Introduction

Generally, users do not consider backing up their data. Once they start working on any specific application, they do not think about other hindrances which can come in between. What if the data in the Office 365 gets corrupted? The data present in the Office 365 can be accessed or not? So, considering all the mishappenings that can occur in the future, it is recommended to keep the backup of the data. For this, a user can use Office 365 export PST tool. PST is the desired format because PST stores its data in the offline mode. It can be accessed easily on the local system.

Office 365 is the most wanted choice because the complications involved with the product are minimum. Moreover, not even a single bit is changed after the whole export process.

Eminent Features of Office 365 Export PST Tool

The Office 365 PST Export tool offers some special features which help to backup mailbox from Office 365 to PST file format easily. These are listed as follows:

• Export Data from the O365 Exchange Online: The Office 365 Mailbox Export tool export data from Office 365 mailboxes and other components like contacts, calendars, emails and tasks. After extraction, the O365 data can be realized in different file formats and save in the local machine.
• Converts it to Different File Format: Once the data is extracted from Office 365 account, the users can restore it in different file formats like PST, EML, MSG etc. All the emails separately with the attachments can be saved under different sort of file extensions.



• An Option to Save Only Specific Data: The Office 365 Exporter enables the user to backup only some selected data instead of the whole O365 mailbox. An option to select or deselect the checkbox corresponding to any mailbox is present. It can be changed whenever the user wants to.
• Feature to Apply Date-Based Filter: There is a smart feature to export emails from Office 365 in a limited amount. In this filter, the emails along with the components falling under specific date range will only be exported. A user is required to enter the starting date and the ending date in “To” and “From” field.



• Multiple Naming Convention Choices: The Office 365 PST export tool provides a feature to name the extracted data in different file formats. Some of the formats being Subject, Subject_Date, Subject_From, Date_Subject_From, etc. In addition to this, the date can also be saved in different file types.



• Alternative to Pause or Resume: If the O365 export process is interrupted at any point, it can take over from the point it was left. There is no need to start the procedure from the beginning. As the process is taken over from the same instant, any email formatting is not altered.



• Generates The Export Report: The Office 365 export PST tool creates the live status report. The status of the migration process is also displayed. Once the procedure gets completed, the status also changes from in progress to completed. Moreover, a tick appears after successful completion of archiving process.



• Create Replicated Copies of Data: This feature is especially build up for admin of Office 365 account. He/she can access the multiple copies of the fetched data from Office 365. To save Office 365 mailboxes in PST format, an E3 license is required which is granted to the company’s domain.

System Specification Required

The following are the system specifications required for the proper working of Office 365 PST Export tool to backup Office 365 mailboxes to PST:

• Operating System: Supported by Windows 10 and other below versions
• Processor: Intel Pentium 1 GHz processor (both 32-bit and 64-bit) or equivalent
• RAM: Space of around 2GB RAM is desired
• Hard Disk Storage Space: At least, 34 MB of space is demanded for installing Office 365 Email Extractor

Terms and Conditions for Office 365 Export PST Tool

From the below-mentioned list, only one of them is required:

• Microsoft Outlook 2016/2013/2010/2007 to archive Office 365 mailboxes into PST
• MS Azure Active Directory module for PowerShell in Windows
• Assistant Setup for Microsoft Online Services

Versions Available of Office 365 Exporter

There are two different versions of the Office 365 export PST tool:

• Demo Version: It extracts Office 365 mailboxes, contacts, calendars and other items. But, it is capable to extract only 100 emails and 25 other items.
• Paid Version: There is no limitation on the number of items that can be exported and converted to other file formats like PST, MSG, and EML

Pros and Cons of Using Office 365 Export PST Tool

Advantages

• An option to apply date filter and export selective data from Office 365 to PST, EML and MSG
• Multiple naming conventions are allotted for resultant files

Disadvantages

• It is hard to believe but, I did not find any problem while using this Office 365 Mailbox Export tool.

The Final Verdict

To save the Office 365 mailboxes as PST file format, there are multiple manual techniques. But, there are some drawbacks of the workaround approach. Sometimes, the original formatting is compromised. At other times, the complete data is lost. So, to avoid any haphazard situation, it is recommended to go for the professional tool like Office 365 export PST tool. I personally feel that the utility is great and the best tool to carry out the Office 365 to PST conversion. I would like to rate it as 9.6 out of 10.

About Author

Having more than 3 years of experience in IT industry, he is expertise in many fields. Naming some of them are Exchange Server, SharePoint, Office 365 and Outlook. Ashish Ratan Singh is a professional technical blogger and he loves resolving user queries with his simple but great tips and tricks.

Introduction

In MS Office 365 suite, users can create an archive and deletion policy that converts all items to users archive mailbox and automatically deletes email from a mailbox. Users can execute this by creating the retention policy that is already assigned to each mailbox, and move selected items to a user archive mailbox during a period of time. After reaching a specific limit, it may also remove all items from an entire mailbox. Moreover, the actual rules determine what type of items is moved or deleted and when this happened known as retention tags.

