Combined with the 30-day permanent deletion rule, this can break down email conversations. Since there’s no direct whitelist feature and moving individual emails from the junk mail folder to the inbox is inefficient, we’ve compiled a comprehensive set of tips to simplify email whitelisting.

How to Create a Whitelist in Outlook 365?

Outlook is not a single app. Microsoft has made several editions of the app for Web, Desktop, and even Mobile. So it means there are several options for creating a whitelist at the user level, thanks to the variety of Outlook versions.

There are subtle differences in our approach depending on the platform we are using. Don’t worry, we will give you detailed descriptions for each of the available versions so you have no issues whatsoever in building your own safe sender lists.

Let’s explore them one by one, starting with the browser app.

Use Outlook 365 Web to Make a Whitelist(Safe Sender)

Step 1. Log in to the Outlook 365 web portal.

Step 2. Click on the cog icon in the top right corner.

Step 3. Select Mail > Junk Email > Scroll to Senders.

Steps for  Whitelist Senders on the New Outlook Client

The steps are nearly identical to the web version due to the similarity in the UI design:

Step 1. Select Email > Junk email > Scroll to Senders.

Note: You might see a blank screen in the Junk Email section if you’re trying to set a policy for a non-Outlook account. Only email addresses ending with @outlook.com, @hotmail.com, @on.microsoft.com, or custom domains with a premium Microsoft 365 subscription can set up a whitelist through the client.

Microsoft’s whitelist option is called “Safe Senders.”

Step 2. Under Safe Senders, click on “Add Safe Sender” or “Add Safe Mailing List.”

Step 3. Then, type the specific email address or perform an Office 365 domain whitelist.

Step 4. Press “Ok” and then click “Save.”

How to Use Outlook Classic Edition for Creating Whitelists

Step 1. On the main Home ribbon, find the delete sub-partition area with a person icon and a prohibition symbol.

Step 2. Then, click to expand and select “Junk email options” from the dropdown.

Step 3. In the Junk email options box, switch to the Safe Senders tab.

Step 4. Click on “Add,” type the name, click “OK,” and then “Apply.”

PowerShell Method to Configure an Organization-Wide Whitelist

To set up an organization-wide whitelist in Exchange Online using PowerShell, follow these steps:

Step 1. Open a new instance and establish a connection with Exchange Online PowerShell:

Connect-ExchangeOnline -UserPrincipalName

Step 2. Add Trusted Senders (Whitelist) Globally:

Option 1: Add trusted senders to the existing policy:

Set-HostedContentFilterPolicy -Identity "Default" -AllowedSenders "trusted@domain.com", "another@trusted.com"

Option 2: Create a new custom policy for whitelisting domains in Office 365:

New-HostedContentFilterPolicy -Name "CustomPolicy" -AllowedSenders "trusted@domain.com"

Then, apply the policy:

New-HostedContentFilterRule -Name "CustomRule" -HostedContentFilterPolicy "CustomPolicy" -SentToScope "AllRecipients"

To verify:

Get-HostedContentFilterPolicy -Identity "CustomPolicy"

Steps to Whitelist a Domain in Office 365 Admin Center

The default M365 spam prevention policy has 0 allowed senders. So we will edit it to include our whitelist. For that, follow these instructions:

Step 1. Log in to https://security.microsoft.com/ portal.

Step 2. Then, on the left-hand navigation pane, expand Email & collaboration.

Step 3. Open Policies & rules, choose Threat policies, then click on Anti-spam policies.

Step 4. Select the Default Anti-spam Inbound Policy.

Step 5. On the right-hand pane, scroll until you see the option to Edit allowed and blocked senders and domains.

Step 6. Then, under the Allowed Senders section, click on Manage sender(s).

Step 7. Tap on the + Add senders button.

Step 8. Type the email address and press Enter.

Step 9. Repeat Step 8 for as many senders as you like.

Step 10. Press the Add senders button at the bottom of your screen.

Step 11. View and verify the list.

Step 12. Press Done.

Step 13. Hit Save to apply the changes.

Step 14. Finally, Close the Panel.

The policy will now refresh and allow all emails from the added domains in the user mailboxes.

If you are planning to make a new custom policy, then you can make the Office 365 domain whitelist by allowing senders during the policy construction itself. Add the names you want when you reach the Allow & block list section.

Users who check their emails on the go might prefer using the mobile app to set up a whitelist. Although the mobile version has limited email filtering capabilities, a specific feature can be used to create a partial whitelist.

How do I Whitelist an Email Address in the Outlook 365 Mobile App?

The current Outlook mobile app doesn’t have a specific setting for whitelisting emails. However, there’s a workaround using the “Focused tab” feature to create a pseudo-whitelist. While not a true filter, it’s effective for those who use Outlook on the go or only want to read important emails at a glance on their mobile device.

Steps are as follows:

Step 1. Open the Outlook app on your mobile device >> Tap the menu icon (three horizontal lines) in the top left corner >> Go to Settings.

Step 2. Under the Mail section, find and tap on Focused Inbox >> Toggle the switch to turn on Focused Inbox.

To move emails to the Focused Inbox: These steps are different from the ones used to move archived emails back to the inbox in Office 365. So follow carefully.

Step 1. Go to the Junk folder.

Step 2. Tap and hold the email until three horizontal dots appear in the top right corner.

Step 3. Click on the 3 horizontal dots and select “Not Junk.”

Step 4. Tap “Ok” on the pop-up.

If your email is in the Other tab of the Inbox:

Step 1. Tap and hold the email until three horizontal dots appear in the top right corner.

Step 2. Select “Move to Focused Inbox.”

Step 3. In the pop-up, select “Move this and all future messages.”

Step 4. Tap “MOVE TO FOLDER.”

Remember that this isn’t a true whitelist or rule, so only the selected message (and future messages if you choose) will be affected.

Best Practices to Whitelist Email in Outlook 365

• Add entire domains (like @example.com) to ensure all emails from that organization bypass spam filters.
• Maintain and update your Blocked Senders list to prevent unwanted emails from getting through.
• Monitor your Junk folder regularly and mark legitimate emails as “Not Junk” to improve filter accuracy.
• Verify that SPF, DKIM, and DMARC records are properly set up to authenticate legitimate senders.
• Admins may also want to recover deleted folders in Outlook caused by an overcorrected filtering.

Understanding the Difference Between Safe Senders and Safe Mailing Lists

Safe Senders: Ensures emails from specific addresses always go to your inbox, bypassing the junk mail folder.
Safe Mailing Lists: Ensures emails from trusted mailing lists go to your inbox, even if your address isn’t in the “To” line.
Examples:

Add john@example.com to Safe Senders to receive his emails directly in your inbox.
Add newsletter@company.com to Safe Mailing Lists to receive their newsletters.
While Microsoft doesn’t explicitly prevent adding safe sender-type emails to safe mailing lists and vice versa, it’s recommended to choose the most appropriate option for each email type to avoid errors.

Conclusion

Now you have a complete understanding of how to whitelist an email in Outlook 365, whether using a desktop client, web portal, or mobile app. Additionally, we’ve provided instructions for admin-level whitelisting procedures for organization-wide spam protection. Whitelisting emails is just one way to secure your digital communication. Another equally important method is creating backups, which admins can achieve using tools like SysTools Backup for Microsoft 365.

Frequently Asked Questions

Q. What is the procedure to Whitelist an email identified as spam in the M365 Defender Portal?

Ans. Go to Microsoft Defender > Actions & Submissions > Submissions > + Submit to Microsoft for analysis > Select submission type, add message ID or Screenshot, select either the “I’ve confirmed it’s clean” or “It appears clean” option > Press Next.
Provide any other proof if required. The email should be whitelisted soon.

Q. Is there anything that a sender can do to make Office 365 Whitelist their email domain?

If the filter regularly flags their emails as spam, then ask them to change the format and share attachments via a OneDrive link. They should avoid spam-like syntax in the email.

Q. Do senders receive a notification if their email/domain is put in the Outlook email whitelist?

No, all Whitelisting data is stored in the account. None of your senders receive any message informing them whether they are on a whitelist or not.

Q. Why do some emails need to be put in an Office 365 domain whitelist?

By default, M365 prioritizes safety over email delivery, so if it detects even a small chance of a message being a scam, it never even lets it reach your inbox. Unfortunately, this hypersensitive feature may sometimes get triggered on actual important emails. So, to prevent it from disrupting email communication, admins or users should build a Whitelist on Outlook with all the senders they know are safe.

