With this knowledge, you can fulfil a user request, comply with new regulatory norms, or conduct a preliminary eDiscovery operation on your own. Without further ado, let’s start.

To Search Email in an O365 Mailbox Using PowerShell Connect Correctly

Before any search can be done, admins must ensure that they are in the right environment. In other words, the connection is with the correct service.

Depending on how deep or what exactly the goal of your search is, you may opt for different routes.

For Broad Tenant Wide Searches, use the Exchange Online PowerShell module. Apart from the module and basic knowledge set to use the cmdlets, the account you are using must have the eDiscovery Manager role.

Also Read: How We Made OneDrive Usage Report M365 Admin Center & PowerShell?

For targeted script-specific searches that you would want to automate later, we will use the Microsoft Graph PowerShell module. Here we would have to apply for specific API permissions (like User.Read.All), whose consent can be found on the Azure portal. Graph API is not role-dependent; any user can search for mailbox messages within their account using this method.

To set up the system, launch a new PowerShell Instance with device admin privileges.

You can also open a run module (Windows + R) and use this command:

pwsh -Command "Start-Process powershell -Verb RunAs"

For the same effect.

Once the PowerShell window is ready, type cls and press Enter. This is to clear any default messages and make a clean slate.

After that type:

Install-Module -Name ExchangeOnlineManagement

Use the -Force flag to guarantee installation.

In a few seconds, PowerShell will inform you that the installation is done. So now run

Connect-ExchangeOnline -UserPrincipalName youradmin@yourdomain.com

Put in your credentials in the login window and validate. You are now ready to conduct organization-wide mailbox searches.

Use New-ComplianceSearch Cmdlet to Look for Emails in O365

This command is useful in scenarios where HR wants to find which new joiners have received the welcome letter, or the internal legal team wants to gather evidence for an investigation.

This modern command replaces the legacy Search-Mailbox and New-MailboxSearch cmdlets.

Plus, it is fully integrated within the new Purview portal, and so compliant with many different regulatory frameworks.

Read About: M365 Outage on June 17 2025

Administrators can use this query to quickly find messages hidden deep within employee email threads. You need not build complex multipage scripts; just a simple one-line cmdlet will do fine.

Here is the syntax:

New-ComplianceSearch -Name "NameOfTheSearch" -ExchangeLocation All -ContentMatchQuery 'Mailbox or Message you are searching for'

Here, “Name” is not the item we are searching for, but is the name of this particular search request.

“ExchangeLocation” specifies the scope or the “where to search part,” and the “ContentMatchQuery” defines “what to search for.”

In this example to search mailbox in Office 365 using PowerShell, we used the cmdlet with 3 parameters only. There are, in fact, many different parameters available to make your query more robust. You can read bout it on the official documentation page.

As we have specified earlier, New-ComplianceSearch is not to only way you search for mailboxes in the M365 environment; there is a second, which some consider an even better search command in specific scenarios. So let’s see what it is.

How to Use the Get-MgUserMessage Command to Find User Mailbox Messages?

This is a method that employs a completely different set of PowerShell commands and is available within the Microsoft Graph PowerShell SDK.

The major advantage of Get-MgUserMessage is that it limits the search scope to one user mailbox. You may think of it as a limitation, but this is perfect for automation, scripting, or when a user needs help finding a specific item.

Don’t treat it as a means to conduct eDiscovery; instead, use it when you want to look within a single, specified user’s mailbox.

In the PowerShell module (you can use the same one that you were working on earlier, but it is always better to open a new, fresh one). Type:

Connect-MgGraph -Scopes "Mail.Read"

This will immediately launch a browser window and ask you to log in. Feed in your credentials, but remember that all search options will happen in the emails that are on this particular ID.
This is true even if you put admin credentials.  This syntax to search mailbox in Office 365 using PowerShell is simpler when we compare it to the previous cmdlet:

Get-MgUserMessage -UserId "your.account@domain.com" -Search "invoice"

Here, we have the main cmdlet followed by the user ID and the search term. Plus, you also have other parameters that all tweak the results you get from the query.

You can also make a custom Azure cloud app, add organization-wide message scope to it, and then use this same cmdlet with a full tenant scope.

Now that we know about all the options that are available to us, let us see the use cases.

Which PowerShell Command to Use for Searching Within M365 Mailboxes and When?

Use a compliance search when you have to search across multiple mailboxes or the entire organization.

You have to export a copy of the messages post-search. The compliance command gives you the option to download the data in PST format.

Also See: How to Migrate iRedMail to Office 365 Easily? 

Get-MgUserMessage is useful if you are a developer designing an app/utility that uses mailbox search in some capacity.

Use automation to re-distribute messages in different folders of your M365 account

In short, the New-ComplianceSearch is an admin’s go-to to whereas Get-MgUserMessages is better in specific development/support scenarios.

PowerShell Command to Search and Delete Email from Mailbox

If your organization were subject to a phishing attack or some other cyber calamity, then admins must search and delete said emails from every Office 365 mailbox to prevent further damage.

You must make a new search to find the faulty emails. Here, the tenant’s wide scope of New-ComplianceSearch comes into play. As every message has a similar structure admin can make a search query like:

New-ComplianceSearch -Name "PhishingEmailRemoval" -ExchangeLocation All -ContentMatchQuery 'subject: "URGENT: Verify Your Account Now"'

Once the search parameters are set, start and verify the search:

Start-ComplianceSearch -Identity "PhishingEmailRemoval"

(Wait for it to complete and check the results)

Finally, purge the emails from affected accounts:

New-ComplianceSearchAction -SearchName "PhishingEmailRemoval" -Purge -PurgeType SoftDelete

Whenever you perform a permanent action like mail purge, extra caution is necessary. You should start with a SoftDelete as it gives an option to correct mistakes. Only after a second set of eyes confirms that the emails found from the search are correct that should you make the deletion permanent with HardDelete

Conclusion

Now, there shouldn’t be any problems when you try to search mailbox in Office 365 using PowerShell, whether you are an admin or regular user. In this blog, we gave you instructions on how to use the New-ComplianceSearch as well as the Get-MgUserMessage to cover all possible scenarios.

Use whichever command you think applies to your situation. Moreover, admins in an M365 environment know how important role backups if by mistake a wrong item is purged during a search. So, before you start your search, use the SysTools Office 365 Backup tool to build a safe copy of user email, contacts, and calendar data.

The post How to Search Mailbox in Office 365 Using PowerShell Cmdlets Effectively? appeared first on SysTools Tech Blog.

In this tutorial, I discuss the common troubleshooting tactics you can use to fix the issue yourself.

What is the Outbox? Where Shared Mailbox Messages Get Stuck?

Outbox is a temporary folder hidden from view. When you are sending a message, the Office 365 email puts the message there. If all the criteria and permissions match your digital mail carrier, take the message to the destination.

However, the message gets stuck in your own personal Outbox. It never leaves your application because the server stops it.

Why Are My Office 365 Shared Mailbox Emails Stuck in the Outbox?

The message you are sending is larger than the maximum permissible size. By default, the message size constraint for a Shared mailbox is:

• 35840 KB for Sent messages.
• 36864 KB for Received messages.

Although administrators can edit these, they can only choose a value that lies between 0 and 153600 KB  ~ 150 MB.

If your message exceeds the value the admin has set, then Office 365 Shared Mailbox emails are stuck in the Outbox.

Office 365 Shared Mailbox emails are also found to be stuck in the Outbox when the local OST file gets damaged or corrupted. Outlook fails to process the outgoing mail.

Another common scenario is that there are too many people trying to access/use the shared mailbox simultaneously. When more than 25 people attempt to send emails from the same shared mailbox address. It puts some of the messages in the Outbox queue to be sent when there is less strain on the mailbox.

