Exporting Office 365 emails to PST format manually typically involves using the eDiscovery feature within the Microsoft Purview compliance portal. This process requires administrative permissions, setting up a new content search, selecting target mailboxes, and exporting the results. After the search completes, an export key is generated, and a ClickOnce application must be used to download the PST files. While functional, this method is time-consuming, involves several technical steps, and is best suited for experienced administrators.

For everyday users or those unfamiliar with Microsoft 365’s compliance features, this manual approach can be overwhelming. It lacks advanced filtering options for selective backup, and even minor misconfigurations can lead to export failures. Additionally, handling multiple mailboxes or conducting frequent backups using this method is inefficient and prone to errors.

In contrast, the Office 365 Backup Tool provides a much more efficient and user-friendly solution. It allows users to export Office 365 mailbox data directly to PST files without requiring complex setup or admin-level access. The tool supports selective data export, maintains folder hierarchy, preserves attachments and metadata, and ensures data accuracy. With its intuitive interface, the tool streamlines the entire backup process, making it ideal for both technical and non-technical users.

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