The post Guide to Whitelist an Email in Outlook 365 for Users & Admins appeared first on A Complete How to Guide - Get Solution to Your Queries.

Email is the most common means of communication among business as well as home users in today’s world. Therefore, to conduct email communication, users use any email application of their choice. The applications are also improving their standards and requirements for the users to the next level. With the increasing technology, the challenge comes when the user wants to know how to migrate Yahoo Mail to Office 365. As they want to migrate/transfer to Microsoft 365, as they are not satisfied with what they are using.

Yahoo Mail is one such application that does not match the needs of the users properly. So, users have questions like How to transfer Yahoo emails to Office 365 / Microsoft 365? Furthermore, if a user is looking to take their small business to the next level, then they must have an email application that provides a professional environment to its users. Hence, for an easy-to-use and robust features application, one needs to switch to a platform like Microsoft Office 365.

To have a better understanding of the need of users for this task, I have discussed the most common queries asked by users. These queries let you know the exact reason why people import Yahoo emails to Office 365.

“User Query 1. In today’s modern era where technology is increasing day by day, Yahoo Mail has become little outdated when compared with other new web-based application such as Office 365. In order to avail all the new exciting features provided by Office 365 application, I have decided to switch to Microsoft 365. Therefore, I am searching for a solution to migrate Yahoo business email to Office 365 in most reliable and perfect way without any loss of data.”

“User Query 2. Yahoo Mail is for Small Business organizations with limited services and O365 offers a more flexible environment for business related activities. After having a look on Office 365 and its various facilities such as scheduling meeting, safety and security features than Yahoo Mail, I have decided to migrate to Microsoft 365 / Office 365 portal. As I don’t know how to migrate Yahoo Mail to Office 365 so, can anyone suggest me a solution regarding this?”

“User Query 3. From past few days, I am working on a trial version of the Office 365 business premium because it provides a more professional environment to its users. Therefore, I have tried many times to migrate emails but still unsuccessful. That’s why I am searching for a solution that can help me in this bulk migration in the most simple way.”

Free Solution to Transfer Yahoo Emails to Office 365

One thing that a user must keep in mind is that there is no direct manual solution available to import Yahoo Mail emails to Microsoft 365. In order to perform this Yahoo to Office 365 migration, first, you will need to export Yahoo Mail to PST data file format, and later, you can import it into the desired Microsoft 365 account. Follow the steps given below for the same –

Step 1. First, change the Account Security of Yahoo Mail, enable Allow apps that use less secure sign-in option.

Step 2. After that, open MS Outlook and go to File >> Info >> Add Account >> Manually Configure Server Settings. After that, click Next to continue the migration process via the manual method.

Step 3. Now, select the POP3 or IMAP option from the Add New Account window and click on Next to proceed.

Step 4. Here, enter all credentials, i..e., Yahoo email address and password. If you do not want to be prompted each time you log in, check the Remember Password option.

Step 5. After that, in the incoming mail server field, type pop.mail.yahoo.com, and in the outgoing server field, type smtp.mail.yahoo.com.

Step 6. After that, click on the More Settings option and in the POP and IMAP Account Settings, enter a name for the account.

Step 7. Then, choose the Outgoing Server tab and check the Use Same Settings as My Incoming Mail Server and My SMTP Requires Authentication options.

Step 8. Now, open the Advanced tab and for the POP3 server, type 995 and for the SMTP server, type 465. Select SSL as the encryption type and select the “This Server Requires an Encrypted Connection” option.

Step 9. Then, click on the OK >> Next button, and then click on the Finish option. After that, Exit and Restart MS Outlook 2021, 2019, 2016.

Step 10. Finally, click on the Send/Receive tab and choose the Send/Receive All Folders option. All of your Yahoo folders will be available in.

Step 11. Go to the default location to confirm if the Yahoo file is saved or not on your desktop.

So, once you get the resultant file, then just configure the Microsoft 365 account in your Outlook application, and you can later import PST to Office 365 into it.

Why Manual Procedure Fails to Migrate Yahoo Mail to Office 365?

A user might fail to know how to migrate Yahoo Mail to Office 365 account using the manual procedure because:

1. The manual method is quite lengthy and complex to perform for a novice user. In short, it is time-consuming, and a user may need the help of a technical expert.
2. Moreover,  you will have to repeat the entire task again and again for multiple users, which will eventually a headache.
3. There might be a risk of loss of data, also because it is not a guaranteed solution.

To ease the pain of all the users, I will also share a direct and reliable automated solution. That professional solution will help you transfer all the Yahoo Mail emails along with attachments into the selected Microsoft 365 account.

Should I Forward My Yahoo Mail to O365?

No, let me tell you why it’s not a good idea. First of all, you can only forward one message at a time, whereas changing emails means moving every single message, so manual forwarding becomes quite a chore.

Not only that, but there is a strict quota on how many emails you can send in a day (500) and even in an hour (100). This spam prevention mechanism creates a strict upper limit, and it does not matter if you are sending a new message or forwarding an existing one.

If you exhaust your quota, you want be able to send any new mails until the cool down period expires.

Moreover, unlike other email providers that provide automated email forwarding for free, Yahoo keeps its auto forwarding locked behind a paywall. If you are about to leave a particular email service, it does not make sense to get a premium subscription for it just so that you can forward upcoming messages.

How to Migrate Yahoo Mail to Office 365? Alternative Solution

As discussed above, there is no direct manual method available for this migration. Therefore, to overcome all the limitations of the indirect manual procedure, one can go for a reliable IMAP Migration Tool. Using this tool, one can easily transfer multiple emails as required from a Yahoo account to Microsoft 365 account.

It’s perfect software for someone like yourself you is in the middle of changing email platforms. Moreover, it even comes for all users for a bulk migration of emails along with attachments. So, the user can operate the software on Mac & Windows OS easily on its supported versions.

Hence, use the tool on the supported version and perform a safe and quick migration. Or to know more about the tool, just go for its free demo version on any OS.

How to Use Automated Tool for Yahoo to O365 Transfer?

Step 1. Download, install, and open the tool on your supported Windows computer, and select the source and destination platforms as IMAP.

Step 2. Thereafter, scroll a bit and tick the Email category option, and set the date filter to import only specific emails.

Step 3. From the next screen, select the Yahoo option from the drop-down and validate permission.

Step 4. Move further to the Destination tab, select Office 365. Provide the credentials as asked, and validate the permissions as needed.

Step 5. Eventually, add the user as necessary using any of these options and then validate them.

Step 6. Click the Start Migration to migrate Yahoo emails to Office 365/Microsoft 365.

Conclusion

After understanding the problems faced by the users regarding “How to Migrate Yahoo Mail to Office 365”. I have discussed different solutions to do the same. A user can choose any of them according to their convenience. However, the suggested manual procedure has some limitations, so I recommend you go for the automated solution for Yahoo to Office 365 migration. This automated software will provide accurate results and complete the email migration in a very short period.

FAQs

Q1. How to Migrate Yahoo Mail to Office 365 Quickly?

• Step 1. Download the utility on a Windows PC.
• Step 2. Select IMAP in the source & destination platform.
• Step 3. Provide both user details and validate them.
• Step 4. Hit the Start Migration icon from above to begin.

Q2. How many emails can I export from Yahoo to Microsoft 365?

Technically, there is no limit to migrating emails if you are using automated software as suggested above.

Q3. Which folders can I move from Yahoo email to Office 365?

You can select folders in your Mac desktop, although the Windows-based tool migrates all emails at once.

Q4. Will this tool preserve my Yahoo Mail folders intact throughout the migration?

Yes, this tool is smart enough to keep all the folder hierarchy and email properties the same in the Yahoo Mail to Office 365 migration process.

The post How to Migrate Yahoo Mail to Office 365 Step by Step Guide appeared first on A Complete How to Guide - Get Solution to Your Queries.

All you have to do is follow a simple set of instructions, and it’ll be done sooner than you realise. Here I will teach you the two official methods that worked for me: the first is the Admin Center approach, and the second is PowerShell.

Also, I have included a process for personal account holders. However, before we discuss any of the methods, let us see what permissions or roles you need to grant “user A” the ability to see the files of any other “user B”.