During the Shared mailbox assignment, the administrator deliberately gave you just the “Read and manage” permissions. In other words, you lack the “Full access” permission required to send messages from any shared mailbox.

To add the correct Permissions, we have 3 methods; use the one that you are most comfortable with.

Method 1: Using the Microsoft 365 Admin Center

On the main Microsoft 365 Admin Center page, the steps are as follows:

• Step 1. Log in to the admin center, expand the Teams & groups tab from the left-hand pane, and select Shared mailboxes.
• Step 2. Search for and select the particular mailbox for which you are assigning permissions.
• Step 3. In the pane that appears, you will see categories for mailbox permissions. Add the user’s email address to the required categories:
  • Read and manage permissions
  • Send as permissions
  • Send on behalf of permissions (Optional but recommended)
• Step 4. Click on the permission type you wish to grant, then click + Add permissions.
• Step 5. Select the user’s name and click Add.

The fixes to Office 365 Shared Mailbox emails are stuck in the Outbox, won’t be immediate, wait for a while, and also ask the user to log in again/refresh their browser/or close and reopen the Outlook client.

Method 2: Using the Exchange Admin Center (EAC)

Here is what your admin needs to do if they choose the EAC route:

• Step 1. Log in to the Exchange Admin Center, expand Recipients, and select Mailboxes.
• Step 2. Use the filter to display only Shared Mailboxes.
• Step 3. Select the shared mailbox you want to manage.
• Step 4. Switch to the Delegation tab and click Edit under Read and manage (Full Access).
• Step 5. Click + Add members.
• Step 6. Search or scroll for the user account(s), mark the checkbox next to their name, and click Save.
• Step 7. Wait for a few minutes for the role assignment to finish. Then, ask the user to sign out and sign back in before sending an email again

Method 3: PowerShell to Fix Office 365 Shared Mailbox Emails are stuck in the Outbox

I have seen some users complain that reassigning permissions using the admin center doesn’t make any difference. So we suggest a more powerful way to make the permission reassignment. These are PowerShell commands.

Step 1. Connect a local PowerShell instance with the Exchange Online environment.

Step 2. Then, remove any existing permissions (we do this as they are not working for some reason):

Remove-MailboxPermission -Identity “YourSharedMailbox@comanydomain.com” -User “User1@companydomain.com” -AccessRights FullAccess

Use this command in particular to give the permissions that can release Office 365 Shared Mailbox emails stuck in the Outbox:

Add-MailboxPermission -Identity “YourSharedMailbox@comanydomain.com” -User “User1@companydomain.com” -AccessRights FullAccess -AutoMapping:$false

Make sure you replace the placeholder variables with your own credentials.

We keep the “-AutoMapping” flag off to prevent Outlook from starting its own request, as this is a major source of the issue.

Instead, what we do is add the same Shared Mailbox to users’ classic client manually:

File > Account Settings > Change > More Settings > Advanced > Open these additional mailboxes.

Try and send an email as a test. Make sure you pull the “From address” from the Online Global Address List to prevent any cache issues. Moreover, it is possible that your Office 365 Shared Mailbox emails are stuck in the Outbox, not because you lack the permissions, but because there is something else that isn’t working. Most of the time, it is the local client.

Method 4: Fix Local Profile Corruption in O365 Clients.

Both new and classic editions of the Office 365 desktop email client use local profiles to manage your email on your device.

If any external factors, like a faulty add-on or a virus/malware attack on your device, can damage it, try these steps to remove a stuck email from the Outbox of Outlook

Best Practices When Office 365 Shared Mailbox Emails Are Stuck in the Outbox

Admins should limit the shared mailbox access to 2-5 members, not more.

Users should be aware of the per-email size limits and draft their emails accordingly. Plus, they should pause all mail activity on that particular shared mailbox.

Also, Shared Mailboxes have a non-expanding 50 GB cap. When this maximum capacity is reached, it becomes impossible to send new emails. You have to delete some old conversations to make space for new ones.

Instead of deleting, you can use the SysTools Office 365 Backup and Restore Utility. This tool allows you to save a copy of all your official conversations that took place over the Office 365 shared mailbox. Download and use the tool.

Sometimes, if the issues fail to be fixed even after multiple attempts, admins may have to take a call to delete and create a new Shared Mailbox in Office 365 again.

Conclusion

Here we saw what to do if you see Office 365 Shared Mailbox emails are stuck in the Outbox. Just fix the exact issue that is causing the problem: Get the Full access + send on behalf permissions. Keep message size manageable, communicate with other users so that shared mailbox access does not clash, and of course, keep your OST file healthy. Once you carry out these tasks, emails should not get stuck.

The post Fix “Office 365 Shared Mailbox Emails Are Stuck in Outbox” Problem appeared first on SysTools Tech Blog.

That’s what you will find here in the blog, where we discuss not one but two different ways to make a report that will tell you who your organization’s heaviest OneDrive users are and how they use the service. You can use that data to better plan resource distribution and storage quotas inside your organization. Let us first lay out the reasons for making such a report.

Why Admins Require a OneDrive Activity Report?

This type of report is useful in any organization that wants to stay on top of its users’ requirements.

By tracking how many employees are actively using OneDrive, an admin can see if the resource that they are paying a premium for is being used effectively or not. If the latter is the case, then this report forms the basis of organizing training for the users who lag behind their peers in viewing, editing, and sharing data on OneDrive.

Although OneDrive is a storage service, it is not meant to be used as a junk drawer. So by actively monitoring the OneDrive usage report, admins can identify the person who actively ignores the best practices and send them reminders on how to use the service correctly.

Which Admins Can Make a OneDrive Usage Report?

Not everyone in an organization can track due to Microsoft’s strict RBAC. So before you start the report visualization, check your permission level. You should have the following roles assigned to your account:

• Global Admin (this includes all roles and permissions).
• SharePoint Administrator (If you are not a Global Admin, you need this role, as OneDrive utilizes the SharePoint infrastructure, so their admin roles are same).

Note: A user with the “Reports Reader” role can look at pre-made reports but cannot start a new report generation request on their own.

Steps to Make a OneDrive Usage Report Using Microsoft 365 Admin Center

Step 1. Log in to https://admin.microsoft.com/

Step 2. On the left side pane, expand the Settings dropdown

Step 3. Then, click on Org settings.

Step 4. Stay on the Default Services Tab and click on the Reports option.

Step 5. A Reports pane opens on your right-hand side (Note: this is not the OneDrive Usage report; we will get to it later).

Step 6. Then, uncheck the “Display concealed user, group, and site names in all reports” option and click on Save.

Step 7. Now, again use the left side pane, this time to expand the reports option and select Usage.

Step 8. Inside the Usage screen, toggle OneDrive to clean up the visualization and see the OneDrive usage report.

Step 9. You should see graphs of three categories: Accounts, Files, and Storage. You can export the data of a particular graph by clicking on the small Export Icon at the top right corner. However, if you see no graph forming, Microsoft OneDrive may have stopped working.

Or scroll down a little and see the Export icon present on top of the user usage list, and get a detailed CSV file.

Download and save this file, and then view it inside any spreadsheet program.

How to Deploy a Custom PowerShell Script to Check OneDrive Activity?

Step 1. Open a new PowerShell instance with admin privileges. To do this, just select the Run as Administrator option when you start up PowerShell. Then, type:

Install-Module Microsoft.Graph -Force

Here, use “-Force” so that you install all the modules in priority.

Step 3. Once the installation completes, to generate the OneDrive usage report, connect the Graph API:

Connect-MgGraph

Step 4. Mention the scopes of the reports. If the scope is read all, even a “Reports Reader” role can start a request; you don’t need to go up to Global admin or even SharePoint administrator.

Step 5. A browser window will launch and will ask for your credentials. Don’t worry, this is normal behavior. Microsoft just wants to make sure that the request is genuine.

