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Download Exchange Online data

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License editions: To understand the applicable license editions, see Plans & Pricing.

Overview 

As an inSync Cloud administrator, you can download the Exchange Online backed up data using the inSync Management Console. Additionally, inSync users can use the inSync Web to download the Exchange Online backed up data.

Note: Administrator can view the snapshots of Exchange Online devices in UTC time zone. 

You can download the entire mailbox (Mails, Contacts, Calendars, Tasks) as PST  and Archive files from a specific snapshot using inSync Management Console. inSync also allows you to download mailbox items individually, such as Mails, Contacts, Calendars, Notes, and Tasks in the Archive, MBOX(applicable only for Mails), and PST file formats. For more information, see the Support Matrix for download.

 SSO login mechanism is supported for downloading Exchange Online data in the PST format.

Notes: 

  • You can download Exchange Online users' data in the Archive, PST, and MBOX file formats only using inSync Management Console. This is not supported using inSync Web.
  • Druva Cloud Admin or inSync Cloud Admin must have the 'View Legal Hold' right to download the PST file.

You can also search to find files or emails and then download them.

PST download_Exchange_RN.png

You can download an entire mailbox or mailbox items individually such as Mails, Notes, Contacts, Calendars, and Tasks.

Download entire mailbox

To download entire mailbox of a user,

  1. Sign in to inSync Management Console and navigate to Microsoft 365 > Users.
  2. On the Users page, click the username of the user whose data you want to download and click Restore Data. Under Select a data source, select Exchange Online.
  3. Select the snapshot you want to download on the Restore Data window.
  4. Select all folders and click Download.
  5. On the Download Data window, select the desired file format from the displayed options - Archive and PST.
  6. Click Download.

The table lists the file format conventions that inSync uses for entire mailbox downloads.

Data Type File Format
Entire mailbox of user that includes Mails, Contacts, Calendars, and Tasks.

  • Archive: The file format supported as per your operating system. For example, <username> .zip

  • PST: For PST download option, the conversion of files to PST format takes a longer time to complete. After the conversion is complete, Druva sends an email to the registered email address with a link to download the files.

Note: MBOX format is only supported for Mails. Hence, if all folders are selected the MBOX format is disabled.

Download mailbox items individually 

You can download mailbox items individually such as Mails, Contacts, Calendars, Notes, and Tasks.

Download Mails

Use the following procedure to download Mails.

  1. Sign in to inSync Management Console and navigate to Microsoft 365 > Users.
  2. On the Users page, click the username of the user whose data you want to download and click Restore Data. Under Select a data source, select Exchange Online.
  3. Select the snapshot you want to download on the Restore Data window.
  4. Do one of the following: 
    • To download the entire Mails folder, select Mails and click Download. On the Download Data window, select the desired file format from the displayed options - Archive, MBOX, and PST.
    • To download individual emails,
      1. Click Mails and browse the mailbox. 
      2. Select the mailbox folders or emails that you want to download. On the Download Data window, select the desired file format from the displayed options - Archive, MBOX, and PST. Alternatively, you can also use Search to search for emails that you want to download. Click the email to view its details like sender, receiver, attachments and so on.
  5. Click Download. For PST and MBOX download options, the conversion of files to PST and MBOX format takes a longer time to complete. After the conversion is complete, Druva sends an email to the registered email address with a link to download the data.

PST_success.png

The following table lists the file format that inSync uses for email downloads. 

Type File format
Entire Mails folder
  • Archive: The file format supported as per your operating system. For example, <username>.zip
  • MBOX
  • PST
Individual email
  • Archive: The file format supported as per your operating system. For example, <email subject> .eml
  • MBOX
  • PST

inSync logs the audit trail for the administrator who has initiated the download action. The link to download the PST and MBOX is also available within the audit trail entry once the conversion and download is complete. For more information, see View audit trail for administrators.

Download Notes

Use the following procedure to download Notes.

  1. Sign in to inSync Management Console and navigate to Microsoft 365 > Users.
  2. On the Users page, click the username of the user whose data you want to download and click Restore Data. Under Select a data source, select Exchange Online.
  3. Select the snapshot you want to download on the Restore Data window.
  4. To download notes, select Mails > Notes and do one of the following:
    1. To download the entire notes folder, select Notes and click Download. On the Download Data window, select the desired file format from the displayed options - Archive, MBOX, and PST.
    2. To download an individual note, click Notes. Browse and select the required note that you want to download and click Download. On the Download Data window, select the desired file format from the displayed options - Archive, MBOX, and PST. 
  5. Click Download. For PST and MBOX download options, the conversion of files to PST and MBOX format takes a longer time to complete. After the conversion is complete, Druva sends an email to the registered email address with a link to download the files. The following table lists the file format conventions that inSync uses for notes downloads.
Type File format
Entire notes folder, Individual note
  • Archive: The file format supported as per your operating system. For example, <username> .zip. Within the downloaded zip file, .eml files are created.
  • MBOX
  • PST

inSync logs the audit trail for the administrator who has initiated the download action. The link to download the PST and MBOX is also available within the audit trail entry once the conversion and download is complete. For more information, see View audit trail for administrators.