What Permissions Do You Need to Give OneDrive Access to Another User?

Inside an organization, only those users who are the Global Admin or at least the SharePoint admin have the authority to grant a person access to someone else’s OneDrive account.

So, step zero is to check if you have such a role or not. A simple test is to try to log in to the M365 admin center/SharePoint Admin with your credentials. If you can, then well and good, you can move on to the next step. Otherwise, contact the personnel who have the said permissions.

Personal account holders need not worry about such a role. Like their OneDrive usage report, their sharing settings are also under their own control. The only thing they must have is the control of a file that they are delegating. This means you can’t create a second layer of sharing on a file that was shared with you by someone else.

Another important fact to consider is with what permission level does file sharing happen in OneDrive?

There are two levels: View and Edit. As the name suggests, files shared with a view-only setting can’t be altered.  However, recipients can make copies of the original files and work on the copies. Edit type sharing allows the recipient to conduct all sorts of operations, including permanently deleting the files from the original account.

There is a third type of sharing called delegation. Here, the recipient becomes the new holder of all the files/folders that are inside an account. This type of sharing is available to admins to deal with scenarios where an employee leaves the organization.

Now that we know all about permissions, let’s see how they are used to grant access, and there is no better place to start than the admin center.

How to Give OneDrive Access to Another User with Microsoft 365 Admin Center?

• Step 1. Log in to M365 Admin Center
• Step 2. On the left-hand pane, expand Users > select Active users.
• Step 3. From the user list, click on the user to give OneDrive access to another user.
  
• Step 4. A flyout pane appears there; you need to go to the OneDrive tab and click “Create link to files.”
• Step 5. You will get a link.

This link provides the administrator direct access to the user’s OneDrive. To grant the same privilege to someone else in the organization, an admin needs to perform some more steps:

• Step 6. Open the link, click on the Settings gear at the top right.
• Step 7. Select ‘OneDrive settings’.
• Step 8. Find ‘More settings’. Then, under ‘Users and Permissions’, click the ‘Site collection administrators’ link.
• Step 9. Type name or email in the text box, select from the suggestions, and hit ‘OK’.

In this way, you can add one or more users, all of whom will have the same level of access to this user’s OneDrive data. However, this method of delegation is only available for Global admins. If you are just a SharePoint admin, you must follow a different route.

Use SharePoint Admin Center and Give Access to OneDrive for Another User

• Step 1. Launch the SharePoint Admin Center > More features > User profiles > Manage User Profiles.
  
• Step 2. After you’re in ‘Manage User Profiles’, find the user by typing their name or email in the ‘Find profiles’ box and clicking ‘Find’.
• Step 3. Hover over their name in the results and click the drop-down arrow that appears.
• Step 4. From the menu, select ‘Manage site collection …’.
• Step 5. On the ‘Site Collection Administrators’ page, type the name or email of the person you want to add, pick them from the suggestions, and hit ‘OK’.
  

Next up, we have the code-based alternative.

How to Provide OneDrive Access to Other Users Via PowerShell Cmdlets?

If you have prior experience with PowerShell, this method has the potential to be a lot faster than the GUI.

Note: Like our previous method, these commands are for admins to grant others access to a user’s OneDrive. So, you must be at least a SharePoint, if not a Global Admin, to use the commands that can grant one user full access to another user’s OneDrive.

The main idea is to elevate the recipient user’s current privilege level to a “Site Collection Administrator” of another’s OneDrive.

Note, this is just a sample script; you must modify and test it before deploying it to a live environment. After granting the permissions, you can check who the current Site Collection administrators are for a specific OneDrive using the following set of cmdlets:

The same disclaimer applies here as well: Test and modify before using.

Give “In Case of Emergency” OneDrive Access to Loved Ones (Digital Legacy)

I recently discovered a feature that I think every family should use. I am not wrong in thinking that delegating OneDrive access is not just a work requirement but a valid part of our personal digital life.

Microsoft now lets you set up a Digital Legacy access feature that ensures your data survives you and becomes accessible to your loved ones after you pass away or becom in capable of accessing it in any other manner. This facility is available even for those who use a personal tier OneDrive connected to their Outlook/Hotmail account.

Follow these steps to set this up:

• Step 1: Log in to onedrive.com (Settings > Digital legacy).
• Step 2: Add a trusted contact (next of kin or partner).
• Step 3: Share the unique code with them securely.

If something happens to you, the trusted member can use the code to request access. After a 72-hour waiting period, Microsoft grants them read-only access to download your files. In this way, you can give OneDrive access to another user in your family for free.

Can Users Grant Permissions to Each Other Without Admins?

Yes, personal account holders do it all the time. Here is how you can do it too:

Step 1. Select your file(s), click on the Share icon in the top toolbar (it looks like a curved arrow going out of a box)

Step 2. After that, type in the name/email address of the person you are sharing these files with. Toggle the pencil icon to change the permission level (there are just two options: edit or view only)

Step 3. Add a message to the recipient (this is optional, but we recommend that you attach a message so that the recipient knows this was a genuine request and not a mistake)

Step 4. Double-check all details and hit send.

This is how you share with known/internal users.

Moreover, if you want unrestricted universal access to your files so that people outside your organization (or even you in certain emergency scenarios, like looking at the data without logging in) can use the files, make a link.

You can do this by clicking “Anyone with the link can edit”. The share box unlocks a few previously hidden options, such as expiry date and password (however, both of these are premium features only available if you subscribe to an M365 plan)

Users within an organization dont have to worry about the premium, as it is a given that they are in the premium tier.

Although link creation is available by default, many organizations/administrators choose to disable it to prevent accidental data leakage.

So if you are a user with a school or work OneDrive account and don’t see a share/link creation option, ask your admin to unlock it or let them do the delegation/sharing.

How Does the Recipient See the OneDrive Data Granted/Given/Shared to Them?

For the recipient, the most likely location they will find newly shared items is the Shared tab.

This contains both types of files, the ones you share and the ones that are shared with you. Ask the recipient to filter out the “Shared with you” part. However, this is not the case for the admins who obtain OnDrive access via the link creation method.

The recipient also gets a message in their email(most likely inbox, but it can also get flagged as spam and may end up in the junk folder, so check there if you can’t find the items) regarding a new shared request; they can use the link present there to get to the shared item.

Troubleshooting Inter-Account OneDrive Delegation Errors

If you are on a personal account, and after selecting the files, the share icon seems to disappear, check if you are also including the Personal Vault.

Personal Vault is a highly secure secondary storage mechanism within personal OneDrive files. However, this means that the data you keep there is not shareable. If by mistake you hit select all, the Vault also gets selected, disabling the share icon. No such issue occurs in work/school accounts, as the Personal Vault itself is absent. If you are on an Apple computer and can’t share, try restarting OneDrive on Mac and see if it fixes your issue.

If you are a recipient and all of a sudden see that the shared files are missing from your account, the original user may have revoked the sharing grant. Message/mail them to confirm if this is true and request a reauthorization if you still require access to that person’s OneDrive data.

Conclusion

Now, IT administrators have a complete understanding of how to give OneDrive access to another user. They can grant permissions to view someone else’s OneDrive data, even if the recipient is outside their organization.

We have given the step-by-step instructions to perform the task either with the Microsoft 365 admin center or with the help of PowerShell cmdlets. Use any way that seems more in line with your strategy.

However, if the main purpose of this access delegation is a transfer of items from one account to another, use the SysTools OneDrive to OneDrive migration solution instead.

Frequently Asked Questions

Q. Who can give OneDrive access to another user in an organization?
Accounts with special privileges, like Global Administrator or SharePoint Administrator, can take control of someone else’s OneDrive account and give it to someone else.

Q. What is the difference between users sharing OneDrive access and an admin granting access to someone else’s OneDrive?
The main difference is in the level of control you have over the elements. When someone shares their OneDrive access with you, all the storage burden is still with the original holder. Plus, they may include a self-expiry date, passwords, or put copy-pasting/download/delete restrictions. Most importantly, remember that sharing is not a transfer of OneDrive ownership. When an admin gives one user control over someone else’s OneDrive, there is more flexibility and control.

Q. If an admin assigns me someone else’s OneDrive, does all that data now count towards my storage quota?
No, it does not count towards your storage quota, unless you copy those items onto your OneDrive. The data gets transported to a unified, organization-controlled storage area like a SharePoint site.

