How to Archive Emails from Exchange Server?

Wendy Hawkins | Modified: 2021-02-03T10:42:41+00:00 | Exchange Server, How to, Tech News|

Microsoft Exchange Mailbox is a well-known application. Most of the companies use this application to exchange all the important information of their clients, employees, etc. Most of the users and organizations stores a lot of emails and other data in their account. But, as we all know that accidental deletion, corruption of data, hacking, and many other reasons are common in today’s world. And you can’t save a large number of emails as it will increase the database size. So, you need to archive emails from exchange server.

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User Query

“I need to backup email from exchange server so that I can free up some storage space and I can access my emails in offline mode too. But I can’t afford to lose even a single email. So, please suggest me a solution to backup emails from exchange server safely. Thank you in advance!”

Do you have the same query? If yes, then you are at the right place you will now find the most effective and efficient solution just by reading this blog thoroughly.

Why Export Mail from Exchange Server?

There are some reasons are mentioned below that why archiving mail from exchange server is beneficial for the users.

  • If we archive the file then the size of the exchange mailbox will reduce.
  • The application will perform better.
  • You can shift all the unimportant emails and this will result in less confusion as only the important emails will be saved in the primary box.
  • The risk of data loss reduces.
  • You can access the emails anytime.

How to Backup Email from Exchange Server Manually?

There are 2 methods to create an archive mailbox manually:

  • Archive Exchange Server Emails Manually
  • Automated Solution to Export Emails from Exchange Server

How to Archive Emails from Exchange Server Manually?

Admins can export emails from the exchange server using the New-Mailbox Export Request Cmdlet command in EMS.
Prerequisites Required

  • The user needs to be a member of the role group. And the Mailbox Import Export role should be added. To assign permission to a user admin can use the following command:
    New-ManagementRoleAssignment -Role “Mailbox Import Export” -User DomainName/UserName or alias
  • To save the PST backup files of the mailbox you should create a shared folder.
    The process to Backup Single Mailbox using the Power Shell Command
  • Firstly, you should know the name of the mailbox. If you want to list all the mailboxes then enter the given command in Exchange Management Shell.
    Get-MailboxStatistics -Server YourExchangeServerName
  • After identifying this, add the command to create mailbox backup on the shared folder location in PST file format.

New-MailboxExportRequest -Mailbox “MailBoxName” -FilePath \\Servername\SharedFolderPathName\FileName.pst

You can also use the additional parameters which are mentioned in the next section to limit or modify the exported contents.

How to use the Parameters?

  • -Content Filter Parameter

For example, you can use the given command to archive emails from Exchange Server with the subject “RE” in beginning before 05-02-2020.

New-MailboxExportRequest -Mailbox “MailBoxName” -ContentFilter {(Received -lt ’01/01/2020′) -and (Subject –like ‘Re*’)} -FilePath \\Servername\SharedFolderPathName\FileName.pst

  • -ExcludeFoldersand -IncludeFoldersParameters

For instance, in this, the command uses the IncludeFolder parameters to export the sent and inbox items to PST.

New-MailboxExportRequest -IncludeFolders “#Inbox#/*”,”#SentItems#” -Mailbox “MailBoxName” -FilePath \\Servername\SharedFolderPathName\FileName.pst

  • -IsArchive Parameter

This parameter shows archive as the export medium.

New-MailboxExportRequest -Mailbox “MailBoxName” -IsArchive -FilePath \\Servername\SharedFolderPathName\FileName.pst

Note: A single New-MailboxExportRequest command can contain more than one parameter to accomplish any particular operation.
How to check it worked?

You can know this by using the following commands:

Get-MailboxExportRequest -Mailbox “MailboxName” | Format-List
Get-MailboxExportRequest -Status completed -Database RDB01

The latter command shows the completed request of backup in the RDB01 database.

You need to enter the given command to check the export progress

You can also check the Shared Folder location to check the backup PST file.

Limitations of Manual Method

  • Users can face data loss issues in between or after the completion of the process.
  • These methods are a little bit technical. So, non-technical users will face problems.
  • Can’t pause or resume this method at your convenience.
  • You have to start the whole process from the beginning of the internet connection gets interrupted.
  • It is a time-consuming process.

These are some limitations of the manual method. You can avoid them by using the automated tool which we will mention in the next section.

Professional Solution to Archive Emails from Exchange Server

Do follow the procedure to archive emails easily and safely:

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  • Select the “Add File” option to archive emails.


  • Now you can select or search the files.


  • After adding a file, you can preview the emails and data oF EDB file


  • Now, select the emails and click on the “Export button”.


  • Choose the file format according to need and Adv. Settings to filter emails.


  • Browse a location where you want to save the files and click on “OK”.


  • At last, click on the “Export” button.


Key Features of this Amazing Tool

  • Users can save the files in any file format like PDF, PST, HTML, MBOX, etc.
  • Option to take a backup of both types of the folder (public & private).
  • Provides an option to save the Contacts, Journals, Contacts, etc.
  • The software maintains the folder structure hierarchy.
  • Users can also filter the emails by applying the date and time range filter option.


In this blog, we have mentioned 2 manual methods to archive emails from the exchange server. But, with that, we have also discussed the shortcomings of those methods. So, to overcome those limitations users can use Professional software to backup emails from Microsoft Exchange that is safe and reliable also.

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