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How to Back Up Microsoft 365 Email Before Deleting a User Account
Question details
The user needs to archive or back up an employee's Microsoft 365 email before deleting the account, especially when standard export options or menus are missing in the admin center.
- Product
- Microsoft 365
- Device & OS
- not provided
- Scenario
- An employee is leaving, and their Microsoft 365 account needs to be deleted without losing their mailbox data.
- Observed behavior
- Standard export options, such as the three dots or 'More' menu above the user list, are missing or unavailable, preventing a simple PST backup.
Ensure you have Exchange Administrator or eDiscovery Manager permissions in Microsoft 365, as these are required to access, convert, or export another user's mailbox data.
Convert the User Account to a Shared Mailbox
Converting to a shared mailbox is the most reliable way to retain email data without needing a separate PST export or maintaining a paid license.
Microsoft frequently updates the Admin Center, which is why older 'Export' buttons or 'three dots' menus may no longer be visible. Converting the mailbox to a shared mailbox bypasses the need to download anything while keeping the data fully accessible to assigned managers.
Log in to the Microsoft 365 admin center, click on 'Show all' in the left navigation pane, and select 'Exchange'.
In the Exchange admin center, go to 'Recipients' and click on 'Mailboxes'. Find and click on the mailbox of the user you want to back up.
In the mailbox properties panel, select the 'Others' tab and click on 'Convert to shared mailbox'. Confirm the conversion when prompted.
Go to the 'Delegation' tab in the same panel and add yourself or the employee's manager under 'Read and manage (Full Access)'.
Return to the main Microsoft 365 admin center, go to 'Users' > 'Active users', select the user, and remove their Microsoft 365 license to stop billing. The data will remain safe in the shared mailbox.
Export Mailbox Data to PST via eDiscovery
If you need a physical, offline copy of the emails as a PST file, use the Microsoft Purview compliance portal. This works even when standard admin center export buttons are missing.
Export to PST Using the Outlook Desktop Client
If you have the user's credentials and the classic Outlook desktop app installed, you can manually export the mailbox to a PST file.
Manage Your Documents Better with WPS Office
While you manage Microsoft 365 administrative tasks like email backups, you might also be looking for a cost-effective productivity suite for your team. WPS Office provides excellent format compatibility and a highly familiar interface at zero cost.
- 1. Visit the Official Website: Go to wps.com to explore the suite's capabilities.
- 2. Download the Installer: Click the 'Free Download' button to get the correct version for your operating system.
- 3. Install and Work: Run the installer, set up the software in seconds, and open your existing Office files instantly.
Frequently Asked Questions
Why is the 'More' menu or 'Export to PST' option missing in the Microsoft 365 admin center?
Microsoft frequently updates the admin center interface, and direct 'Export to PST' buttons from the basic user list have been deprecated. Administrators must now use the Microsoft Purview compliance portal (eDiscovery) or convert the account to a shared mailbox to manage data.
Can I access a deleted user's email without having backed it up first?
If the user account was deleted less than 30 days ago, you can restore the account from the 'Deleted users' section in the admin center to regain access to the emails. If it has been more than 30 days and no hold or backup was created, the emails are permanently deleted.
Does converting to a shared mailbox cost money?
No. Converting a user to a shared mailbox allows you to safely remove their paid Microsoft 365 license. As long as the shared mailbox stays under 50 GB and does not require an archive feature, it is completely free to maintain.