The post How to Give OneDrive Access to Another User The Right Way appeared first on A Complete How to Guide - Get Solution to Your Queries.

Once I made one for my personal account, I didn’t look back. This email buffer not only protects my email PII but also makes it easier to set archive rules in Office 365 or any other rules I place on my Outlook account.

If you don’t know exactly what an Outlook email alias is, think of it like wearing a mask. It allows you to use a different email address that still delivers mail to your original inbox. No need to sign in or create a new password. It just works.

I know many new Outlook users don’t know where to start. That is why, in this guide, I will show you exactly how to create an email alias in Outlook using multiple methods. Whether you use the web or access your account on the desktop client.

Moreover, being an admin, I have also tested the approach in PowerShell and will teach you the same. So without further ado, let’s get started.

What You Need to Know Before You Start Creating Email Aliases in Outlook?

Although making a new alias for our Outlook is the topic for today, I must first tell you about a few caveats. The major one is that the alias you make does not automatically offer you free storage. Its not a new account.

Every email that you receive still goes to fill your primary account mailbox. So if the alias gets spammed with heavy attachments, you may face the Outlook Mailbox Full error. However, unlike the regular email address, you can revoke the alias anytime, and spam stops. Although you still have to clean up the account.

Be careful when you remove aliases, or you might end up accidentally deleting Outlook.com account data permanently. An issue that I had to deal with myself when I was inexperienced.

Another point to watch out for is when you are handed over another person’s account. This situation is pretty common in businesses. As every alias must be unique, you should view all existing aliases in Office 365 Outlook before making a new one.

Now let’s explore the methods one by one.

Method 1: How to Create an Alias Email in Outlook.com (Personal)

This is the method I use for my personal @outlook.com or @hotmail.com accounts. It is perfect for adding to shopping lists or subscribing to newsletters.

Steps I follow:

• Step 1: Open Outlook.com on any browser and sign in.
• Step 2: Tap the Gear icon (top right) to open the Settings menu, then select Mail.
• Step 3: Look for the “Forwarding and IMAP” option. You might be asked to sign in again, as these are sensitive settings.
• Step 4: Under Email aliases, click on Manage or choose a primary alias.
• Step 5: A new page titled “Manage how you sign in to Microsoft” will open. Click on Add email.
• Step 6: You will have two options:
  • Create a new email address and add it as an alias.
  • Add an existing email address as a Microsoft account alias.
• Step 7: Once you have made your choice, click the Add alias button.
• Step 8: You will be taken back to the management page, where you should see the alias you just added in the list.

Note: You can repeat Steps 5 through 7 to add up to 10 Outlook aliases.

This is my standard answer whenever a free-tier personal account holder asks me how to create an alias email in Outlook, which is the majority of the audience. The same process works on premium accounts.

However, regardless of your account type, one thing that I always recommend is to use an Outlook.com Backup Tool to secure your data, especially if you plan to switch your primary alias later.

To Verify the Changes:

1. Return to Outlook (click the App Launcher / “Candy Box” menu on the top left and choose Outlook).
2. Draft a new email message.
3. The From field should now feature a dropdown menu containing all the email aliases you created.

Method 2: How to Create an Email Alias for Outlook 365 Business Users

If you are an IT admin like me, you are not looking for a personal account guide but rather a way to manage work accounts. I must tell you the process is entirely different here. At the same time, it is quite easy; all you need is access to the Microsoft 365 Admin Center.

Steps I follow:

1. Log in to the Microsoft 365 Admin Center.
2. Go to Users > Active users.
3. Click on the user name to which you want to add an alias (don’t select the checkbox).
4. In the slide-out pane, under the Accounts tab, look for Aliases.
5. Click Manage username and email.
6. Type the new alias and click Add.
7. Finally, press Save changes.

This is the official way to create an email alias in Outlook 365 for business. The user has no involvement, and all the changes propagate instantly.

For one or two odd users, the M365 Admin Center method is ok, but what if I need to add aliases for 50 users at once?

No need to struggle with menus. Just use PowerShell. This is the fastest way of bulk Outlook alias creation.

Command I use:

Set-Mailbox "User Name" -EmailAddresses @{add="alias@yourdomain.com"}

You can make modifications to it as you see fit. However, make sure you are connected to the Exchange Online PowerShell portal before running this.

Using the Desktop App (Classic vs. New)

Many people add their Outlook to the official desktop client and never log in to the web portal again. Those users might also want to know how to create an alias email in Outlook. Moreover, as there are two different iterations of the Outlook client, the confusion increases. Let me clear it up for once and for all.

The Classic Outlook: Unfortunately, the Classic client has no “Create Alias” button. With the Outlook Classic End of Life on the horizon, Microsoft is moving all these admin features to the web.

The New Outlook: Even here, when you scan the setting, you will be redirected towards web portal.

So just bookmark the web settings page.

Can I Do This on Mobile?

Short answer: No.

Although you can send emails via an alias you set up elsewhere, neither the Android nor the iOS Outlook app offers the ability to add new aliases.

There is a workaround where you log in to the Outlook web portal on your phone’s browser (Chrome or Safari). However, I found the icons to be too small, and zooming in and out makes the process too clumsy. You are better off performing these steps on a PC or Mac.

When an Alias Isn’t Enough: Merging Accounts

If your goal with an alias is to take control over another email account and its content, then what you are trying to achieve isn’t possible.

Thisis a common problem with novice admins who are given the task to merge two different O365 tenants.

In those scenarios, I don’t use aliases. I migrate via the SysTools Office 365 Migration Tool. It allows you to migrate Outlook emails to Office 365 professionally.

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Instead of just creating a forwarding address, it moves every single email, contact, and calendar event from your old account to your new one.

Conclusion

Here, I taught you from my own experiences on how to create an email alias in Outlook. It doesn’t matter whether you are performing this privacy protection for a personal account or a bulk of users as an M365 admin. The steps are clear and concise.

Making aliases is just one way of protecting your email account. It is not a substitute for a backup. Check out my guide where I explain how to download emails from Outlook.com.

Frequently Asked Questions

Q: Is it possible to use my old Hotmail account as an alias on my new Outlook account?

A: No, you won’t be able to add an existing Hotmail account as an email alias in Outlook because it is part of a reserved domain.

Q: Can I add my Gmail account as an email alias in Outlook?

A: Yes, you can; however, when you do that, you must verify that you are the owner of the account. Outlook will send you a verification email. Unless and until you verify the account, you won’t be able to use it.

Q: How long does the create alias process take?

A: It is a fairly simple process that shouldn’t take more than 10 minutes to complete.

The post How to Create an Email Alias in Outlook with Minimal Effort appeared first on A Complete How to Guide - Get Solution to Your Queries.

Traditionally, exporting a data file can often be complicated for users, especially in terms of handling information on a large volume. Plenty of users find difficulty with how to download data from OneDrive or how to download the whole OneDrive, since doing it manually involves plenty of restrictions. That is why taking assistance from a system-driven utility is a brilliant choice to guarantee complete security, precision, and alignment of the converted data.

On top of that, we have a process that everyday users with personal accounts can attempt to achieve a similar result. Let us first examine if there are any restrictions placed by Microsoft on downloading the data present in its OneDrive service.

Who can Download All Data from OneDrive for Every User in the Organization?

When you store your data on the OneDrive Storage service, Microsoft gives you complete control over who gets access to that data. Earlier, we saw how many challenges arise when we try to give OneDrive access to another user account. Although we were successful in our attempt, it showed us how seriously Microsoft takes its data distribution, and downloading is a form of data distribution.

For personal accounts, downloading data is not that big of a deal. Unless it is some file that was shared with you and the owner has put some restrictions. However, in a Microsoft 365 Business/Enterprise subscription pack, admins have the option to disable file downloads. Done through Conditional Access policies within Microsoft Entra ID

Most often, this feature is used. So, if you are a user in a business environment trying to download every file from the OneDrive account, chances are you won’t be able to.

Use M365 Admin Center to Download All Data from OneDrive

Follow these steps:

1. Go to and log in to the M365 admin center.
2. On your left-hand side, you will see a light gray pane. From there, expand Users and choose Active users from the drop-down.
3. Now select any user that has the OneDrive license and the data you wish to download.
4. In the User Properties window, switch to the OneDrive tab.
5. There should be a “Get access to files” heading with a Create link button; click on it.
6. Once you have the link open it.
7. Put a check mark next to each folder and download it
8. Repeat for every user.