Download Contacts

Use the following procedure to download Contacts.

  1. Sign in to inSync Management Console and navigate to Microsoft 365 > Users.
  2. On the Users page, click the username of the user whose data you want to download and click Restore Data. Under Select a data source, select Exchange Online.
  3. Select the snapshot you want to download on the Restore Data window.
  4. Do one of the following:
    1. To download all contacts, select Contacts, and click Download. On the Download Data window, select the desired file format from the displayed options - Archive and PST. 
    2. To download a contact group or an individual contact, click Contacts and browse the contact or contact group that you want to download and click Download. On the Download Data window, select the desired file format from the displayed options - Archive and PST. 
  5. Click Download. For PST download option, the conversion of files to PST format takes a longer time to complete. After the conversion is complete, Druva sends an email to the registered email address with a link to download the files. The table lists the file format conventions that inSync uses for contacts downloads.
Type File Format
All contacts, Contact group
  • Archive: The file format supported as per your operating system. For example, <username> .zip
  • PST
Individual contact
  • Archive: The file format supported as per your operating system. For example, <contact name> .vcf
  • PST

inSync logs the audit trail for the administrator who has initiated the download action. The link to download the PST is also available within the audit trail entry once the conversion and download is complete. For more information, see View audit trail for administrators.

Download Calendars

Use the following procedure to download Calendars.

  1. Sign in to inSync Management Console and navigate to Microsoft 365 > Users.
  2. On the Users page, click the username of the user whose data you want to download and click Restore Data. Under Select a data source, select Exchange Online.
  3. Select the snapshot you want to download on the Restore Data window.
  4. Do one of the following: 
    1. To download the entire calendar, select Calendars and click Download. On the Download Data window, select the desired file format from the displayed options - Archive and PST. 
    2. To download individual calendar items, click Calendars and browse the calendar that you want to download, and click Download. On the Download Data window, select the desired file format from the displayed options - Archive and PST.
  5. Click Download. For PST download option, the conversion of files to PST format takes a longer time to complete. After the conversion is complete, Druva sends an email to the registered email address with a link to download the files. The table lists the file format conventions that inSync uses for calendar downloads.
Type File format
Entire Calendar, Individual Calendar
  • Archive: The file format supported as per your operating system. For example, <username> .zip
  • PST

Within the downloaded zip file, there are .ics files corresponding to each calendar event.

Note:

  • Attachments within calendar events are downloaded as regular calendar events. You can view the attachments for respective calendar events in user's Outlook account via Outlook client or Outlook web application.

inSync logs the audit trail for the administrator who has initiated the download action. The link to download the PST is also available within the audit trail entry once the conversion and download is complete. For more information, see View audit trail for administrators.

Download Tasks

Use the following procedure to download Tasks.

  1. Sign in to inSync Management Console and navigate to Microsoft 365 > Users.
  2. On the Users page, click the username of the user whose data you want to download and click Restore Data. Under Select a data source, select Exchange Online.
  3. Select the snapshot you want to download on the Restore Data window.
  4. Do the following:
    1. To download a task folder, select Tasks, and click Download. On the Download Data window, select the desired file format from the displayed options - Archive and PST. 
    2. To download an individual task, click Tasks and browse the task that you want to download and click Download. On the Download Data window, select the desired file format from the displayed options - Archive and PST. 
  5. Click Download. For PST download options, the conversion of files to PST format takes a longer time to complete. After the conversion is complete, Druva sends an email to the registered email address with a link to download the files. The following table lists the file format conventions that inSync uses for tasks downloads.
Type File format
Individual or multiple task folders
  • Archive: The file format supported as per your operating system. For example, <username> .zip. Within the downloaded zip file, .json files are created.
  • PST

inSync logs the audit trail for the administrator who has initiated the download action. The link to download the PST is also available within the audit trail entry once the conversion and download is complete. For more information, see View audit trail for administrators. 

Support Matrix for Exchange Online download

Data Type Supported file format for download
Entire Mailbox of a user (Mails, Contacts, Calendars, and Tasks)
  • Archive: The file format supported as per your operating system. For example, folder.zip file format.
  • PST

Note: MBOX format is only supported for Mails.
Only Mails folder or individual mails
  • Archive: The file format supported as per your operating system. For example, <email subject> .eml file format.
  • PST
  • MBOX
Only Contact folder or individual contact items
  • Archive: The file format supported as per your operating system. For example, <contact name> .vcf file format.
  • PST
Only Calendars folder or individual calendar items
  • Archive: The file format supported as per your operating system. For example, .ics file format.
  • PST
Only Tasks folder or individual task items
  • Archive: The file format supported as per your operating system. For example, .json file format.
  • PST
Only Notes folder or individual notes items
  • Archive: The file format supported as per your operating system. For example, .eml file format.
  • PST
  • MBOX

Related Links

Restore Exchange Online data 

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