So type in your credentials, and wait for the acknowledgement screen. It is nothing but a blank page with a single message

“Authentication complete. You can return to the application. Feel free to close this browser tab.”

Step 6. Once you see it, go back to the PowerShell portal. Type:

Get-MgReportOneDriveActivityUserDetail -Period <Days> -OutFile <FilePath>

Here, replace <Days> with any one of these:

• ‘D7’ for a 7-day report.
• ‘D30’ for a 30-day report.
• ‘D90’ for a 90-day report.
• ‘D180’ for a 180-day report.

And for the output path, you have full freedom to put whatever location you want. Just make sure that the file path is correct and the file extension remains “.csv”

So your final cmdlet could look something like this:

Get-MgReportOneDriveActivityUserDetail -Period 'D30' -OutFile "C:\M365_Reports\OneDriveUsage.csv"

Step 7. Press Enter, wait for the download to complete, then follow the folder path that you mentioned you should see the report.

Step 8. Open it in a spreadsheet; you can also use a text viewer, as the OneDrive usage report is just a csv file.

Compare GUI vs Script-Based Method

How to Read a OneDrive Usage Report Correctly?

A typical OneDrive report of even small organizations is filled with tons of data. Making sense of all this information is tough.

There are many visual elements an admin needs to study to understand the true nature of user activity that is happening on the OneDrive app.

Some key data elements to watch out for are:

• Is the Total storage graph steady, increasing, or decreasing?
• Has there been an influx of lots of new data lately? If so, where and by whom? In most cases, it has been found that a tiny minority of PowerUsers are the ones who hold much of their data in the cloud.
• If the gap between active files vs. total files is too wide, then users are treating the OneDrive application as their local archive. If proper protections are not in place, there is a risk of data loss.
• Which kind of files populate the storage, and how long do people keep their files on the cloud?

Seeing all the facts and figures yourself may reveal unusual practices or showcase the hidden requirements of users from a storage service like OneDrive.

Conclusion

Here, users saw what needs to be done to make OneDrive usage reports. There are mainly two ways, one that utilizes the Microsoft 365 admin center and another where we use the PowerShell cmdlet. Both have their advantages and disadvantages; it is up to the admin to decide which method works best for them.

One thing that is not up for debate while talking about OneDrive usage is backing up the data present there. Moreover, this can be made easy with the help of the professional SysTools Office 365 Backup tool, which has a specific workload just for OneDrive items. Use the report you made to identify the most critical items and then safeguard them with this solution.

Frequently Asked Questions

Q. How often should admins make a OneDrive usage report?

As and when required. Typically, admins try to make them before the end of a billing cycle to accommodate any new changes.

Q. Do users send any self-reported statistics in the OneDrive activity tracker?

No, all the usage data is recorded by Microsoft automatically; no user interference is required.

Q. Is the OneDrive usage report made in real-time, or does it show a delayed version of actual events?

All of the activity that goes inside every user’s OneDrive, whether they are working from the office building or remotely from their home, is tracked in real-time.  Admins get real insight into what’s going on inside the OneDrive service as it is happening.

Q. Can users check their OneDrive usage and make a report?

Users have limited insight into the data that Microsoft collects for its usage report. Users can view how much storage they have available, how much of it is free, and what part of it is occupied. However, unlike admins, they can’t get a report.

Q. How to tell who uses OneDrive the most?

Make a OneDrive usage report for your organization. It has all the necessary data about the most prominent OneDrive users in your M365 account.

The post Get OneDrive Usage Report in M365 Admin Center & PowerShell appeared first on SysTools Tech Blog.

Moreover, this is not just a change of email service provider but a complete transformation of a business’s digital infrastructure. As an IT administrator, it is your job to prevent mistakes that can jeopardize your organization’s email communication.

Don’t worry, you are not alone; we are here to guide you every step of the way. We will tell you about the methods that work, what to use, and what to avoid. Let’s start off with the export-import method.

Export Import Route to Transfer Emails from Fastmail to O365

The Basic idea is that you use Fastmail’s export feature to get all your data in a local repository. However, you cannot use the emails you downloaded directly as they are not in the pure EML format but rather in a compressed folder format.

That’s why an intermediary step is to unzip the files to get the EML content we need.

In the last phase of our plan, we will use the import EML feature of the new Outlook for Desktop client to add all those Fastmail conversations into the Office 365 account.

Also Read: Conduct Qmail to Microsoft 365 Migration

Now that we know the plan, let’s execute it and migrate Fastmail to Microsoft 365.

• Start by logging in to your Fastmail account.
• Open Settings → Migration.
• Switch to the Export tab.
• Click the New mail export button.
• Fastmail allows you to select one specific folder (singular) at a time and apply a date filter on the email data present inside.
• Use these features to make the export more precise.
• Once your export is ready, click on Download to receive the data.

Save it on your computer, then use any free utilities to unpack the data.

Add and Migrate Fastmail to a Microsoft 365 Account

Now you have two options: either export all the data first and then Import, or Export one batch > import it, and repeat for the remaining data.

To import, we will use the new client; the classic client does not allow EML import, and when you drag and drop the emails to a folder, the preview can’t process the emails.

Drag and drop works somewhat for the New client. Although when you do this, Outlook blocks the full data from getting visible and gives a reason that says “this sender is not in your Safe Sender list,” so check out how to whitelist all emails in Outlook 365 to view the full message.

That’s why it is better to use the default mechanism, which is:

Settings > File > Import > Import button

Browse for the parent File > Choose the account from the list (only available in desktop client) > Select folder > Import.

However, this is a slow and error-prone process. As it is entirely up to the user how much time they take to complete the drag and drop, plus the amount of time they spend correcting mistakes.

Create App Password to Migrate Fastmail to Microsoft 365

Before you proceed, make one final check to verify that all the accounts you want to switch are using the IMAP protocol.

Note: Basic Fastmail plan doesn’t give you IMAP access; So you either have to upgrade the plan or use the export-import route.

You can find IMAP setup instructions on the Settings → Migration screen.

To set up Fastmail in the Outlook client, you would first have to enable 2FA for Fastmail and generate a custom app password.

Doing this will allow you to migrate Fastmail to Microsoft 365 with ease.

• Sign in to your Fastmail account.
• Under Settings → go to Privacy & Security.
• Look for the Connected apps & API tokens tab → then select Manage app passwords and Access.
• Tap on New app password (You will be prompted to “Verify it’s you” again → Use your actual password → Continue)
• If you do not see Outlook in the dropdown list, select Custom… and type in “Outlook”
• Then, you have to pick what Fastmail data the Outlook client gets access to. Keep the default settings and continue.
• Finally, press the Generate Password button.

A new page will open that contains the app password. Copy this password into a temporary Notepad. Don’t press Done unless you verify that everything is working.

Steps to Add the Fastmail Account to Outlook 365 Client

Now, hop on to the Outlook Client.

Depending on which version of Outlook you are using, the steps vary slightly. Don’t worry, we will cover both the new and classic editions. Note: You cannot use the Web app to set up your Fastmail account. Although it is possible to add Fastmail to the mobile app version of Outlook, we won’t be using it as there is no means to transfer data across accounts on the mobile version.

Classic Client

• If this is your first time using the classic client, then Outlook shows an open/enter your email address screen. Use this opportunity to put in your Fastmail ID. If you already have some accounts on Outlook, you won’t see this screen.
• Instead, go to File > Add Account.
  Enter your Email and use your App password instead of the real password. Click Connect.
• This prompts Outlook to do a Connection test, after which you should see a “Account successfully added” text.
• It won’t show up if any mistakes were made in any of the fields. Moreover, if Outlook fails to detect the server settings automatically, you can manually toggle the Advanced setup screen and type in your Fastmail server settings yourself.
• • IMAP imap.fastmail.com Port 993
  • POP pop.fastmail.com Port 995 (Don’t Use This)
  • SMTP smtp.fastmail.com Port 465 (SSL) or 587 (STARTTLS)

Use New Outlook Client and Transfer Fastmail to Office 365

• Click on the Settings cog at the top right.
• By Default, you are on the Accounts > Your Accounts path. Click on the Add Account button.
• Type your Fastmail email address.
• Under the Password field, copy and paste the app password we made earlier.
• Click on Continue.
• Let Outlook finish up all the tests and set up a connection.