How Administrators Can Use PowerShell to Save Every User’s OneDrive?

So, if in your latest OneDrive usage report you saw some users too close to the storage limit, you may want to download some data and clear it from the cloud.

PowerShell serves as an excellent alternative to the one-at-a-time Admin Center GUI. However, it is a more complex method, and you should only attempt it if you understand the cmdlets you are using or have worked with PowerShell before.

1. Install the Graph PowerShell module.
2. Register an Azure AD app with Files.Read.All and User.Read.All permissions get their ID, Tenant ID, and secret. Grant admin consent.
3. Run Connect-MgGraph with your app details.
4. Get all users (Get-MgUser -All).
5. Loop through each user:
6. Get their OneDrive drive (Get-MgUserDefaultDrive).
7. Recursively find all files within that drive. (This is the tricky part to keep minimal, as true recursion is complex.) A basic script might only grab the root files.
8. For each file, download its content (Get-MgDriveItemContent).

If building a custom script wasn’t hard enough, users have reported that downloading data in this manner hard-stucks at around a 20 GB limit. This may be due to API limits or some other reason entirely. If you have access to eDiscovery, then Purview may help here.

What are the Steps in Microsoft’s eDiscovery Mechanism for OneDrive Data?

The eDiscovery process comes under the compliance part that any sufficiently sized organization has to follow. Microsoft has a dedicated mechanism called the Purview portal that is linked to every service, including OneDrive.

eDiscovery is particularly useful for legal proceedings, compliance audits, or when needing to search and export data across multiple locations, including OneDrive. This method is part of Microsoft Purview and requires specific permissions.

1. Log in to the new Microsoft Purview portal.
2. Follow Solutions > eDiscovery > select standard.
3. Create a new case.
4. Inside this case, go to Searches and press + New search.
5. Name the search(mandatory); you can choose to skip the description.
6. Select the location to search, ensuring to include the specific user’s OneDrive account. You can add the URL for the OneDrive site if known. Otherwise, include all SharePoint data(OneDrive comes under SharePoint).

How Do Personal OneDrive Users Download All Data?

It’s quite simple; all you have to do is log in to the OneWeb app and select every folder/file you want to download.

1. A download button will appear in the top toolbar. Click on it
2. All your files will be saved locally. Note that OneDrive will not download in the actual file format, but will zip the contents and download that compressed file.
3. You will have to unzip and extract all the contents.

An alternative to downloading is to set up a sync between your cloud OneDrive and your desktop system. It can be done with the help of the official app. If it’s not already on your machine, just download and log in with your M365 account.

Then wait for the sync to finish, all the on-cloud data will be available on your device, and all the files from your device. No need to hit download explicitly. One major advantage is that you can use the OneDrive app across various devices, and all of that data will keep on syncing first with the cloud, then with your computer.

Note that if you have multiple OneDrive accounts, you won’t be able to add them to this app; it only supports one personal and one work/school account.

Steps to Automate the Download All Data from OneDrive Task

The advanced Export Tool is an expert-grade utility that is designed to make the conversion procedure of downloading all OneDrive data completely efficient. While using manual techniques to export files can consume a considerable amount of users’ time, effort, and productivity, this tool immediately saves such issues, especially for users to are required to save Office 365 files locally.

IT administrators can fast-track the process by employing a professional solution. The SysTools Microsoft 365 Export tool can pull every bit of user data kept in OneDrive cloud system and safely put it in admin-defined destinations.

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Here is how you can use this tool on any Windows operating system.

1. Open the tool on your system. Choose Microsoft 365 as the source and select File system as the destination. Uncheck every workload except OneDrive, and apply a date filter if you feel the need for it. Then, press Next.
2. The source screen is where you validate the admin credentials. The best thing is that the tool does not even need the account passwords, just the admin ID and Application ID. Validate, wait for the green signal, and press Next.
3. On the destination screen, browse for the parent folder where you will download all the data from the OneDrive for Business account of every user in your organization. Validate and click Next.
4. A mapping screen appears, which is where you can either fetch the users directly, import a premade custom CSV list, or download a template, edit it, and upload it back into the tool.
5. Now you have arrived at the same user preview screen, where you can see the entire list. You can search, select, filter, prioritize, etc. Once done, validate your decision and start the export.

Features of the Expert Recommended Tool

• Allows users to easily export all data from OneDrive, including videos, documents, images, and shared data, and download all data from OneDrive without making any sort of errors.
• Another benefit is that the professional tool supports both Personal and Business OneDrive to deal with both efficiently, enabling users to download all data from OneDrive.
• Users can take advantage of many advanced features, such as selecting numerous types of saving formats, whether it is a standard file, PST, or ZIP. The tool exports all data from OneDrive in numerous formats to make it more flexible and convenient for users to access it.
• In times of urgency, when data from numerous business accounts needs to be exported on an immediate basis, professionals can batch export their data files and have the resultant file in just a matter of a few clicks, making it suitable for large organizations.
• With this export tool, users do not need to require to download the whole OneDrive, is also lets them filter the necessary data based on their requirements, like file type, date, or users.

Conclusion

Now, there should be no problem when you try to download all data from OneDrive for Business or a personal account. Here, we gave step-by-step instructions on the many different methods for the admins, including the admin center, PowerShell commands, the eDiscovery mechanism in the Purview portal, and self-start downloads. However, as these methods are largely manual, admins may face problems in using them. As an alternative, we also include a professional export solution purpose-built to be used in the M365 cloud environment.

Frequently Asked Questions

Q1. How do I export all data from OneDrive?
Exporting data from OneDrive is exactly the same as downloading. You can use the admin center, download from the app, or follow the steps mentioned here, and you will be able to get all the data offline.

Q2. The download button disappears when I try to download all of my OneDrive files at once. Why not?
This happens on personal accounts when you either select the Personal Vault feature or a folder that is empty. Undo selections for those items, and you will see that the download button appears again.

Q3. How do I permanently download files from OneDrive?
If by permanently you mean that the cloud should no longer possess the data you downloaded, then you will have to delete the files yourself. OneDrive has no delete after download feature, and for good reason, because you don’t want users accidentally losing their files.

Q4. How can I download all the data from OneDrive without losing any files?
To download all data from OneDrive efficiently, you can use the modern M365 Export tool for a safe and secure operation in one go.

Q5. Is it possible for me to download OneDrive information from numerous accounts at the same time?
Absolutely! Using the automated tool, you can export all data from multiple OneDrive accounts simultaneously without any risk of data loss.

The post Download All Data from OneDrive: Business or Personal Account appeared first on A Complete How to Guide - Get Solution to Your Queries.

Let us start with the most straightforward approach, which is the Outlook Web. Here we are telling you the combined steps for both the web and the new Outlook for desktop since they are very similar to each other.

How to Add Public Folders in Outlook Web and New Desktop Client

The steps for the web and the new desktop Outlook app are nearly identical because of the similar UI. Follow this tutorial:

Step 1. Log in to the Outlook Web portal or open your new desktop client if you are using it.

Step 2. Right-click the main parent folder to open the flyout menu.

Step 3. Then, click on the “Add public folder to Favorites” option.

Step 4. A new window appears from the left side of your screen with the list of all Public folders made by the admin.

Step 5. Select one (you can only select one at a time) and click the Add Public Folder button (with the star icon) at the topmost part of the pane.

Note: Once you add a particular folder, it won’t disappear from the list. So be careful, because if you try to add the same folder again, it will throw an error: “We couldn’t add the public folder. Please try again.” Moreover, the caution statement is misleading, as trying again won’t change anything.

Step 6. The Add a Public Folder window will remain open unless you close it on your own, so you can add multiple folders one by one.

That’s how you add a new public folder in Outlook 365. We also have the steps for those who operate the classic version.

Access Public Folders on Outlook Classic

If you are using the classic desktop version of Outlook, you must know how to add public folders in Outlook. Here, accessing public folders is quite straightforward, as the feature is fully supported.

Also Read: Difference between Public Folder and Shared Mailbox  

Step 1. First, open your Outlook application on your desktop.

Step 2. Look at the bottom of the Folder Pane on the left-hand side of your screen. You will see several icons for Mail, Calendar, People, and Tasks.

Step 3. Click on the three-dot icon (…) at the end of the row to reveal more options.

