -ContentFilter with lt (less than) and gt (greater than) switches, as given below:

To export all emails older than January 1, 2021,

New-MailboxExportRequest -ContentFilter {(Received -lt ’01/01/2020′)} -Mailbox user-a ‘ -Filepath “\\Exchange\PST_Export\user-a.pst”

Filepath

To export all emails newer than January 1, 2021,

New-MailboxExportRequest -ContentFilter {(Received -gt ’01/01/2020′)} -Mailbox user-a ‘ -Filepath “\\Exchange\PST_Export\user-a.pst”

Content Filter

Apart from newer or older, you can export a date range by using the combination of both lt and gt switches and also include the folder parameters too.

New-MailboxExportRequest -ContentFilter {(Received -gt ’01/01/2020′) -and (Received -gt ’01/07/2020′)} -IncludeFolders “#Inbox#” -Mailbox “td1” -FilePath “\\localhost\c$\PSTFiles\td1_3.pst”

ContentFilter

Pros and Cons of Above Methods

Both methods work fine and will help you export from Exchange Server 2016 with no issues. Once the export is complete, you can open the PST file in any Outlook account.

However, these native tools will only work if the database is mounted and healthy. If you need to export from a failed Exchange server or failed database, you can’t export by using these native Exchange tools.

The Alternative

Stellar Converter for EDB is the application that an Exchange Admin should have in his arsenal as it can open any Exchange Server database – from 2007 to 2019. It can export to PST and other formats, with a variety of export criteria. You can also use the EDB to PST converter tool for migration to a newer Exchange Server or Office 365, since you can export directly to the destination.

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