How To Use The Search-Mailbox Command To Export Mailbox Data To Pst In Exchange Server

The Exchange Server includes numerous built-in features to help DBAs execute complicated tasks. One of them is to export mailbox data to PST. A widely tried method to attain this purpose is to use the Exchange Management Shell (EMS) cmdlet in the Exchange server. 

To search, copy, or delete a message within a particular mailbox, the search mailbox command can prove helpful. 

However, it cannot export a mailbox or its data directly to a PST file. Instead, the administrators use New-MailboxExportRequest cmdlet for this job. 

In this blog, we will try to dig deeper into the functions of Search-Mailbox and discuss its role in exporting mailbox data to PST. Ahead of manuals, we will also talk about professional EDB to PST converter software.

What Are The Primary Functions Of The Search Mailbox Command?

• The Search-Mailbox cmdlet is available only in on-premise Exchange. You can use it to perform various functions:
• To begin with, you can search a mailbox in the Exchange Server database. 
• Once you have located the desired mailbox, you may proceed to copy the data of the searched mailbox to a specific target mailbox. 
• Alternatively, you can choose to delete messages from the source mailbox, or you can perform both the copy and delete functions simultaneously.
• Furthermore, if you need to recover a single item, you can do so from the Recoverable Items folder of a user. 
• Consequently, this will help you manage your mailbox effectively. 
• Additionally, it is important to free the space in the mailbox folder, especially as it reaches the hard quota for recoverable items. 
• This way, you ensure smooth operation and optimal performance of your mailbox.

To use this cmdlet, you have to add one or both of the Mailbox Search or Mailbox Import Export roles to a role group, for example, the Organization Management role group. 

Also, to delete the content of the mailbox, you must have the Mailbox Import Export role assigned. 

However, here you need to copy the mailbox data to the target mailbox. So, to achieve this task, you can use Search-Mailbox. 

How To Export Mailbox Data To Pst Using The Search Mailbox Command?

Admins can use either PowerShell (EMS) or the web-based EAC for this purpose. 

The syntax below shows the command to export the data to the Target Mailbox in the EMS. Here is an example to understand the use of search-mailbox for this purpose.

Search-Mailbox -Identity "Bill Clinton" -SearchQuery "Subject:Project Clinton" -TargetMailbox "DiscoveryMailbox" -TargetFolder "BillClinton-ProjectClinton" -LogLevel Full

This example searches the mailbox of Bill Clinton and copies the search results to the DiscoveryMailbox in the folder BillClinton-ProjectClinton.

After saving the mailbox data in the target mailbox, proceed to export the saved data from the target mailbox to PST. However, search-mailbox cannot help you serve this task. Instead, you will have to create a new PST export request by using the New-MailboxExport Request cmdlet. 

How to Create a New-MailboxExportRequest in the Exchange Management Shell?

To use this cmdlet, you must be aware of the target and source mailboxes, along with the network path to save the PST file you will export. The EMS command below serves as an example to explain the process:

New-MailboxExportRequest -Mailbox "Silicon Valley" -FilePath \\SERVER01\PSTFiles\Svalley.pst

Here is the brief description of this command:

• Source mailbox: Silicon Valley
• Target .pst file: \SERVER01\PSTFiles\Svalley.pst
• The content and folder paths in the target .pst file are the same as in the source mailbox.

You can also place the Export request with the help of Exchange Admin Center (EAC) 

How To Use EAC To Export Mailbox Data To PST?

Here are the necessary steps to perform this task:

1. Open EAC with admin credentials
2. Navigate to Recipients > Mailboxes 
3. Click More options (…)
4. Select Export a PST file.
5. In the  Export to a .pst file dialog box, choose the source mailbox and then select any of the following options:

1. Export only the contents of this mailbox
2. Export only the contents of this mailbox’s archive
   

6. Click Next after selecting the suitable option.
7. In the next wizard dialog box, provide the UNC path and filename of the target .pst file.
8. Click the Next button
9. In the last page, you find the Send email to the mailbox below when the .pst file has been exported option checked by default. If not checked, then tick it.
10. Add or remove notification recipients by clicking the Browse button.
11. Uncheck the Send email to the mailbox below when the .pst file has been exported option
12. Click Finish.

This is how you can execute the task to export mailbox data to PST format in the Exchange Server.  

What Are The Limitations Of Manual Pst Export Methods?

When you use the Search-Mailbox cmdlet to copy the data of the source mailbox to the target mailbox and the New-MailboxExportRequest to export it to PST, you may face certain restrictions:

• You should have specific administrator permissions and roles to execute the command
• Using the cmdlet in the wrong way can cause data loss
• Those having less technical experience may struggle in abiding by the command line procedures due to the involved complications.

 Likewise, if you use EAC to do the export, several issues may arise.

• You need to have permission for the Mailbox Import Export role
• Improper setup of UNC path permissions may fail the PST export
• You can export the data only network share and not local drive
• In case of large mailboxes, the export request may face downtime
• Limited options for error reporting and logging  

To overcome these shortcomings, Exchange experts prefer confiding in a professional EDB to PST converter software. The reliable and sophisticated Stellar Converter for EDB is a perfect tool in this context.

A Better Replacement For The Search-Mailbox Cmdlet

To perform safe and accurate EDB to PST conversion, experts recommend using Stellar Converter for EDB. This robust software can convert hosted and offline EDB files into PST files with adept precision and integrity. 

The professional EDB to PST converter software performs its task without disturbing the format or structure of the mailbox. It can convert:

• Online and Offline Exchange EDB files to PST 
• Archive Exchange Mailboxes to PST
• Unicode EDB file to Outlook Importable PST

Here are additional features of this EDB to PST converter

• Exports Offline EDB mailboxes to Live Exchange Server or Office 365
• Can convert Multiple EDB files
• Allows saving converted file to PST/MSG/EML/HTML/RTF/PDF format
• Compatible with Exchange Server 2019 to 5.5 & Windows 11 10, 8.1, 8

The Importance Of The Search Mailbox Command  Explained

Admins mostly use the Search Mailbox Command to perform search, copy, or delete operations. 

If you want to export your mailbox data to a PST file, you’ll need to take an extra step by using the New-MailboxExportRequest cmdlet in the Exchange Management Shell. 

You can also use the Exchange Admin Center (EAC) to handle this task, but there are some drawbacks to keep in mind.

These manual methods come with various restrictions. For instance, you’ll need a solid understanding of the commands, and you’ll have to have the Mailbox Import Export role authorized for your account. 

Plus, if your mailbox is large, you might run into problems when using EAC to export your data.

Because of these limitations, many administrators decide to use professional EDB to PST converter software instead. 

A good option is Stellar Converter for EDB, which simplifies the process and ensures a smooth export of your mailbox data to PST without the hassle.