Step 4. From the menu that pops up, select “Folders.” This will change the view of your Folder Pane to show all available folders.

Step 5. Scroll down the list in the Folder Pane. You will find a main heading for “Public Folders.”

Step 6. You should see a small triangle icon next to “Public Folders” to expand it. This will show the “All Public Folders” subfolder.

Step 7. Expand “All Public Folders” to witness the full hierarchy of folders that the admin has made available to you.

Step 8. Click on any public folder to view its contents directly in the main Outlook window.

These steps should also work for earlier Outlook desktop editions like Outlook 2019, 2016, and 2013, as all of them had a similar UI. So feel free to use these steps.

How to Add Public Folders in Outlook Mobile?

Currently, it is not possible to add public folders to the Outlook mobile app. Both Android and iOS devices have this limitation. However, if you still want to access public folders from a mobile device, there is a way.

Step 1. Use any browser on your mobile and visit the official Outlook login page.

Note: You may receive an alert to switch over to the Outlook app; skip it.

Step 2. After logging in, trigger the desktop view option. On most mobile browsers (Chrome, Safari, etc.), the option can be found by tapping the 3-dot/hamburger menu icon at the top-right or top-left corner.

Step 3. Open the drop-down menu and check the “Desktop site” box. Your browser will reload, and you should now see the same Outlook web UI as in any laptop or computer’s browser.

Optional Step. For some users, the text size might be too small; you can pinch out to zoom.

Step 4. Go to the Favorites tab to access all of the public folders on your mobile.

Step 5. To add a new public folder, perform a long press on your main account name.

Step 6. This will force the hidden menu features to show, which contain the “Add public folder to favorites” option. Tap it.

Step 7. This will open a new pane (you might have to readjust the screen a bit to see the options clearly).

Step 8. Tap on “All public folders” to reveal the list.

Step 9. Tap on any one public folder (make sure it’s not already added).

Step 10. Then tap the “Add public folder” button at the top.

Step 11. This will help you attach the public folder in the Favorites section, making it easily accessible even on mobile.

Best Way of Adding a Public Folder from a User in a Different Tenant

If you are an admin and you dont know how to add public folders in Outlook belonging to a user in a diffrent domain, this section is especially for you. Here we will tell you about the best way to bring in the public folder data of a user who is on another O365 domain.

The SysTools Office 365 Migration software just got a brand-new update, which now allows it to fully migrate public folders from one domain to another.

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Admins can try the demo today and use this next-gen way to transfer and add Outlook public folders between two tenants. If, for some reason, public folders are not showing in Outlook, you might have to try something else.

Conclusion

Here we saw exactly what to do if you don’t know how to add public folders in Outlook. We gave clear-cut steps for Outlook Web and for both the new & classic desktop editions. Moreover, in this tutorial, we explained how you could add public folders in Outlook from your mobile device.

To top it all off, we gave admins access to the best public folder adding mechanism when data is coming not from your own but from a different domain.

Frequently Asked Questions on How to Add Public Folders in Outlook

Q. Can you add two public folders in Outlook that have the same name?

Although you can’t add a single folder more than once, it is still possible to add two public folders with the same name if they belong to different hierarchies. Like one is a child of another.

Q. Can I add one public folder to another public folder within the Outlook portal?

There is no such option in the UI when you trigger the hidden menu pane of a public folder; none of the available choices list a hierarchy shift. Moreover, if you try to drag and drop a folder into another, it will simply bounce off and reposition.

Q. Can I create a new public folder as a user?

Users cannot make new public folders on their own, but can only add what the admin has made available for them.

Q. I am on a free tier of Outlook. How to add public folders in Outlook here?

The public folder facility is a collaboration tool that allows multiple members in an organization to have a common digital cabinet directly accessible through their mailboxes. So, None of the regular M365 plans have this option, not even the paid personal or family plans. Therefore, you need to subscribe to a business or enterprise edition of Office 365.

Q. How do I remove a public folder I added accidentally?

The Add Public Folder menu has no option to undo accidental additions. You need to close the pane and look for the wrong public folder in the favorites section.

Right-click (or hover and click on the three horizontal dots), then click the remove from favorites option present inside the fly-out menu.

The post How to Add Public Folders in Outlook Web, Desktop & Mobile appeared first on A Complete How to Guide - Get Solution to Your Queries.

I will cover everything from what it is, where you will find it, who can perform it, and how you will run it.

So, let us start with a brief description and continue from there.

Table of Contents

• What is Content Search in Office 365, & How Is It Different From eDiscovery?
• What Roles are Required to Perform a New Content Search in Office 365?
• How to Perform Content Search the Classic Way in Microsoft 365?
• How to Perform a Content Search in Office 365 Using PowerShell?
• Conduct A New Content Search in Microsoft Purview Step by Step
• The Right Way to Save the Content Search Data Locally
• Conclusion

What is Content Search in Office 365, & How Is It Different From eDiscovery?

Content Search is a specialized tool in the Microsoft 365 Purview portal that allows admins and other authorized entities to find relevant information present in various Microsoft 365 services.

It is like a custom search engine for organizational data that can be designed for controlled export of data.

Content Search is an integral part of the broader eDiscovery mechanism. It plays a vital role in maintaining compliance, often working alongside policies like those for data loss prevention in Office 365 and addressing legal scenarios involving inter-employee email communication, data stored in OneDrive, and other relevant information.

The major difference between eDiscovery and Content search is that in content search, we do not keep the results in hold.

Not everyone in the organization can access the eDiscovery / Content search feature. They must have specific roles assigned to them, so let us see what those roles are.

What Roles are Required to Do a Content Search in Office 365?

The primary role groups explicitly equipped to both perform Content Searches and get the results (preview/export) based on their default assigned roles are:

• eDiscovery Manager
• Data Investigator

More roles like Organization Management, Compliance Administrator, Compliance Data Administrator, and Security Operator can all initiate Content Searches. However, as they can’t export the results, it is not recommended to use these types of accounts.

How to Perform Content Search the Classic Way in Microsoft 365?

You will see that the steps to create and run a classic version of content search remain largely the same.

• Step 1. On the Microsoft Purview portal page, you can see a Classic eDiscovery dropdown. (At left in the left navigation menu.)
• Step 2. Expand Classic eDiscovery in the left navigation menu.
• Step 3. Click Content Search under Classic eDiscovery.
• Step 4. Click the + New search button.
• Step 5. Enter Test Search Classic in the Name field.
• Step 6. Enter Optional in the Description field. Click Next.
• Step 7. Turn on the toggles for Exchange mailboxes to download all Office 365 online emails, SharePoint sites to get site data, and Exchange public folders.
• Step 8. Click Next.
• Step 9. Enter terms in the Keywords field.
• Step 10. Click Next.
• Step 11. Review the settings and click Submit.
• Step 12. Click Done on the confirmation screen

How to Do a Content Search in Office 365 Using PowerShell?

Before performing a content search in Office 365, make sure that the account(s) on which you are performing the Content Search have the ‘Mail Recipients’ role assigned in Exchange Online.

Use the account with any one of the following roles:

• Global Admin
• eDiscovery Manager
• eDiscovery Admin

Also, ensure that the account(s) on which you are performing the Content Search have the ‘Mail Recipients’ role assigned in Exchange Online.

You should also disconnect any existing remote PowerShell sessions.

To do that, use

Get-PSSession | Remove-PSSession; Disconnect-ExchangeOnline.

• Go to the official Microsoft page to get the sample scripts
• Save the script text as a .ps1 file (e.g., GetFolderSearchParameters.ps1).
• Open Windows PowerShell on your local computer.
• Navigate (change directory) to the folder where you saved the script file.
• Run the script using its filename (e.g., .\GetFolderSearchParameters.ps1).
• Enter the requested email address/site URL and your credentials when prompted by the script.
• Then, wait for it to show the results.

How to Do A Content Search in Office 365 Purview Step by Step

Step 1. Log in to the Microsoft Purview portal(with the correct account)

Step 2. Use the sidebar to select Solutions > and in the fly-out menu, select eDiscovery.

Note: If you have used the eDiscovery feature before, you may see a shortcut icon on the sidebar itself.

Step 3. In the eDiscovery page, click on the Content Search option under the Cases.

Step 4. Then, select Create a search.

Step 5. Enter a unique name and optional description for the search, then Press Create.

