How to Download Emails from Microsoft Exchange Server Easily

Tej Pratap Shukla | Published: November 8, 2024 | Exchange email | 5 Minutes Reading

Every now and then there comes a request where people want to know how to download emails from Microsoft Exchange Server. You may be a user, who wants a backup for personal preservation, or an admin who needs to save important conversations for the entire organization. Doest matter what your reason is the instructions we give here fit every scenario. So let us start by discussing how admins can complete this task on their end.

How to Download Emails from Microsoft Exchange Server via EAC?

The admin center is the most well-known method yet some novice admins may not be aware of the exact procedure. Moreover, the absence of a clear-cut download button doesn’t make things any easier. Fear not all you have to do is follow these instructions.

Login to EAC (<server_IP/ecp>)
Go to Recipients ( By default when you first open the EAC you end up here)
As all emails are present in the mailbox select the mailbox whose emails you want to backup.
Then click on the 3 horizontal dots present in the toolbar and select the Export type.
Follow the rest of the instructions as they appear.

Note: To do all this the account must have the Mailbox Export Role. This role is not allowed by default so first admins must enable it from the Permissions section.

If you are not an admin but still need to make a backup for your mailbox we have some strategies to help you out as well.

Use Outlook and Download All Emails from Microsoft Exchange Server

Where ever there is an Exchange Server Outlook

Even when Microsoft no longer gives an export mechanism in the modern edition of Outlook, Users can still switch back to the classic version (at least 2029) and use the Export option from there.

Click on File
Select Open & Export
Click on Import/Export
In the Import and Export Wizard
Choose action as Export to a File
Pick an Output format from the available options and follow the on-screen instructions to complete the rest.

If users just want the backup of one or two emails then they can drag and drop the conversations into a folder directly.

Otherwise, there is always the option to take a screenshot and preserve a view-only image of the email contents forever.

If you don’t want to configure the multiple settings that regular Outlook Export has you can directly go for the alternative route. Which is:

File > Save As > Browse for a location and Hit Save.

You can Print the mail to make a hard copy backup or change the printer settings to Select a Microsoft Print to PDF option and keep a copy of the conversation in that format.

How to Save Emails from the Exchange Server Professionally?

The best option to download all emails from the Microsoft Exchange Server is to use the SysTools Exchange Backup Tool. This professional solution is designed to keep all user requirements in mind. So that admins can easily configure increase or decrease the number of users whose emails get processed simultaneously.

Download Now Free Purchase Now 100% Secure

Moreover, with a delta backup system, the tool can even help to back up those emails that came in during the initial run.

The procedure to rerun backup for failed items or redo the entire thing again makes this the only solution you need. Below you will find the simple steps that you can learn to use this amazing utility.

Note that in case for some reason your mailboxes dismount from the server, you can use the EDB to PST Converter instead.

Steps to Backup Exchange Emails with a Tool

Step 1. Download a copy on your workstation, launch the tool, and begin by selecting the endpoints, as Exchange, and whatever format you wish to save the emails in.

Step 2. Scroll down to the workload area and mark the check box next to the emails option. You can also set up a date filter if need be.

Step 3. In the Source screen type in all the details (admin, email, Exchange Server IP, etc) and validate. Then press Next.

Step 4. Likewise, for the destination pick a path and Validate it, then hit Next.

Step 5. The user’s screen gives you 3 different ways to perform the mapping. You can Fetch users, Import a premade CSV, or Download a template, fill it, and Upload it to make the User list.

Step 6. The list appears in its entirety on the Preview Screen, where you can perform further selections and apply Priority marking. Validate and Press Backup.

Conclusion

So now we believe everyone is satisfied with the answers we gave on how to download emails from Microsoft Exchange Server. Among the multitude of ways discussed here, none match the easiness or variety of options present inside the tool. Therefore instead of manually struggling with traditional exports, or dealing with confusing PowerShell scripts it’s better to use the advanced solution.