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Exchange Online
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Dear @John Rey Toston,
Thank you for posting your question in the Microsoft Q&A forum.
Based on your description, you want to back up an Exchange Online Archive mailbox to PST for a separated employee, but you cannot find the option to select the Online Archive mailbox in Microsoft Purview.
If you are unable to use Microsoft Purview due to licensing limitations (Business Basic + EOP1), you can use the following workaround:
Export via Outlook Desktop
- Temporarily assign a license that includes Outlook desktop app (Microsoft 365 Business Standard or higher)
- Sign in to Outlook desktop using the employee’s mailbox credentials
- Ensure the Online Archive mailbox is visible in Outlook
- Go to:
- File > Open & Export >Import/Export
- Select Export to a file > Outlook Data File (.pst)
- Choose the mailbox or archive folders to export
- Complete the export and save the PST locally
For more detailed information Export emails, contacts, and calendar items to Outlook using a .pst file
Note: Business Basic does not include Outlook desktop, so export is not available by default
To avoid extra cost, you can use a trial subscription (Business Standard or higher) to perform the export
Make sure the mailbox remains licensed and accessible during the export process.
I hope my information meet your expectations, please feel free to reach out if you have any other questions.
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