Step 6. Inside the Data sources section, click either on the + icon > Add data sources or press the Add sources button directly to choose the content locations to search: you can include people, groups, sites, OneDrive, and Teams using name, alias, email, GUID, or URL. Remember to separate multiple entries with commas.

• On the Conditions page, configure your search query:
• Enter keywords (use Boolean operators like AND, OR, NOT if needed).
• Leave blank to find all content in selected locations.
• Optionally, use the keyword list (max 20 rows) for OR logic between keywords.
• Add conditions to narrow results (these are combined with keywords using AND logic).
• Then, click on the Run Query button.
• Toggle the Statistics radio button and mark the checkboxes next to all of the underlying options you wish to include in this content search.
• Finally, press the run query.

Once the processing part is done, you will see the results in the pane itself. Then, you can make a report for the search, review the sample files on the portal itself, or export the complete result for further analysis. However, while exporting these results, you might face technical issues and errors, which can take hours to fix. Switch to the modern way of exporting using a reliable yet effective software.

The Right Way to Save the Content Search Data Locally

You can easily export Office 365 data to PST or other file formats with the help of the SysTools Office 365 Export tool. It allows you to save emails, along with contacts, calendar, and documents, in their native file formats.

Download the free demo today!

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Associated Software Steps for Data Export – 

• Step 1. Install and run the software on a PC.
• Step 2. Choose the source and destination as Office 365 and Outlook.
• Step 3. Enable the required mailbox attributes such as emails, contacts, etc. Apply date filter if required.
• Step 4. Provide source admin credentials to log in and validate the destination.
• Step 5. Choose accounts to export and click on Start Export to download the data from content search in Office 365.

Conclusion

Now that you know how to do a content search in Office 365 yourself, I hope you will be able to get the data you are looking for. You can use a variety of ways to perform a search, which include the new GUI web Purview portal and PowerShell commands. For the time being, you still have access to the classic version as well, but it is scheduled to retire in August 2025, so hurry up if you prefer that version.

The post How to Do a Content Search in Office 365? Complete Guide appeared first on A Complete How to Guide - Get Solution to Your Queries.

With this guide, they were able to switch away from the archaic Post Office Protocol and make Exchange Online their email communication environment.

We have assembled multiple ways based on your configuration. Plus, we have also highlighted the common problems that users encounter during the migration. On top of all that, you will get a list of best practices that can make the process super smooth.

Before we cover the actual transfer process, let’s start by looking at the most prominent reasons that force users to switch from POP3 to M365.

Why Migrate POP3 to Office 365?

POP3 is an acronym for Post Office Protocol version 3. It is a decades-old set of rules that governs the movement of emails from the server to the user-facing email client.

It works by pulling the email from the server (popping it) and putting it in front of the user. This simple arrangement helped to free the server from unnecessary storage.

However, now servers are much more storage sufficient and no longer have to rely on deletion-based tactics for memory management.

Other than deletion from the server, there were several disadvantages of POP3

• You could only see the emails on one device. This is because once the emails pop server maintains no record.
• Emails were lost permanently if the end user device faced any issues.
• The POP3-style email accounts lack proper calendar, contact, or attachment management.
• Mailbox size was subject to server capacity. So if emails were not popped regularly, there was a risk that email communication could seize.

On the other hand, if you migrate POP3 to Office 365, you can use Exchange Online and get several key advantages.

• Multi-device access via cloud sync. Any change you make on one device is automatically reflected everywhere you have your M365 account.
• You get free access to shared calendars and contacts.
• With an Office 365 account, you get to utilize the full potential of the Microsoft Business Suite with apps like Teams, Word, OneDrive, etc.
• State-of-the-art security and freedom from server management.
• Pay-as-you-go style scalability that works for businesses of all sizes.

POP3 vs Exchange Online: Key Differences Explained

Consider this tabular comparison chart to understand what POP3 lacks that Exchange Online provides.

You dont always have to migrate POP3 to Office 365. It is possible to maintain a dual system via an email client, where both the POP3 and Microsoft email systems coexist. However, such a hybrid system causes more problems than it solves. You are still stuck with an insecure Post Office Protocol-style email, vulnerable to MITM attacks. So now that we are sure that this change has to be done, let’s see what options we have.

Single Account POP3 to Office 365 Migration Options

A POP3 to O365 transfer isn’t a straightforward single button press. This is because the fundamental design of Post Office Protocol removes emails from the server and places them into the user’s email client.

So to combat this issue, we have to devise some smart solutions. Like:

Method 1: Set up in Outlook, then drag and drop  

Every modern Windows machine comes with the Outlook client preinstalled, so you might think of using it to migrate POP3 to Office 365. However, if you use it, you might face difficulty in setting up the POP account.

So I recommend that you install a copy of the classic version and attempt the procedure there.

• Connect both your accounts with the respective protocol (i.e., POP and Exchange Online)
• Then click and hold the emails. Then drag and drop them in the intended location.

Method 2. Change POP3 to IMAP, then migrate

Some providers allow the transformation of existing POP3 accounts to IMAP. If you can do so, Microsoft has its own IMAP import mechanism you may use.

This was the option for individuals. Organization-wide change needs the contribution of both users and admin

Step 1: Set up the POP3 Account in Any Email Client

Here we will cover two of the most prevalent email clients.

On Thunderbird (To be done by user)

• Open Thunderbird and click on the Hamburger Menu in the top right corner.
• From the dropdown select new account, then when the panel switches, choose Email.
• A new Mozilla Thunderbird Account Hub box appears, add your name and POP3 email address, then press continue.
• Next screen Thunderbird by default selects IMAP, so change the selection to POP3 and continue.
• Complete the authentication requirements (it may vary based on the source for your POP 3 account)

On Outlook (Use Classic edition) 

• Launch Outlook Client, go to File → Info → Add account.
• The Outlook wizard for setting up a new account will open up. Enter your POP3 email address to add your account. Toggle Advanced options and select “Let me set up my account manually” → Connect.
• Choose the account type POP.
• The dialog POP Account Settings will open up.
• Take the following settings:
  • Incoming mail: Enter pop.server.name with accurate port number and check the option This server requires an encrypted connection (SSL/TLS)
  • Outgoing mail: Enter smtp.server.name with accurate port number and the encryption method STARTTLS (recommended)
• Click on Next.
• A login dialog will open up. Enter your password and click on Connect.

You can use any other email client as well; the steps may vary.

Step 2: Locate and Prepare POP3 Email for Microsoft 365

Whatever email client you use, make sure that you download all the messages.

Those who added emails in the Thunderbird client.

• Open Thunderbird to migrate POP3 to Office 365.
• Click the Hamburger menu button (≡), then go to Help > More Troubleshooting Information.
• On the “Troubleshooting Information” tab, find the “Profile Folder” row under the “Application Basics” section.
• Click the Open Folder button next to it. This will open your profile folder in your file explorer.
• You might have to dig a bit more to locate the actual POP3 mail content (It will be in MBOX format)
• When you find the data, copy it and make a new parent folder. With that parent folder, create a folder with the same name as this particular user. Put the content in this new folder. (To be done by Admin)
• Repeat for all other users in the domain. (Ask users to send the POP3 data)

If you have configured the POP3 email account inside Outlook

• Open Outlook and go to the File tab.
• Click on Account Settings > Account Settings.
• Go to the Data Files tab. This will show a list of your data files.
• Select the data file you want to locate and click Open Folder Location.
• When you find the data, copy it and make a new parent folder. With that parent folder, create a folder with the same name as this particular user. Put the content in this new folder. (To be done by Admin)
• Repeat for all other users in the domain. (Ask users to send the POP3 data).

Now that all the preparation is done, let’s bring these POP3 emails to M365.

Step 3: Professional Tool to Migrate POP3 to Office 365

With the help of the SysTools Office 365 Import Tool, admins can perform a mass transfer of POP3 data into the Microsoft 365 cloud.
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• Launch the tool, select the source format. MBOX(for Thunderbird) or Outlook. Select the Destination as Office 365.
• Mark the Workloads (for MBOX POP3, you will only get the email option; Outlook source file will get Contacts and Calendars too.) Apply Date Filter if needed and click Next.
• On the Source Screen, browse for the parent folder path you prepared in the last step. Validate and Press Next.
• Validate the Office 365 admin credentials and press Next.
• Map the POP3 user accounts in any one of the three available options.
• View the user list, select, prioritize, validate, and import.