All the retention tags are associated with a retention policy, which turns in is assigned to the user mailbox. The retention tag implements all retention settings to an individual message and folder in a user mailbox. It signifies how long the message will remain in a mailbox and what action to be taken when an email reaches its retention age. When the message reaches the specified retention age, it is either transferred to the user archive mailbox or it may be deleted. Check 3 best Ways to export Office 365 Online Mailbox to PST in case looking to archive mailbox locally on your system. In this article, we will discuss Office 365 archive and retention policy for mailboxes in a detailed manner.

Most Common Retention Policies to Email Messages

Go through the following steps to set up archiving and retention policy that is mentioned below:

• In an organization, you must enable the archive mailbox. This will give you an additional mailbox storage, and it is mandatory so that the retention policy can move all items to an archive mailbox. Also, it allows you to save archival information by switching items in the archive mailbox.
• Create three different custom retention tags that will execute the following points:
• a). You can automatically move old items (past 3 years) to a user archive mailbox. Moving all items to an archive mailbox to free up space in the user’s primary mailbox.
• b). You can eliminate all items automatically that are 5 years old from Deleted Items folder. This will also free up disk space in a user primary mailbox. Moreover, you will get an opportunity to recover all such items if necessary.
• c). You can automatically erase items that are 7 years old from the primary as well as archive mailbox. Due to compliance regulations, multiple organizations are required to maintain email message for a certain period of time. Once this time period expired, an organization can permanently remove items in the user’s mailbox.
• Creating the new retention policy and also you can add a new custom retention tag to it. In addition, you can also add various built-in retention tags to a new retention policy. This involves personal tags that users will assign to each item in their mailbox. You can simply add the retention tags that can transfer items from the Recoverable Items folder in a user primary mailbox to the Recoverable Items folder in the archive mailbox. This will help to free up space in the users Recoverable Items folder when all mailboxes are placed on hold. Check this blog to enable and create retention tags for Office 365 archive and deletion policy.

Know the Major Role of “Retention Hold”

This feature “Retention Hold” can contain two words that make you think you are keeping email messages. The Retention Hold feature is basically designed to place the Retention Policy on “pause” option for the mailbox. Thus, if users are gone for the extended period of time, then the Retention Policy is not going in and clean out all the emails before they were even seen. Furthermore, this does not stop a user from deleting messages because these Retention Policies do not retain emails.

Some Additional Information

The retention age limit of mailbox items is calculated from the date of creation or date of delivery for items like draft emails that are not sent but are created by the end users. If the Managed Folder Assistant processing items available in the mailbox, it will stamp a start date and the expiration date for each item that contains retention tags with both delete and allow recovery or permanently Delete retention action. Items that have the archival tags and all are stamped with a moving date.

Final Words

In the above write-up, we have already discussed all functions of retention policy for mailboxes in a proper way. Also, we have explained the major role of “retention hold” in the archive mailbox.

Background

I know we all uses Outlook. Am I right? Few of them will be using it for official uses like me. What happens if you create an account in C-Sharp Corner or Code Project with that account? Mails from C-Sharp Corner and Code Project will be coming to your Office mail right? It will be good if you could arrange your mails by giving separate folder for separate kind of mails. Here in this post we will learn how we can do that.

Move Mails from Inbox To Other Folder

To move mails from Inbox to other folder, you need to follows the below steps.

Step 1

Right click on the mail on which sender you need to create the rule and go to Rules and then Create Rule.

Move Mails from Inbox To Other Folder

Step 2

Select the rules (Check Boxes) as shown in the below image.

Move Mails from Inbox To Other Folder

Step 3

Now click on the ‘Move the item to folder’ check box. You can see a pop as follows.

Move Mails from Inbox To Other Folder

Select your mail id and click on new button.

Step 4

Give your folder name and click OK.

Move Mails from Inbox To Other Folder

Step 5

Now you can see that the new folder name has been added to the text box near to the check box.

Move Mails from Inbox To Other Folder

Step 6

Before clicking OK, click on the ‘Advanced Options’

Move Mails from Inbox To Other Folder

Step 7

Now you can see so many rules listed. Be careful when you select those. Now please go to the last page.

Move Mails from Inbox To Other Folder

Please make sure that ‘Run this rule now on messages already in “Inbox”‘ and ‘Turn on this rule’ is checked so that this rules will be applied for your past mails which satisfied the conditions. This will make sure that the past mails will be moved to your new folder.

Step 8

Once you are done, please click on the finish button. You can see a pop saying that the rule is running.

Applying rules in Outlook

Step 9

Now make sure that the rules are applied and all the mails which is satisfying our conditions given has been moved to our new folder.

Validating rules in Outlook

That’s all we have done it.