If done correctly, you should see the Fastmail data slowly load up on the client.

Similarly, add your Office 365 Business/Microsoft 365 Enterprise account on the same Outlook client.

Once you are done, create a new folder on the Office 365 account to keep all the Fastmail data. It is not a good idea to mix all your emails, especially if you were already using the O365 account before the transfer.

Then all that is left is to drag and drop emails from the Fastmail account into your O365 account.

Problems with Manual Way to Migrate Fastmail to Microsoft 365

The lack of a centralized, admin-controlled export option means IT admins have to delegate the work to users.

Plus, the Export feature of the Fastmail service is severely limited. You can only export data from one folder at a time.

So, if you select a parent folder that does not have any emails itself but is a container for multiple child folders, your export will fail.

The one folder at a time condition is strict and applies to all Fastmail subscription tiers.

As of now, there is no way to bypass it, and the lack of a publicly available future feature roadmap makes it impossible to determine if any changes will happen that remove this limitation.

You may think that if “I migrate Fastmail to Microsoft 365 by making a copy of all my emails and putting them inside a single folder, and then exporting, it should work, right?”

Wrong; this is because you don’t know about another major roadblock. There is a strict 4GB cap for each export on the Fastmail client.

Most modern email communication exceeds that limit in a few months of continuous conversations.

Fastmail offers a 6 GB mailbox size in the basic plan, which expands up to 150 GB total storage per user in its Professional tier.

This means if a Professional user has fully utilized all the available space and wants to get all of the data out, they will have to do thirty-eight separate exports (38 x 4 GB = 152  GB).

Even the basic version requires 2 export cycles to pull out all the data from the 6GB mailbox.

Not only is the limit too small, but Fastmail also does not warn you about the incomplete export. It simply truncates the export midway. It is up to the user to determine what data has been exported and what is remaining.

Moreover, there is no official documentation explaining how the export works. It is not known whether Fasmail starts picking the older emails first and works its way to the newest, or vice versa.

You have to manually open up each zip and check the last email, then redo the export for the remaining items.

Precautions to Take While Shifting Emails from FastMail to O365 Manually

You might have more than one O365 account on your Outlook client. So, before you use the import facility, be sure to double-check that you are importing the data into the right account. Otherwise

However won’t face this problem if you use the Outlook webmail, as there you can only log in to one account at a time.

Although Fastmail UI shows the size of each individual, it does not show an aggregate value when you select more than one. So you have to guess or calculate manually.

One way to avoid hitting the size limits is to make a new parent folder in your Fastmail account called, To-Be-Exported. Inside of which you must have subfolders that each correspond to a particular set of mail. None of those subfolders should exceed the 4GB limit.

Fastmail emails have a fixed size of 70 MB. This does not mean that all messages will be 70 MB. However, it tells us that some messages can contain that much data. Our Destination Office 365 can handle messages of up to 150 MB, so depositing Fastmail data should not be a problem. However, admins first make a check to see if the limit is extended or not, as the default limit is 25 MB (a lot lower than what you would expect from Fastmail)

So you should increase the per-user O365 mailbox size and message limit before the transfer.

Professional Alternative to User-Level Transfers

If admins want to make sure that their Fastmail to O365 transfer goes smoothly, they should choose the SysTools IMAP to Office Migration tool. This solution is built from the ground up to tackle these scenarios. All you need is the user’s app password. And then the tool can handle the rest on its own.

You get real-time tracking on how many accounts have been processed and hw much data from each account has been transferred. Moreover, unlike the native export, this tool has no strict upper cap on how much data you can transfer over a single migration scenario.

So use it and do the entire transfer in one go. Here is the list of steps you need to follow:

Step 1. Download the tool and select IMAP as the source and Microsoft 365 as the destination. On the same setup page, mark the email workload and apply the Date filter.

Step 2. Choose others from the dropdown list and fill in the IMAP server details. Validate and press Next.

Step 3. Likewise, add your M365 admin account address and App ID, validate both, and press Next.

Step 4. On the User mapping screen, download the Template, fill in the User IDs + their app passwords, and import this CSV back into the tool.

Step 5. On the user preview screen, make the box next to their names, prioritize the most critical accounts, then validate and start migration.

Conclusion

In this blog, you saw various ways to migrate Fastmail to Microsoft 365. You can export all the data and import it via the Outlook client. Set up both of your accounts and transfer via your cursor. The problem with both of these methods is that they rely on the user themselves. Which results in inconsistencies and a lot of troubleshooting requests. What we suggest instead is to use a Professional tool that provides a single control and coordination center for the migration.

The post How to Migrate from FastMail to Microsoft Office 365? appeared first on SysTools Tech Blog.

Think of it as a smart scheduling option to book appointments with clients, colleagues, and anyone else part of your Office 365 or Microsoft 365 subscription.

With MS Bookings, it becomes incredibly easy to tell others whether you are busy or available during a specific time slot.

Same way, you can also check the availability of other members who use the Bookings app on O365 without actually contacting them.

Here in this blog, we will teach you all about MS bookings from what you need to access it, how to access it, and the steps to use Bookings when you have access.

Let us start by identifying the real-life situations where this Bookings app is used.

What is Microsoft Bookings Used For?

The following infographic shows in what domains MS Bookings can be used.

Use case is not limited to the fields that are shown on this chart. Organizations outside these industries may use the Bookings app if they feel it satisfies their requirements. Before that, let’s check out what the prerequisites are to use the tool.

What M365 Licenses are Needed for Using Microsoft Bookings?

If you are wondering what is Microsoft Bookings license requirement dont worry, we will make it clear for you:

All of the following Office 365 subscription tiers have access:

• A3,
• A5,
• E1,
• E3,
• E5,
• F1,
• F3,
• G1,
• G3,
• G5.

Likewise, for Microsoft 365 subscriptions, the MS Bookings license requirements list is as follows:

• A3,
• A5,
• E1,
• E3,
• E5,
• F1,
• F3,
• Business Basic,
• Business Standard,
• Business Premium,
• Teams Essentials,
• Teams Premium.

The following licensing/subscription editions lack support for the Bookings app:

• Microsoft 365 Family
• Microsoft 365 Personal
• Microsoft 365 Apps for Business
• Microsoft 365 Apps for enterprise
• Microsoft 365 A1
• Office 365 A1
• Exchange Online plans (like Plan 1 or Plan 2)

Also, Microsoft does not sell Bookings as a standalone app. You can compare Office 365 plans and features in more detail to make the best choice. Now that we are aware of the license requirements, we are ready for the next step, which is to enable the app for users.

How to Check the Bookings App Status and Enable it?

For Your Entire Organization:

1. Go to the Microsoft 365 admin center.
2. In the left-side navigation pane, expand Settings. (You might have to toggle “Show all” if Settings is hidden from the default view.)
3. Under Settings, select Org Settings.
   
4. Then, scroll down and click on Bookings or use the search bar to find it.
   
5. A fly-out pane will appear on your screen from the right side. Check the box for “Allow your organization to use Bookings” and click Save.
   

For a Specific User:

1. Log in to the Microsoft 365 admin center and go to Users > Active Users.
2. Select a licensed user from the list.
3. Then, on the user’s details pane, open the Licenses and Apps tab.
4. Expand the list of apps.
5. Scroll down to see the status of the Microsoft Bookings app.
6. If there is a blue check mark, it is enabled; otherwise, it is disabled.
7. If you change the status, hit Save changes, and close the pane.