This is how you migrate POP3 to Office 365 in bulk.

Best Practices for Migrating POP Emails to Office 365

Always use an Email Backup tool to construct a safe copy of the email data that you are about to migrate.

Use a proper tool to push the POP3 emails to the Microsoft 365 account.

Set up a pilot project to migrate POP3 to Office 365, test out the pathway before fully committing to the transfer process.

Keep users and other stakeholders in the loop and inform them about the shift to avoid confusion and conflicts.

Calculate the total volume of emails that are on the POP3 account and see if enough space is on the Microsoft 365 account. If the answer is no, then you must first set up an archive in Outlook 365

Once fully transitioned to the O365 cloud, decommission the old POP3 servers.

Frequently Asked Questions on POP3 to Exchange Online Migration

Q. Is it possible to directly move all emails from a POP3 account to Microsoft 365?

Yes, Microsoft’s proprietary email client, Outlook (Classic version, not the New Version), allows you to drag and drop emails between POP3 and Exchange One type accounts.
However, Outlook Classic’s end of life is on the horizon. Plus, there aren’t any plans to implement drag and drop between POP3 and Exchange Online in the new version. So use it while you still can.

Q. Has Microsoft stopped support for POP3, so how to migrate POP3 to Office 365?

Yes, Microsoft 365 cloud ended the direct support for the POP3-style authentication method in October of 2020. Since then, Microsoft has gradually moved all of its email systems to more modern and secure alternatives. You can use any of the methods described in this post to migrate.

Q. How do I migrate GoDaddy POP email to Office 365? 

Set up both GoDaddy and M365 email accounts in Outlook Classic, export GoDaddy mail to PST, and Import into M365. You can also switch the  POP account into an IMAP equivalent. GoDaddy allows such a transformation.

Final Thoughts

If your business still operates Post Office Protocol, it’s high time that you understand how to migrate POP3 to Office 365 and perform the necessary transfer.  When you make the switch, you will be able to:

• Access emails anytime, anywhere.
• Enjoy state-of-the-art collaboration.
• Ramp up security with OAuth2

Make your digital infrastructure future-proof. This guide is for everyone, whether you are just an individual email user looking to modernize your experience or an admin who wants to move thousands of users to a more secure platform. Although a manual method to move mailbox data exists, the best way is to utilize the professional import tool.

The post How to Migrate POP Emails to O365 (Exchange Online) Step by Step? appeared first on A Complete How to Guide - Get Solution to Your Queries.

In desperation, you try to drag and drop the VCF into the Office 365 portal, only for a weird blank screen to show up. Or add these files as an attachment.

You need not waste any more time exploring here in this guide; you will see exactly what’s possible in a step-by-step manner from my own experience. Before I begin, let us study the reasons for adding the vCard to any cloud environment like Microsoft 365.

Table of Contents

• Why Import VCF to Office 365 (or Anywhere Else) at All?
• How to Import VCF to Office 365 on Your Own Indirectly?
• Add VCF to M365 Account Directly with Outlook Classic Client?
• How Admins Can Upload VCF to Every User Account in O365?
• Conclusion

Why Import VCF to Office 365 (or Anywhere Else) at All?

vCard files in themselves have little to no use. Yes, they can work as an offline backup.

But that’s it.

No one wants to manually search through thousands of files in an unoptimized folder search every time they want to send a simple email or set up a quick online meeting.

Also Read: How to Hide OneDrive from MacOS Menu Bar?

If you have those contact files in your account, it becomes a lot easier to do day-to-day tasks. Moreover, it is also possible that you are switching systems, and your previous communication tool gave you all of the contact details in VCF format.

So you want to add these to your new Office 365 account.

Another common scenario that creates such a situation is where an employee leaves and someone else takes over their client list.

Apart from these, there are many other practical reasons to put a vCard in the O365 cloud. No matter what your reason might be, the following method worked for me, so use it.

How to Import VCF to Office 365 on Your Own Indirectly?

The majority of the Office 365 platforms, like the Outlook mobile app, the New Desktop Edition, and even the Web app, lack any sort of VCF/vCard support.

On the web/desktop, you can import contacts, but only if the contacts are in a CSV format. So you could use a professional vCard to CSV converter. One cheat code that you can use is to add these digital contact files to a Gmail account (Google Contacts still supports contacts with a .vcf extension)

Then export the contacts into the Outlook CSV format. After you have the CSV, upload this to your Office 365 via the appropriate Outlook client (web or a new Desktop client).

Here are the steps to import VCF to Office 365 that have been converted to CSV:

Step 1. Open the Outlook Web/New Desktop version > Switch to the People section > Manage Contacts (top toolbar) > Import Contacts

Step 2. On the Import Contacts window, browse for the VCF(now in CSV format) and Import.

This route is viable when the number of contacts is small or limited. Plus, you need to have an active Google account.  Which means you will have to be ready for problems like “Why does my Gmail automatically sign out?“. At that point, you could manually fill in the contacts yourself,

Moreover, interconversion of file formats (like .vcf to .csv in this case) has a slight chance of introducing corruption within the file. This can further delay the import of VCF to the Office 365 task.

Add VCF to M365 Account Directly with Outlook Classic Client?

If you want to skip interconversion and want to put the .vcf file directly into your Office 365 account, use the Classic client.

As all Windows machines now come with the New Outlook as the default, you must first download the classic client separately and set up your Microsoft 365 account in it.

Once you have done that, follow these steps:

Step 1. From the Contacts, click on File.

Step 2. Switch to the Open & Export Tab.

Step 3. Click on the Import / Export Button.

Step 4. Select “Import a VCARD (.vcf)” and press “Next >”

Step 5. Browse for your VCF file and click Open.

Step 6. Go back to the Contacts section and see if the file you uploaded is there or not.

Note: You can only select one VCF file at a time, so if you have your contacts split, you must combine them into a single VCF; otherwise, repeat Steps 1 through 6 every time you want to import VCF to Office 365.

Currently, the contact files are sitting in a local offline folder, so if you open your Office 365 account on any other platform, you won’t find the new contacts. To make the contacts sync, you must add them to a different folder.

Once all the Files are there, select them and drag & drop them into the folder “Contacts – email@id.com”

Now all your contacts are available on every platform, web, desktop, and mobile.

This works for individual/personal account holders, but what if you are an admin tasked with adding the contacts to every user account? The route I just described is just not practical. Moreover, delegating the work to users themselves is a troubleshooting nightmare. Don’t worry, I have a solution that makes it super easy for admins. Let’s see what it is.

How Admins Can Upload VCF to Every User Account in O365?

I know admins personally and have a clear idea of how difficult it is for them to do bulk imports. However, all such difficulties diminish to zero once they start to use the SysTools Office 365 Import tool to add data to the M365 account.

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• The greatest advantage of this tool is that it can process multiple VCF files simultaneously and map them to the correct user account.
• No file conversion, just a simple upload. With the built-in concurrency slider, you can process up to 10 accounts simultaneously.
• You don’t even need to install any Outlook client, and all of the work can be done from a single machine with no user credentials required.
• Moreover, it supports every vCard version, ranging from the legacy 2.1 edition to the latest 4.0.

Download your copy today and follow these steps to import VCF to Office 365.

Step 1. On the Setup screen, select File System as source and Microsoft 365 as Output. Mark the check box next to Contacts workload and press Next.

Step 2. The source screen is where you browse for the parent folder containing the VCF files. Validate the path and hit Next.

Step 3. Next up, you have the Destination screen, where you have to add the admin email ID and Application ID, validate, and press Next.

Step 4. Map the users to the account in one of three ways: either by direct Fetch, importing a pre-made CSV list of Users, or downloading the custom Template, filling it with data, and uploading it to the tool.

Step 5. See the user list, mark, prioritize, validate, and Start Import to import VCF to Office 365.

Conclusion

Here in this tutorial, I taught you multiple ways in which you can import VCF to Office 365 cloud. It is not that difficult a process; it’s just the lack of direct import options that forces us to use alternative routes.

Moreover, for Microsoft 365 admins who have to do a mass upload, I have a state-of-the-art utility that does all the major work for them. Use it and auto-add the virtual contact files to O365.

The post How I Import VCF to Office 365? Explained Step-by-Step appeared first on A Complete How to Guide - Get Solution to Your Queries.