Conclusion

Did I miss anything that you may think which is needed? Could you find this post as useful? I hope you liked this article. Please share me your valuable suggestions and feedback.

Your turn. What do you think?

A blog isn’t a blog without comments, but do try to stay on topic. If you have a question unrelated to this post, you’re better off posting it on C# Corner, Code Project, Stack Overflow, Asp.Net Forum instead of commenting here. Tweet or email me a link to your question there and I’ll definitely try to help if I can.

Kindest Regards
Sibeesh Venu

Sample Word Doc

To test this, we need a word document in which second page is blank. You can see a word document sample below.

Now we need to follow the following steps.

Step 1

Go to view tab from the menu and click on the Draft

You can see that in the above image.

Step 2

If you do first step, your word document becomes as follows.

Now you need to paragraph menu from Home tab.

Step 3

Click on the icon from paragraph menu.

Once you click on that icon, you will get some non printing characters in your word document. Click on the last in your word document and press delete.

Now go back to your home tab and click on show/hide menu and then go to View tab and click print layout option.

That is all now, I hope your blank page is deleted now.

Kindest Regards
Sibeesh Venu

document1
document2
output
Hi all, in this article you will learn about mail merging in Word 2013. Most of you may have already worked on this, or familiar with it. This article is for those who have not yet tried this.

Background

Yesterday one of my friends asked me about mail merging in Word. To be frank, that was the first time I had heard about it. I then learned it is a feature available in Word. But I could search and help my friend about that. So I thought of sharing that info with you all.

Mail Merging in Word

The Mail Merge feature helps you to create Word documents with nearly the same contents with only a few differences. Let us say you have to send your marriage invitation Word document to 100 people. In this case, only the address will be different, right? (I know you won’t create your marriage invitation in a Word document. This is just for an example.) So here we can use the mail merge feature.

How it works

We will have two Word documents. The first document will have the address details of the recipients. And the second document will have the marriage invitation content. So what we are going to do is, just gathering the data from the first document to the second. At last we will have a separate marriage invitation for the separate address.

Let’s start

We will do the entire process step by step.

Step 1

Open a sample Word document.

Consider that we have the first document, document 1, as in the following (please see the document1.docx from the download list).

NB: The most important thing here is, I have used a comma (,) as the delimiter. To work with this feature we must give a delimiter (separator) in each of the details.

Step 2

Create invitation Word document.

Consider we have the content (document2.docx) as follows.
……………………………………………………………………………………………………………………………………………

From,
Your name,
Your address
To,

With joy in our hearts, we your name and your fiancée name, request the honor of your presence as we exchange marriage vows and celebrate our new life together Saturday, June 19, 2015.

The Taj Hotel

Chennai

————————————————————————————————————————–

Please note that I have not given the “to address”, this content we will gather from the document1.

Step 3

Open document2.docx and click on start Mail Merge under the mailing tab.

Click on the step-by-step Mail Merge wizard. Now you can see a dock panel on the right side of your Word document as follows.

Step 4

Click on Next.

Step 5

After doing the preceding, you will get a screen as follows:

Please note that all the details are loaded correctly.

Now click OK.

Now you are able to write your letter. Click on write your letter as in the following image.

Step 6

Step 7

Step 8

Click on the edit individual letter. And click OK for the next pop up.

Now you can see the invitations separately for each of the names and addresses you have given in the document1.

That’s all.

Output

Please download output.docx to see the output.

Conclusion

I hope you liked this article. Now please share your thoughts and suggestions. It matters a lot.

Kindest Regards,

Sibeesh Venu
www.sibeeshpassion.com

Today I came across the requirement to determine the consolidated data in Excel. I was just calculating my monthly expenses for the past few months. So I thought of sharing how to consolidate the data in Excel, so that it will be more readable.

How

Let us say I have the data as follows.

You can see that some of the categories are repeating in that list. So we need to consolidate the items, right? So that I can get an overview of how much money I have spent in each category, so let us do that.

Step 1

Create the headers.

Step 2

Click on the adjacent cell below “Consolidated Category”, so that you can consolidate the data there.

Step 3

Go to Data and click on the tab Consolidate.

The moment you clicked, a pop-up will open as follows.

Step 4

Now click on the reference icon just near to the Browse button.

Once you click on the reference, please select the data that is not consolidated as follows.

Please note that a reference formula has been added to the reference box.

Step 5

Now click on the reference icon again as follows.

Step 6

Please click on the Add button so that your formula can be used the next time also. Once you have clicked on that, you can see that your formula has been added to all the references.

Step 7

Now an important part is, since our data is based on the category and the category is left column in the selection, you need to check the Left column.

Once you are done, please click OK.

Output

Now you will get output as follows.

Cool! You have done it.

Conclusion

Please provide your valuable suggestions and comments. Thanks in advance.

Kindest Regards,

Sibeesh Venu