Data Backup Problems

How to Export a Shared Mailbox to PST in Outlook

WPS Content Manager Sep 27, 2026 869 views

Question details

The user wants to learn about Microsoft 365 Backup capabilities and needs instructions on how to export a shared mailbox to a local PST file using Outlook.

How to Export a Shared Mailbox to PST in Outlook

Product: Microsoft Outlook 365
Device & OS: not provided
Scenario: Backing up shared email data by exporting an entire shared mailbox structure to a local PST file.
Observed behavior: The user requires the specific built-in Outlook settings and menu paths to successfully extract shared mailbox data into a PST format.

Before you start

Ensure that the shared mailbox is properly added to your Outlook client and that your IT administrator has granted you the necessary Full Access permissions for that mailbox.

Solution 1Recommended

Export a Shared Mailbox to PST via Outlook's Import/Export Wizard

Use the built-in Outlook Import/Export wizard to save the shared mailbox data locally as an Outlook Data File (.pst).

Microsoft 365 Backup can protect SharePoint sites, OneDrive accounts, and Exchange mailboxes on the server side, but creating a local backup of a shared mailbox requires using the Outlook desktop application. Ensure your shared mailbox is fully synced locally before exporting.

Access the Open & Export Menu

Open the Outlook desktop application. Click on 'File' in the top-left corner of the window, then click on 'Open & Export' in the left-hand menu.

Launch the Import/Export Wizard

Click the 'Import/Export' button to open the Import and Export Wizard dialog box.

Choose the Export Action

From the list of available actions, select 'Export to a file' and click the 'Next' button.

Select the File Type

Choose 'Outlook Data File (.pst)' as the file type you wish to create, then click 'Next'.

Select the Shared Mailbox

Scroll through the folder list and highlight the top level of the shared mailbox you want to export. Make sure the 'Include subfolders' checkbox is ticked so that all emails and folders are backed up.

Save the PST File

Click 'Browse' to choose a location on your computer to save the file. Provide a name for your backup, click 'OK', and then click 'Finish' to begin the export process.

Export a Shared Mailbox to PST via Outlook's Import/Export Wizard

PowerShell Limitations: Exchange Online PowerShell does not generally provide the same direct PST export method (like New-MailboxExportRequest) as on-premises Exchange. The Outlook desktop client or Microsoft Purview eDiscovery are the recommended tools for this task.

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Frequently Asked Questions

Why isn't the shared mailbox showing up in the Outlook export list?

If the shared mailbox is not visible in the export wizard, it may be because it was added via Auto-Mapping rather than as a separate account in your Outlook profile. You can resolve this by manually adding the shared mailbox as a secondary account under File > Add Account.

Does Microsoft 365 Backup automatically save my PST files?

No. Microsoft 365 Backup is designed to protect active server-side data such as SharePoint sites, OneDrive accounts, and Exchange mailboxes. PST files are local data files managed manually via the Outlook client and must be backed up using local or cloud storage solutions.

Can I export a shared mailbox to a PST file using Microsoft 365 webmail (OWA)?

No, Outlook on the Web (OWA) does not support exporting mailboxes to PST files. You must use the Outlook desktop client installed on a PC to access the Import/Export wizard.

Migration & Recovery