Summary: Exchange mailbox database stores various information such as emails, contacts, attachments, journals, notes, etc. However, the most crucial data for an organization are the contacts, especially those created by the marketing teams, that help connect with the customers, clients, and employees. Thus, it’s important to back up the contacts from Exchange database regularly. In this post, we have discussed how you can export and backup Exchange Contacts to PST file by using PowerShell commands and an advanced tool.
To create a backup of contacts from selected mailboxes, you need to place a request to the backup department who creates a point-in-time snapshot of the “Contacts” folder for those mailboxes. However, this can take time to process. To avoid this and quickly back up contacts from Exchange database anytime, you can use the New-MailboxExportRequest PowerShell commands in Exchange Management Shell (EMS).
This will help you export Exchange Contacts from selected mailboxes to PST file at a preferred location. Also, it will reduce dependability on the backup team and save time. Plus, unlike snapshots, the PST file can be imported into any Outlook profile or Exchange server to access contacts
While the process to export users’ contacts from Exchange mailbox database (EDB) via PowerShell commands is tricky, we have tried to make it easier through step-by-step instructions. However, if at any point you feel that it’s complex, taking time, or not working as you desire, you can use an EDB to PST converter software, such as Stellar Converter for EDB to export exchange contacts to PST/CSV in a few clicks.
Steps to Export Exchange Contacts to PST/CSV by Using PowerShell Commands
Depending upon the version of Exchange that you are using, here are the steps to export Exchange Contacts to PST/CSV through PowerShell.
Step 1: Assign Permissions and Role
To export a global address book or contacts to PST/Excel/ CSV, a user must have the import/export role assigned and access to Exchange Management Shell. Follow the below given steps to assign the Import/Export role to your user account.
In Exchange 2007:
- Assign the Import/Export role to the user account, which needs to execute the export command, through the following PowerShell cmdlet,
Add-MailboxPermission -Identity “MailboxID” -User “UserName” -AccessRights Full Access
The command assigns “UserName” full permission to the “MailboxID” mailbox.
In Exchange 2010/2013/2016/2019,
- Update Exchange 2010 to SP1 (Service Pack 1). Later versions do not require any update
- Assign the account, which needs to execute the export command, appropriate permissions through this PowerShell cmdlet,
New-ManagementRoleAssignment -Role “Mailbox Import Export” -User <username>
Step 2: Export Exchange Contacts to PST in different editions
Now that the user account has required permissions and roles assigned, you can export contacts to PST by using the following PowerShell commands in EMS,
To Export Exchange contacts in Exchange 2007
- Run the following cmdlet to export contacts from Exchange mailbox database
Export-Mailbox -Identity <MailboxUserID> -IncludeFolders ‘\contacts’ -PSTFolder_Path <Path\filename.pst>
In the above cmdlet, replace <MailboxUserID>with a mailbox user ID such as firstname.lastname@example.org and provide the –PSTFolder_Path location by replacing<Path\filename.pst> in the command. The parameter -IncludeFolders includes the Contact folder for export to a PST file as filename.pst.
To Export Exchange contacts in Exchange 2010/2013/2016/2019
Exchange 2010 should be updated to SP1 to run the following commands in EMS,
New-MailboxExportRequest -Mailbox UserName -IncludeFolders "#Contacts#" -ExcludeDumpster -FilePath \\ExchSrv\FolderName\FileName.pst
In the above cmdlet, UserName is the mailbox from which you want to export Contacts to PST at “ExchSrv\FolderName\” UNC folder path with Filename.pst.
As you may have understood from commands that these can help you export Exchange Contacts from individual mailboxes to PST file. Thus, you will have to run these commands repeatedly to export Contacts from other mailboxes that are stored in the Exchange database (EDB) file.
This could take several hours or days to complete the export. Plus, not everyone can perform these tasks. Thus, if you need to export all contacts or contacts from a few selected mailboxes in Exchange database files to PST, use Stellar Converter for EDB Software.
This proficient tool easily converts data in EDB files to PST format that can be directly imported into Outlook or Exchange servers. With this tool, you can extract all mailbox components such as emails, contacts, notes, etc. to separate PST files from both online as well as offline EDB files.
This tool not only overcomes all limitations of the manual method, but it’s also a much safer and quicker way to export Exchange contacts to PST file. This DIY software is equipped with interactive GUI and compatible with multiple versions of Exchange. Thus, using it will save significant time and resources.
Export Exchange Contacts to CSV using Microsoft Outlook
- Click on ‘File’ menu >>select the ‘Open & Export’ >> ‘Import/Export’.
- Click on ‘Export to a file’
- Select ‘Comma Separated Values’(CSV) option
- Next, select contacts folder
- Choose target destination
- Now you can ‘Map Custom Fields’
- Click ‘Finish’
- Now you can view your .csv-file in Excel.
Export Exchange Contacts to PST/CSV by Using EDB to PST Converter
Here are the steps to perform EDB to PST conversion by using Stellar Converter for EDB:
- First download, install, and launch the software
- On the home page of the software, you will see two options. Select ‘Offline EDB’ if you want to export contacts from Offline EDB or you can select ‘Hosted Exchange’ if you want to export contacts from Live Exchange Server. Here I am selecting “Offline EDB”
- Click ‘Browse’ if you know the EDB file location, or ‘Find’ to search the EDB file located anywhere in the computer. Once you find the required EDB, select it and click Next
- As mailbox items are discovered, they’re populated in a tree-view list in the software’s left-hand panel
- You may preview any item by right-clicking on it and selecting “Preview”
- Once satisfied with preview, select any mailbox folder (contacts, calendars) and click ‘Save’ from File menu. Select ‘PST’ to convert data in PST format.
Also, specify the location where you want to save the converted PST file.
Exchange admins can also export and save Exchange contacts to CSV format by using Stellar Converter for EDB software. The software interface features a ‘Save Contacts’ button under ‘Tools’ tab that exports all the contacts in a few clicks, including the Global Address List. You can find the option to view all the contacts in the mailboxes by clicking on the ‘Contacts’ tab at the bottom after scan. Then select the contact lists and export them to CSV file.
In case of Hosted Exchange, you can export Global Address List or GAL to CSV format. For detailed steps, you can follow this link: https://www.stellarinfo.com/support/kb/index.php/article/export-exchange-contacts-gal-to-csv
You can export Exchange Contacts to PST/CSV using the PowerShell commands. However, it requires technical knowledge and careful execution of commands. Otherwise, there’s a risk of data loss during the conversion since some mailboxes might be skipped due to technical issues. Moreover, you need to execute these commands repeatedly.
So, use the PowerShell commands when you need to export Exchange contacts from a few mailboxes on the server. To export contacts from the Exchange database, i.e. from all or selected mailboxes at once, use Stellar Converter for EDB.