Exchange Mailbox, Download Emails to PST file

Posted on 2011-10-14
Medium Priority
Last Modified: 2012-05-12
We are being required to produce emails from one of our salesman related to a job.   Is there a way to search on the exchange server, all of  the users' emails that contain keywords we are looking for, or do I just need to log on as the user and select the emails and put them in an archive folder?

What is the easiest way to do this?
Question by:HCSHAW
  • 5
  • 4

Expert Comment

ID: 36969412
If you have at least Exchange 2007 SP1 you can use the export-mailbox cmdlet. Here is the technet article on it.


Here is a blog post that might give a more paletable overview of how it works;


If you have Exchange previous to that version you can use ExMerge.


Author Comment

ID: 36969538
Thanks for the quick response.  I am reviewing the material you provided.   I'm sure a few followup questions will be forthcoming.
LVL 28

Expert Comment

ID: 36969563
What version of Exchange are you running ?
Simplify Active Directory Administration

Administration of Active Directory does not have to be hard.  Too often what should be a simple task is made more difficult than it needs to be.The solution?  Hyena from SystemTools Software.  With ease-of-use as well as powerful importing and bulk updating capabilities.


Author Comment

ID: 36969658
I have Exchange 2003.  Exmerge seems limited on the selection piece.  I need to look for a total of 3 email addresses that have sent and received email from our user.  I have to include an email if it has their names in the body of the email and not the from/to as well.

Any ideas how how to go about this?
LVL 28

Expert Comment

ID: 36969677
With Exchange 2003, you dont have much going on apart from ExMerge.
- you had enabled journaling prior, as an insurance and then you can search for the keyword in the journal mailbox.
- you have some sophisticated multi-mailbox search technology for 2003

Your options are limited.
Exchange 2010 has multi-mailbox search and discovery management for this specific purpose.

Author Comment

ID: 36969691
So my approach of signing on as the user, locating the emails via FIND and putting them in a folder to be archived off is the best way to accomplish this in your opinion?
LVL 28

Expert Comment

ID: 36969703
I guess.
You can use Google Desktop Search to do this.

That's much faster after it has indexed outlook, than native outlook search.
It will take about half a day or something to index.

Author Comment

ID: 36969767
Google Desktop has been disconitnued.
"As of September 14, Google Desktop will no longer be available for download, and existing installations will not be updated to include new features or fixes. " 
And I didn't already have it installed.

I have Outlook 2010 on my laptop.
Here is what I am attempting to do.
1) create an Imap mailbox on my laptop for the users emails.
2) Subscribe to all of his folders
3) Create a search folder to identify the emails I need
4) Drop those into an archive and save off.
5) save his account to a PST
6) Delete if off my laptop, and remove the account from my laptop.

I'm assuming the indexing will take a while, but when finished will be a lot easier to work with than the outlook 2003 client he has on his machine.

Your thoughts?
LVL 28

Accepted Solution

sunnyc7 earned 2000 total points
ID: 36969790
MSN desktop Search
When you install outlook 2010, it will ask you to install Microsoft Search for faster search results.

Any indexing software like - msn desktop / lookout etc will get you a faster result.
I believe you need to do this for a lot of emails and lot of searches.
Its better to go with indexed stuff.

IMAP = lot of rework
You can create another profile and download all mails into that profile natively using exchange.

Author Comment

ID: 36971365
Opted to open it up in outlook 2003 and created multiple searches to identify the emails.  Created a new PST and pasted the found emails into the new PST.  Saved it off.

Thanks for helping me on this.

Featured Post

Important Lessons on Recovering from Petya

In their most recent webinar, Skyport Systems explores ways to isolate and protect critical databases to keep the core of your company safe from harm.

Question has a verified solution.

If you are experiencing a similar issue, please ask a related question

If you have come across a situation where you need to find some EDB mailbox recovery techniques, then here you will find the same. In this article, we will take you through three techniques using which you will be able to perform EDB recovery. You …
I came across an unsolved Outlook issue and here is my solution.
A short tutorial showing how to set up an email signature in Outlook on the Web (previously known as OWA). For free email signatures designs, visit https://www.mail-signatures.com/articles/signature-templates/?sts=6651 If you want to manage em…
There are cases when e.g. an IT administrator wants to have full access and view into selected mailboxes on Exchange server, directly from his own email account in Outlook or Outlook Web Access. This proves useful when for example administrator want…
Suggested Courses
Course of the Month17 days, 10 hours left to enroll

831 members asked questions and received personalized solutions in the past 7 days.

Join the community of 500,000 technology professionals and ask your questions.

Join & Ask a Question