Also Read: What is Microsoft Fabric? Best Guide for the M365 Data Analytics Platform

How to Add or Enable Microsoft Bookings via PowerShell?

IT administrators who want a GUI-free approach to enable and interact with MS Bookings can use PowerShell.

Open a new local PowerShell instance in admin mode. Search for PowerShell.

If this is your first time using PowerShell for such a task, you must install and load the Exchange Online module. Use:

Import-Module ExchangeOnlineManagement

Next Step is to Connect to Exchange Online environment, Type (Replace UPN placeholder with your Admin account address):

Connect-ExchangeOnline -UserPrincipalName <UPN>

A pop-up appears; type your password and sign in.

Then, to unlock Bookings (Enable Bookings for your entire organization), you have to type:

Set-OrganizationConfig -BookingsEnabled $true

Also See: Steps to Transfer TalkTalk Emails to Gmail ID

Here is a PowerShell cmdlet Cheat Sheet that is useful for admins who deal with Microsoft Bookings daily.

Note, you won’t see the results of Set-OrganizationConfig commands right away. It can take up to 4 hours for the changes to take effect for your users. That is why we recommend that you perform such administrative changes during off-hours/weekends so that the next time users log in, they can access Bookings without issues.

Moreover, if you are a developer and want a more comprehensive set of PowerShell tools, you can check out the official Microsoft.Graph.Bookings module. It contains 175 unique cmdlets; use them to interact with Microsoft Bookings programmatically.

How is Microsoft Bookings Made? Key Steps Explained

Users can access Bookings in 3 ways

• 1. By directly visiting the page on https://book.ms
• 2. Via Outlook > More apps icon > Search for Bookings > Right click and Pin.
  
  • Use it from the quick access bar.
• 3. Using Teams > 3 horizontal dots > Type Bookings in the search bar > Click Add.
  
  • Start using it directly in Teams.

Creating Personal Bookings Pages

• Click on the Create Meeting type button.

• Under Regular settings, you have the options to:
  • Type a title
  • Choose a category
  • Add a description
  • Set a location (toggle the Teams meeting switch)
  • Pick a duration
  • Make it Public or Private
  • Check mark to add the booking details to your email signature.
  • Customize your meeting hours.

• Advance Options allow you to:
  • Add a buffer time at the start and end of the booking period
  • Limit Start time
  • Set a Max and Min Lead time
  • Use email reminders and follow-up

In Personal Bookings, only the Title field is mandatory to fill; other options can be left blank, as they just use the default placeholders.

Make the Shared Booking page:

• Tap the Create booking page button.
• A new pane appears. Add a name, logo, Business type, and Business hours (Work week and Time) press Next.
  
• Invite Staff from your organization and assign them unique roles. Press Next.
  
• To Set services, click Change (You can set these later in the post creation phase as well).
  
• Edit service allows you to change the name, duration, and the Business hours (Work week and Time). You can also toggle a checkbox to make it a Teams meeting.
  
• Hit the Update service.
• The Last Step is to choose who has access to the bookings page. Once done, click Create.
  
• It may take a few seconds for the page to build. After which, you should see a Get started screen.

The Microsoft Shared Bookings page is closely related to the calendar you see in Outlook or Teams. Take the default guided tool to understand what all the buttons do.

Steps to Remove Bookings Calendars

Personal Bookings Page

1. On the Bookings home page, hover over the specific booking page you wish to delete.
2. Click on the three horizontal dots that appear.
3. Select Delete.
4. Confirm the deletion.
   

Shared Bookings Page

Deleting a shared Bookings page is not as straightforward. Regular users cannot delete these pages, even if they are the ones who created them. If you try the same tactic used for the personal page, you won’t find a delete option.

Instead, Office 365 administrators must follow these steps:

1. Go to the Microsoft 365 admin center.
2. Navigate to Users > Active Users.
3. Search for the name of the Shared Bookings page (it is listed as a user).
4. Select it and click Delete user in the top toolbar.
5. Confirm the action by pressing the Delete user button on the right-hand pane that appears.

There are also PowerShell commands that can perform this deletion. For removing older shared booking pages (made in 2017 or before), using these PowerShell cmdlets may be the only option.

Connect to Exchange Online PowerShell.

Connect-ExchangeOnline -UserPrincipalName <UPN>

Find the booking mailbox you want to delete:

Get-EXOMailbox -RecipientTypeDetails SchedulingMailbox

Delete the mailbox. Replace with the actual name:

Remove-Mailbox -Identity <BookingCalendarToDelete>

Run the first command again to verify; the deleted page should not appear.

Conclusion

Now, the question of what is Microsoft Bookings has a clear answer: it’s nothing but a smart, integrated solution designed to eliminate the friction in scheduling. Organizations in various industries like education, hospitality, IT, law, etc, can use this tool to improve their productivity.

Moreover, in this blog, we taught users everything about the MS Bookings app, how it can be accessed from Outlook or Teams. How to set up a Personal or Scheduled booking. Plus, we gave a checklist for admins to figure out whether their license supports MS Bookings or not. If it does, they can use the steps described here to enable this feature for their users using the admin center or PowerShell commands.

The post Microsoft Bookings: How to Enable and Use it? appeared first on SysTools Tech Blog.

At its core, Microsoft Fabric is a software as a service that aims to bring all the tools and all the data in those tools together under a single centralized location.

It is not just another collection dump. Think of it as an all-in-one solution that handles all key steps of any data analysis workload. So users can complete everything from collecting the raw data to the presentation of results from a single application.

The main goal of MS Fabric is to enhance organizational abilities to eliminate all the chaos that plagues the current data landscapes. Let us see in more detail what it does to your data to make it universally accessible for anyone and everyone in your organisation.

What is Microsoft Fabric Used For? One Platform, Many Jobs

This tool is best known for its versatility, but what is Microsoft Fabric’s main use case? Or what betterment can an organization expect once it deploys Microsoft Fabric?

Before Fabric, companies had to rely on many different tools. Many of which were incompatible with each other. So most of the time was spent on low or non-productive tasks like moving data from one system to another.

Fabric eliminates all these limitations by forming a single smooth pipeline from start to end. The point below highlights use cases of Fabric in detail.

• OneLake: This is the bottom-most layer holding everything together.
• Data Factory: Fabric makes use of the highly reliable Azure Data Factory channels to get your data from point A to point B. No matter what your source might be (Sales Force, Excel Sheets, Survey Monkey, Google Analytics), even the OneDrive usage report made in the M365 Admin Center can be a data source. You can pull that data, clean it up, and load it into Fabric’s central storage without any code or scripts.
• Data Engineering: Shape and mold the raw data into useful information, structured tables that can be studied and analysed with ease. All without leaving the platform.
• Data Warehousing: Maintain secure digital inventories of all facts and figures. Moreover, gain the ability to use lightning-fast SQL queries.
• Data Science: Easy deployment of ML models on MS Fabric enables sales forecasting and trend analysis at never-before-seen levels.
• Real Time Analytics: Fabric can handle a continuous stream of data from sources like social media feeds and IOT devices. So you respond to events as they are happening.
• Business Intelligence: Fabric is built around Power BI. Use Fabric to create beautiful visualizations and tell real stories to act upon.

What is Microsoft Fabric Good For? Know Its Real World Strengths

Whenever a new platform is introduced, it’s natural for early adopters to have questions like How good is Microsoft Fabric for my organization? Is it worth it? What pain points does it attempt to resolve?

In Microsoft Fabric’s case, the most straightforward answer to all those queries is simplification.
It makes the creation and maintenance of analytics systems super easy. Before, what used to take hours of effort on the part of the data analyst and involved complex stitching of many different incompatible services is now just a matter of clicking a few buttons.

All thanks to Fabric.

