Manage Microsoft 365 Export Jobs

Once an export has been started, you can view the export progress, or cancel the export as it is running. Once complete, download the exported file, open it and audit export jobs.

View Export Progress

  1. Log in to the Management Console user a SuperUser or Manager account with Security Officer permissions.
  2. Open the Microsoft 365 BackupsDashboard
  3. Select the Customer to view the associated Microsoft 365 tenants.
  4. Click the domain name to open the device properties
  5. Navigate to the Active Jobs tab to view the progress of ongoing export jobs.

The export time depends on the size of the Microsoft 365 Exchange data backed up and may take several hours.

If the export exceeds 5GB, the system creates multiple .pst files.

Cancel Export

  1. Log in to the Management Console user a SuperUser or Manager account with Security Officer permissions.
  2. Open the Microsoft 365 BackupsDashboard
  3. Select the Customer to view the associated Microsoft 365 tenants.
  4. Click the domain name to open the device properties
  5. Navigate to the Active Jobs tab.
  6. Click the x icon next to the progress bar to cancel the export.

Download Exported .pst File

  1. Log in to the Management Console user a SuperUser or Manager account with Security Officer permissions.
  2. Open the Microsoft 365 BackupsDashboard
  3. Select the Customer to view the associated Microsoft 365 tenants.
  4. Click the domain name to open the device properties
  5. Navigate to the History tab.

  6. Using the Filter panel on the left-hand side, filter by export jobs.

    You can view the export file size, the expiry date, and the number of remaining download attempts.

  7. Select the link to download a .zip archive of the exported .pst file.

    If the download is interrupted, you can resume it within one hour.

    Exported .pst files are retained for 7 days before being deleted, regardless of download attempts. This helps to prevent storage issues and ensures compliance with retention policies.

    Each file can be downloaded up to 5 times. After 7 days or 5 downloads, whichever comes first, you must start a new export.

Open Exported .pst File

Make sure you have the classic desktop version of Microsoft Outlook installed. If you're using the New Outlook, switch to Classic Outlook. Opening .pst files is fully supported in Outlook for Windows. Outlook for Mac has limited support, and Outlook on the web doesn't support .pst files.

For the most current information, see the official Microsoft documentation.

Audit Export Jobs

  1. Log in to the Management Console user a SuperUser or Manager account with Security Officer permissions.
  2. Open the Microsoft 365 BackupsDashboard
  3. Select the Customer to view the associated Microsoft 365 tenants.
  4. Click the domain name to open the device properties
  5. Navigate to the Audit tab to monitor or view the export activity such as detailed logs of export requests, downloaded files, cancellation of exports, and more.