How to Use CodeTwo Outlook Export: Step-by-Step GuideExporting Outlook data—emails, contacts, calendars, tasks, and more—can be a routine maintenance task or a critical step for migration, backup, or compliance. CodeTwo Outlook Export is a dedicated tool that simplifies exporting Outlook mailbox contents to PST files or other formats while preserving folder structure, metadata, and attachments. This guide walks you through using CodeTwo Outlook Export from planning to completion, with practical tips, examples, and troubleshooting advice.
What is CodeTwo Outlook Export?
CodeTwo Outlook Export is a Windows-based utility designed to export data from Microsoft Outlook profiles and Office 365 mailboxes. It supports exporting:
- Mail items (including headers, body, and attachments)
- Contacts
- Calendars (with recurring events)
- Tasks and notes
- Public folders (in some setups)
The tool aims to be user-friendly for administrators and end users, offering options such as selective export (by folder, date range, or item type), bulk export for multiple profiles/mailboxes, and preservation of original metadata.
Before you start: prerequisites and preparation
- Supported environments: Make sure your version of Outlook and Windows are supported by the CodeTwo version you plan to use. Check CodeTwo’s documentation for exact compatibility.
- Back up current data: Although exporting is generally safe, create a backup of critical data before proceeding.
- Sufficient disk space: PST files can be large. Ensure the target drive has free space equal to or greater than the expected export size.
- Permissions: If exporting other users’ mailboxes (Exchange/Office 365), ensure you have the necessary admin permissions or mailbox access rights.
- Close Outlook (if required): Some export modes may require Outlook to be closed. The app will usually indicate whether Outlook must be shut down first.
Step 1 — Install CodeTwo Outlook Export
- Download the installer from CodeTwo’s official website.
- Run the installer and follow on-screen prompts. Choose an installation directory and accept the license terms.
- Launch the application after installation completes.
Step 2 — Choose export source
CodeTwo Outlook Export typically offers several source options:
- Local Outlook profile (the default Outlook profile configured on the PC)
- An Outlook OST/PST file (select a file on disk)
- Office 365 / Exchange mailbox (requires network access and proper credentials)
Select the appropriate source for your scenario. For exporting from Office 365, you’ll be prompted to authenticate (usually with an admin account or delegated access token).
Step 3 — Select mailboxes or folders
- If exporting from a local Outlook profile, choose which mailbox or data file (.pst/.ost) to export.
- For Office 365/Exchange, select user mailboxes or shared mailboxes. The interface usually allows bulk selection or importing a list of mailboxes from a CSV.
- Drill down into mailbox contents and pick folders to export (Inbox, Sent Items, specific subfolders, Contacts, Calendar, etc.). Use the checkbox controls to include or exclude folders.
Tip: To reduce file size and focus on relevant data, filter out system folders or archive-only folders you don’t need.
Step 4 — Configure export options
Most useful options include:
- Export format: Standard PST is the typical choice. Some versions may also offer MSG or EML exports.
- Split PST: If you expect very large PSTs, enable splitting by size (for example, 20 GB per PST) to avoid file corruption and to improve manageability.
- Date range filters: Export only items within a certain period (e.g., last 3 years).
- Item type filters: Include or exclude emails, contacts, calendars, tasks, notes.
- Preserve folder structure: Ensure this option is enabled if you want an identical hierarchy in the resulting PST.
- Attachments: Include or exclude attachments.
- Deduplication: If available, enable deduplication to avoid duplicate items in the output.
- Logging and report: Enable detailed logs and export summary reports to review after completion.
Step 5 — Choose destination and naming conventions
- Select the output location for PST/EML/MSG files. Prefer a fast local drive over network shares to minimize failures.
- If exporting multiple mailboxes, set a naming template (e.g., {DisplayName}{Mailbox}{Date}.pst) to avoid overwriting files and to keep exports organized.
- If exporting to a network location, ensure write permissions and stable network connectivity.
Step 6 — Run a test export
Before exporting all mailboxes or large datasets, run a small test:
- Export a single mailbox or a few folders to a PST.
- Open the resulting PST in Outlook (File > Open & Export > Open Outlook Data File) to confirm folder structure, item count, metadata, and attachments are preserved.
This helps catch issues (permissions, corrupted items, missing attachments) before a full run.
Step 7 — Execute the full export
- Start the export job. The interface will show progress, estimated time, and any warnings or errors encountered.
- Monitor the process, especially if exporting many mailboxes or very large mailboxes.
- If the tool supports it, run exports in parallel while considering CPU, memory, and network load to avoid overwhelming the host.
Step 8 — Verify results and generate reports
- After completion, open the exported PST files in Outlook and spot-check several folders and items. Verify:
- Folder hierarchy matches the source.
- Item counts are comparable (allow for filters).
- Attachments open correctly.
- Calendar events, recurring appointments, and attendees are intact.
- Review export logs and reports for any skipped items or errors. Address any problems (e.g., re-run export for failed mailboxes).
Common issues and troubleshooting
- Authentication failures for Office 365: Re-check credentials and permissions. Consider using app passwords or modern auth (OAuth) if required.
- Large mailbox causing timeouts: Increase timeouts if the tool allows, split exports by folder or date range, or run during off-peak hours.
- Corrupted items preventing export: Logs usually identify problematic items. Remove or export such items separately.
- PST file too large: Enable splitting or export selectively by date ranges.
- Network instability: Export to a local drive then move PSTs to the network share after completion.
Best practices
- Always run a test export first.
- Keep PSTs on reliable storage with regular backups.
- Use clear naming conventions and maintain an export inventory (CSV) listing mailbox, date, and file path.
- For migrations, coordinate with end users about mailbox freezes or expected changes.
- Keep the export tool updated to the latest version for bug fixes and compatibility.
Alternatives and complements
While CodeTwo Outlook Export is focused on exporting Outlook data, other tools and native approaches exist:
- Native Outlook export wizard (File > Open & Export > Import/Export) — good for simple, single-user exports.
- Microsoft 365 compliance center (eDiscovery) — for large-scale or compliance-focused exports.
- Third-party migration tools — offer advanced filtering, transformation, or direct migrations between tenants.
Quick checklist
- Verify compatibility and permissions.
- Free up disk space for output.
- Configure filters, split size, and naming convention.
- Run a small test export.
- Execute full export and verify results.
- Keep logs and an inventory of exported files.
If you want, I can:
- Create a printable one-page checklist you can use during exports.
- Provide PowerShell examples for exporting mailboxes via Exchange/Office 365 in case you prefer a scripted approach.
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