Integrations would no longer fail abruptly, you won’t end up having multiple copies of the same dataset, and achieve more by spending less time.

Being a Software-as-a-Service means that it is Microsoft that is responsible for all of the underlying infrastructure that makes Fabric work. So you and your team don’t have to worry about maintaining the hardware or updating the software.

Check This: How to Migrate AOL to Gmail Business Account?

Instead, your entire focus is on extracting insights from data. Which results in better and faster decisions.

In a typical Fabric use case, a data engineer prepares a dataset, which is instantly made available to the business analyst. They can use the data to build Power BI reports. All without any handoffs or data transfers.

A single copy of your data present in OneLake eliminates the endless cycle of copying and moving data between systems.

Now that we know what Microsoft Fabric is and its biggest advantages, let’s see how long organizations have been using this service.

When Was Microsoft Fabric Released?

When we compare it to other Microsoft products, Fabric is rather new. It was first announced on May 23, 2023, at the Microsoft Build annual conference.

A public preview version was made available, and over 25,000 organisations joined to use the service.

Also Read: How to Migrate Fastmail to Microsoft 365

The General Availability (GA) date was November 15, 2023.

Who Should Use Microsoft Fabric?

Anyone who works with data will find Fabric useful. The best part about fabric is that it is not a niche product, but rather, Microsoft specifically designed it to have a mass audience. This includes:

• Data Engineers
• Data Scientists
• Data Warehouse Managers
• Business Analysts

Why is Microsoft Fabric So Expensive?

Just looking at all the features and facilities of a solution is not enough. If a business is truly committed to adopting a new technology, it must understand the overall cost as well.

At first glance, Fabric appears expensive. This is true if you think of it as a single product. The cost of MS Fabric depends on two components: Fabric capacity (Data Computation) and Fabric OneLake (Data Storage).

Out of the two, Fabric Capacity is responsible for the major chunk of your bill. During your procurement, you buy a shared pool of capacity units that power all the data analysis you do.

This single point purchasing means your bills scale linearly, and you have a predictable billing cycle. Plus, there is the flexibility of either choosing a pay-as-you-go model or joining a one-year commitment. The latter has a higher upfront cost, but it gives you significant savings over the long term.

To understand what Microsoft Fabric pricing is, consider the following:

A pay-as-you-go model in the Central US region starts from the F2 tier. You get 2 CU’s that cost $262.80 per month, and this scales up in multiples of 2. The F8 SKU-level license is $1051.20, and at the F64 SKU (64 CU’s), you need to pay $8,409.60 per month.

On the other hand, a one-year reservation provides a discount of around 41%; for instance, the F64 tier would cost approximately $5,002.67 per month.

Plans go up to the F2048 tier (Two thousand forty-eight Capacity units)

The OneLake Storage is billed separately at approximately $0.023 per GB per month.

All of this sounds like too much, but when you consider the alternative approach where each component, like data integration(Fivetran), warehousing(Snowflake), big data analysis(Databricks), and BI tools(Tableau), all have separate payments, you end up saving money.

Conclusion

Here in this blog, we not only explained to you what Microsoft Fabric is but also took you through its usage, its users, its price, and its purpose. We saw how this single, unified platform completes all the necessary steps, from raw data ingestion to beautiful visualization presentations.
Moreover, you can use MS Fabric to add cluttered information from many different sources, contribute and collaborate with your team, and extract really useful insights. For more such advanced tutorials on Microsoft 365, you can bookmark our blog by pressing Ctrl/Cmd + D.

The post Microsoft Fabric Explained: Your Data Analytics Platform Guide appeared first on SysTools Tech Blog.

PST is an important and the default file format of MS Outlook. The main concern is that its data i.e. emails, events, etc., are stored locally which often leads to issues like malware attacks, file corruption and storage limitations. To overcome these, importing PST into shared mailbox in Microsoft 365 ensures that your data remains safe, under security and accessible to authorized users anytime.

Microsoft offers three native methods for its users. Among these, the Import/Export method is comparatively easy and the simplest manual approach. However, there are a lot of downsides present for all the manual methods that we will discuss in more detail in the upcoming sections.

Secondly, the Network upload method is the most complex manual process to carry out and requires technical expertise in the PowerShell language. This method is mainly for large import.

Next, the Drive shipping method has its own limitations and it costs admin $2/GB to import PST files.

Last but not least, we are also going to discuss automated software which is designed in a way that caters to all requirements of users while importing PST to Shared mailbox Office 365. It gives you complete control over migration and helps to overcome these challenges hassle-free.

Now, let’s have a closer look at each method step-by-step.

Method 1 – Import PST File to Shared Mailbox Via Outlook

Before moving forward to the steps, first, you should make sure that you have already configured your Outlook account. If you didn’t set up the same, then follow the below steps.

1. Open MS Outlook on the desktop and click on File>> Add Account.
2. Then, enter your Office 365 email address, and hit Continue. 
3. Now, add the password and click on OK>> Finish.
4. Office 365 is now set up in your Outlook. Now, you can import the PST file to Outlook 365 online.
5. After that, execute the procedure.
6. Thereafter, on the top left side of your screen, you will find the File tab, click on it, and select Open & Export>> Import/Export.
   
   
7. In the Import Export Wizard window, choose Import from another program or file > click Next.
8. Then, choose Outlook Data File (.pst) > click Next.
   
   
9. Then, click on the Browse button to select the PST file you want to import. And, choose the desired radio button>>Next.
10. If you want to import the complete file, select the root file and tick the Include subfolders checkbox. Now, select the radio button ‘Import items into the same folder’ and add your Office 365 account ID.
11. Finally, click Finish to import PST to Shared mailbox Office 365.

Also Read: How to Import PST File into Outlook Web App?

Limitations:

• This method requires a complex configuration and required technical expertise.
• You need to have desktop-based Outlook installed on your system.
• It’s quite a lengthy process, to begin with, and there is a high chance of human error.
• If you have files in TB size then it is not a suitable approach. As it can consume a lot of time than usual.

Method 2 – Import PST to Office 365 Mailbox Using Drive Shipping

The tech giant offers a native approach i.e. ‘Drive Shipping’ for its users to export Shared mailbox to PST Office 365. You can bulk import PST files by following the below steps:

1. Copy the Outlook PST file onto a drive, and encrypt it with passwords for data security.
2. Manually ship it to the Microsoft data center.
3. Then, Microsoft will validate the files.
4. Once the verification is done, it will import PST to Shared mailbox Office 365.

Drawbacks:

• Microsoft made this method available to limited countries across the globe.
• The cost associated is completely dependent on the size of the PST file. Since organizations deal with data in terms of TBs, this method will not be a cost-effective method.
• If you are curious about the numbers, then let me tell you, the tech giant charges $2 USD/GB of data. 
• Now, you can do the math that if you wish to ship 1TB of PST files then you will have to pay $2000 USD which is not pocket-friendly.
• Also, you can ship a maximum of 10 drives at a time.
• Suppose your PST file contains 300 or greater subfolders, then you can not import it using the Drive Shipping method
• Not to mention, it’s a time-consuming process and inconvenient approach.

Also Read -: How to Export Office 365 Mailbox to PST? Explained in Detail

Method 3- Network Upload Method to Import PST to MS Shared Mailbox

It is a Microsoft-supported approach to import PST to shared mailbox Office 365 in batch. In this process, you upload your PST files to Microsoft Azure cloud storage and then import into the desired mailbox using the Microsoft Purview portal. Look at the below steps for more clarification.

1. Download AzCopy tool from Microsoft official site.
2. In the Microsoft Purview portal, create a new import job to get a Secure Access Signature (SAS) URL. It is a temporary secure link to upload PST files.
3. Open Command prompt and use AzCopy to import files to Microsoft cloud storage via SAS URL.
4. Make a simple CSV file that specifies the shared mailbox as destination for the import job.
5. Last, go back to the Purview panel, upload the CSV meaning file and start the import job.
6. Microsoft will then move your PST data into the shared mailbox Office 365.

Major Downsides:

• You can not upload PST files having a size of more than 20 GB
• This method is no longer valid if you are not technically sound.
• Uses a complex PowerShell scripting language and takes a huge amount of your time.
• There is a risk of losing your valuable data or data corruption if you enter the wrong in-line command.

After reading till now, you must be curious to know about the automated approach since all the above manual methods have their own set of limitations. Let’s move towards it. 

Method 4 – Tried & Tested Software to Import PST into Shared Mailbox

With the help of this software, you will overcome almost all the downsides of manual methods. Moreover, the easy-to-do steps will seamlessly import your PST files to the desired Office 365 mailbox in no time.  The SysTools Import PST to Office 365 Tool is recommended by many experts for its ease of use. Plus, it supports powerful yet clean interface to enable all users to import PST to shared mailbox Office 365 directly. 

Download the free demo version of this software:

Download Tool Purchase

Some of the Note-Worthy Software Features

These software features not only collectively enhance efficiency but also provide complete control while importing PST to shared mailboxes, catering to diverse organizational needs seamlessly.

• Allows to import multiple PST files into Office 365 mailboxes.
• Plus, provides date filter for emails, contacts, calendars, etc., for selective import.
• Allows you to import PST files to Shared mailboxes and In-Place archive mailboxes.
• Provides three different ways to map PST data to specific Office 365 user accounts.
• Incremental import support for adding new PST data to existing Office 365 mailboxes.
• In addition, it does not impose any data size limitation while importing PST files.
• Offers detailed and summary reports post-import for auditing and compliance purposes.

Software Steps to Import PST to Mailbox Office 365

1. Choose Outlook as the source platform and Office 365 as the destination platform.

2. On the same screen, select the categories that you wish to import into Office 365, located under Workload Selection. 

3. After that, use the Date-Range Filter to selectively import mailbox data based on dates. Then, click Next.

4. You will now be directed to the Source screen. Here, select the folder path where the Outlook PST files are stored.

Organize PST files in folders named after the target O365 email IDs as follows:

Create a folder in the root drive, such as E:/PST/user1@domainName.com/ (place all user1’s PST files here)

• E:/PST/user2@domainName.com/ (place all user2’s PST files here)
• E:/PST/user3@domainName.com/ (place all user3’s PST files here)

And so on…

Then, select the folder “E:/PST/” in our tool as the Import Folder Path.

5. Thereafter, click Validate to ensure that the necessary permissions have been granted to the files. After validation, click Next.

6. Enter the Office 365 admin email account and application ID for the destination. Click Validate to confirm the credentials.

7. Then, On the Users screen, you have multiple options to add users from the source account that needs processing:

• Fetch Users -: Automatically fetches users from the Source.
• Import Users -: Imports users through CSV.
• Download Template -: Downloads a template for creating a CSV file.

Select the suitable method according to your requirements.

8. The list of source users is displayed on the screen. You can search for a specific mailbox and select that user for data import. Use the Show Selected toggle bar to display only the selected users, facilitating selective data import.

9. Now, users need to add destination user accounts. You have two options for this:

• User List Template – Provides a sample CSV file for manually adding source users.
• Import Users – Imports users through CSV.

10. Next, click Validate to authorize the selected user source and destination accounts. Once users are validated, click the “OK” button.

11. Users can prioritize the import task. Select accounts based on priority as shown in the image.

12. Finally, click the Start Import button to initiate the import process.

Conclusion

In conclusion, since the Personal Storage Table (PST) files are prone to corruption, especially when they are large. Hence, to safely keep your important emails and documents, it’s wise to import PST to shared mailbox Office 365 as it offers better data security features. For any query, related to the software, contact our support team anytime. They are always available for you and your queries.

FAQs: Import PST to Office 365 Mailbox

Q1. How can I create a shared mailbox in Office 365?

To create a shared mailbox, you should be the Office 365 administrator. Or you must have administrator privileges.

Here are the steps to follow:

1. Firstly, login to your Microsoft 365 account and navigate to the admin center.
2. Navigate to Teams & Groups from the left-hand menu. Now, click on Shared mailboxes.
3. After that, Click on Add a Shared Mailbox and fill out the required information, including the display name and email address.
4. Click Add to create the shared mailbox.

Q2. Is it possible to import a PST file to a shared mailbox in Office 365 using the web interface?

Unfortunately, it’s not possible to import a PST file to a shared mailbox using the web interface. Moreover, you’ll need to use PowerShell to complete the import. However, if you opt for the above-mentioned software then you can do it in just 5 steps:

1. Download, Install & Launch the Tool.
2. Select Outlook & Office 365 as Platforms.
3. Thereafter, enable Desired Workload & Set Date Filter.
4. Validate Source & Destination Platforms.
5. Last, choose Users & Click on Start Import.

Q3. What permissions do I need to import a PST file to a shared mailbox in Office 365?

To import a PST file to a shared mailbox in Office 365, you need to have the Mailbox Import Export role assigned to your account. You can assign this role using the Exchange admin center or PowerShell.

Q4. Can I import a PST file to a shared mailbox in Office 365 if the mailbox is already in use?

Yes, it’s possible to import a PST file to a shared mailbox in Office 365 even if the mailbox is already in use. However, the import may cause temporary disruptions to the mailbox, so it’s best to schedule the import during a time when users are less active.

Q5. How long does it take to import a PST file to a shared mailbox in Office 365?

The time it takes to import a PST file to a shared mailbox in Office 365 depends on the size of the file and the speed of your network connection. A large PST file can take several hours or even days to import.

Q6. How can I verify that the PST file was imported correctly to the shared mailbox in Office 365?

If you have imported using the manual approach then you can use PowerShell to check the import request status and review the mailbox contents to ensure that all data was imported. Meanwhile, if you are using the above-mentioned tool then the tool will generate a detailed, summary report that you can check to verify the imported data.

The post How to Import PST to Shared Mailbox Office 365 Effortlessly? appeared first on SysTools Tech Blog.

It doesn’t depend on whether you’re using Outlook desktop or the web app; these errors will somehow affect your spam filtering. So now let’s see what result comes up if your Outlook Spam filter not working:

Suggestions: if you’re looking for another email client, errors like Why Is Yahoo Spam Filter Not Working, are also available.

let’s quickly explore their work:

#1) Check Junk Email Settings

By default, no automatic filtering option is enabled. Make it to the highest protection level.

By follow:

1. Open Outlook, go to Home tab, then Junk, and finally nav to Junk email options.
2. Choose which protection level you want, like low, high, or safe list.
3. Apply and click OK.

It changes to be more precise in filtering out emails.

#2) Disable Rules and Add-ins

Sometimes, third-party add-ins or any antivirus software rules interfere with junk.

By follow:

1. Go to file, then to manage rules & alerts.
2. Delete those rules that are causing chaos by sending spam or junk emails into the inbox.
3. Turn off all add-ins by navigating to File, clicking on Options, and finally, on Add-ins.

Start your outlook again after changing it.

#3) Update the Version

MS Outlook regularly updates spam filters, so ensure you are using its new version.

By follow:

1. Go to File, navigate to Office Account, press Update Options, and finally click on Update Now button.

This works only when you are using Outlook desktop app; in web app, updates are automatic.

#4) Repair Your Outlook Profile

If your file or complete profile is corrupted, then it might be preventing filtering out spam from working.

By follow:

1. Navigate to Control Panel (cp), tap on Mail, and then tap on Show Profiles.
2. Make a new Outlook account and set it as default.
3. Configure your mail account for newly created.

Also, test spam filter in your new profile.

#5) Report & Block Individual Senders

These filters are based on your blocked and your provided trusted information.

By follow:

1. Go to Junk Email Options, then to blocked senders.
2. Add some spam email ID.
3. If you added all emails you have to block, you can click Apply and save by pressing OK.

Note: If your Outlook spam filter not working, your Outlook inbox gets full of spammy or phishing emails, as when spam emails come, it’s of same type, like promotional, and this causes duplicate emails in your Outlook, which have to be removed, so we recommend using SysTools Outlook Duplicate Remover which allows to find and delete doubles.

Understand more by looking at its steps.

Read: How to Remove Duplicate Emails from Outlook?

Steps to Use the Aforementioned Software

1. Download and run this professional tool on your OS.
2. Click on Add file or Folders to upload files to your automated software.
3. Choose the Location to save the output or cleansed file.
4. Apply Filters like date, subject, and body if you want to use Specific Duplicate Criteria.
5. Tap on OK to a new file without any duplicates.

Conclusion

The query “Outlook spam filter not working” or “Outlook Not Filtering Spam” is fixed in this article in many effective ways. Whether it’s adjusting settings, rules, updating, etc., if you’re still having trouble, you may consult IT Support or use our suggested tool above, which can help filter duplicates from spam emails. Always remember, before changing anything in your Outlook, you should make a complete backup so that the risk of accidental data loss is removed.

The post Why Outlook Spam Filter Not Working and How to Fix It: Complete Guide appeared first on SysTools Tech Blog.

Public folders are accessible in the MS Outlook hierarchy structure, and thus, it is easy to share information with others.

Suppose the Exchange administrator enables the public folder as a mail-enabled folder and adds a member to the distribution group. In that case, all the emails that arrive in the distribution group will automatically reach the public folder.

One can easily take the backup of Exchange Public Folder in a quite simple way – save your Public Folder in a PST file with the help of Outlook.

Quick Tip: As most of the users do not think while sharing the emails in public folder, all the emails keep piling up and increase the size of public folder. So, before starting the export process, it is suggested to go through the entire data (emails, calendars, etc.) and remove all the unnecessary and irrelevant data from it. This activity will quicken up the whole process.

4 Different Methods to Export Public Folder to PST  

There are 4 different ways that you can use to perform this task, three of which are manual and the last one is the automated way. Let’s discuss each method one by one.

Method 1. Export Public Folder to PST Using Outlook Import/Export Wizard

In this method, I will use the Outlook UI to perform this task, but there are a few prerequisites that you should know before you move forward.

Pre-requisite:

• Make sure to install and configure Microsoft Outlook (2013 or later) on your PC.
• Add your Exchange account with access to the public folder in Outlook.
• Before starting the export process, make sure the public folder is visible and synced.
• Make sure to be assigned the right permissions, i.e., Owner or Publishing Editor.

Steps to Export Data Using Outlook 

Step 1. Open Outlook and click the ‘File’ option in the menu. Then click the ‘Open & Export’ option.

Step 2. Choose the ‘Import/Export’ option.

Step 3. Now select the ‘Export to a file’ option and click on ‘Next’.

Step 4. Then select the ‘Outlook Data File (.pst)’ option and click on ‘Next’.

Step 5. Choose ‘Public Folders’ to export and click on the ‘Next’ button.

Step 6. Browse the destination location to save the PST file. Also, check the option to manage the duplicate items and click ‘Finish’.

Step 7. After exporting public folders to PST file, go to the location to see the PST file.

The aforementioned process is only feasible for users who are used to the functionalities of Microsoft Outlook. Additionally, the account should already be configured and synchronized to initiate the export process. If you haven’t configured your account in Outlook, then it might take a long time to synchronize and complete the process.

If you are also going through the same scenario, then don’t worry. We are offering a quick and reliable solution that will eliminate all these steps. Let’s have a look at the tool in the following section.

Method 2. Export Public Folders to PST Using PowerShell (On-Prem Exchange)

Now, in this second method, I will be using the New-MailboxExportRequest in on-prem Exchange to export the public folder to PST. Make sure to follow these prerequisites accordingly. 

Pre-requisites:

• Must be Exchange Server 2010 SP1 or Later.
• Make sure to assign the correct role, i.e., Mailbox Import Export.
• You need to use a shared network folder (UNC path) to save PST.
• The public folder must reside in a mailbox, not in the legacy public folder database.  

Using PowerShell (On-Prem Exchange) to Export Public Folders 

Step 1. You need to start by assigning the required permissions. Run the below command for the same:

New-ManagementRoleAssignment –Role "Mailbox Import Export" –User "Administrator"

Step 2. Run the following command to export the public folder data to PST. 

New-MailboxExportRequest -Mailbox "PublicFolderMailbox" -FilePath "\\Server\PSTs\PublicFolder.pst"

Step 3. Once the process gets started, after some time, run the following command to check the status of the process.

Get-MailboxExportRequest | Get-MailboxExportRequestStatistics

Method 3. Export Public Folders to PST via Drag and Drop in Outlook

In this method, I will be using the drag and drop approach to drag items from public folders into a PST file added in Outlook.

Pre-requisites:

• Make sure to install Microsoft Outlook and configure Exchange on your PC.
• Public folder PST files must be added to Outlook
• Make sure the public folder is visible and synced.

Steps to Export Public Folders Using Drag and Drop

• Step 1. Open Outlook and make sure the public folder is accessible.
• Step 2. Create or open an existing PST file in Outlook.
• Step 3. Manually drag and drop items or folders from the Public Folder to the PST file.

Method 4. Export Public Folder to PST Using a Tried & Tested Tool

Most Rated EDB to PST Converter is one of the most reliable solutions that is used by experts to perform conversion. You only need to add the offline pub1.edb file into the software and quickly export all mailbox items. Additionally, you get 5 more export options other than the PST file to save your crucial public folder data.

There are various other advanced features as well that make it one of the best tools to carry out the process. The tool offers users to convert corrupted public folder EDB files, whether they are highly or slightly corrupted.

Once you have successfully exported public folder to PST, the software will then provide you with an export report containing the success and failure count of mailbox items.

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Simple Working Steps of the Tool

Step 1. Download the free trial version of the software and install it on your system.

Step 2. Go to the Add file option and load the pub1.edb file into the tool.

Step 3. You can generate a preview of your data and click on the Export button to proceed.

Step 4. Choose the folder list that you want to export, choose the export type, browse the destination location, and hit the Export button.

Related Post – Guide to Migrate Public Folders to Office 365 Seamlessly

Conclusion

All the users who are looking for a tried and tested way to export public folders to PST can read this article. Here, we have discussed both a free manual and a secure automated tool to get the job done. Although the manual solution described here is free to use, it has its limitations and complexities. So, we suggest that you perform the process using the automated tool discussed in the blog.

Frequently Asked Questions

Q1. How can I export public folders to PST in simple steps?

If you follow the automatic approach and use the above software, then you can follow the five steps below to perform this task:

• Step 1. Download this Utility on Windows OS.
• Step 2. Add the Public Folder to the Software.
• Step 3. Get a Preview of Public Folder Data.
• Step 4. Choose PST as Export Option.
• Step 5. Start Exporting Public Folders to PST.

Q2. Can I export my public folders to PST without Outlook installation on my system?

Yes, this software allows users to export sensitive data from public folders to PST without Outlook. You just have to install the utility on your system and load the public folder EDB into it.

Q3. I have a large-sized public folder mailbox of around 100 GB. Can I get multiple PSTs of a smaller size in the output?

Yes, there is an option to split PST into smaller parts that will help you break it into small and equal-sized PST files.

Q4. Will this software export public folder mailboxes to PST from Exchange 2013?

Yes, this smart solution supports Exchange 2016, 2013, 2010, and 2007 public folders to PST format without Outlook installation on your system.

The post Learn How to Export Public Folders to PST Using 4 Different Ways appeared first on SysTools Tech Blog.