PST Migration Tool Review

Introduction

Migrating email data between Exchange, Microsoft 365, or local Outlook archives shouldn’t require PowerShell expertise or admin-level Exchange roles — yet native methods often do. ManageEngine’s PST Migration Tool removes this barrier with a free, GUI-based utility that lets any user export or import mailbox data to/from PST files — no special permissions, no scripting, no license fees.

Ideal for mailbox migrations, backups, compliance archiving, and user onboarding/offboarding, this tool democratizes a traditionally complex task. In this review, we verify its functionality, permissions model, and real-world usability for IT teams and end users alike.

What Is the PST Migration Tool?

The PST Migration Tool is a free Windows desktop application that enables:

• ✅ Export mailboxes (emails, contacts, calendars, tasks) from Exchange Server or Microsoft 365 → to PST
• ✅ Import PST files → into Microsoft 365 mailboxes
• ✅ Full item fidelity — preserves folders, timestamps, and metadata
• ✅ Runs under standard user permissions (no Mailbox Import/Export role needed)

Unlike native methods (e.g., New-MailboxExportRequest in PowerShell), it bypasses Exchange role requirements by using EWS (Exchange Web Services) and MAPI/Outlook integration — making it accessible to helpdesk staff, MSPs, and even power users.

Key Features

• ✅ 100% Free — No License or Signup
• ✅ No Elevated Exchange Permissions Required

• Export: Only Read access to mailbox
• Import: Read/Write access (delegated or primary)

• ✅ Full PST Support — Emails, calendars, contacts, tasks, notes
• ✅ Microsoft 365 & On-Prem Exchange Compatible (2010–2019)
• ✅ Batch-Friendly UI — Select folders, filter by date, pause/resume

⚠️ Limitations:
✖️ Windows-only (requires Outlook or MAPI client)
✖️ Does not support direct Exchange Server → Exchange Server migrations (PST as intermediary only)
✖️ Import to Microsoft 365 only (no on-prem Exchange import support)

How to Use It (Step-by-Step)

To Export a Mailbox to PST:

1. Install the tool (requires Outlook or MAPI client)
2. Launch → Enter mailbox credentials (user@domain.com + password)
3. Select source: Microsoft 365 or Exchange Server
4. Choose folders to export (or “Entire Mailbox”)
5. Set date range (optional)
6. Click Export → Save PST to local drive

To Import PST to Microsoft 365:

1. Launch → Log in to target Microsoft 365 mailbox
2. Click Import → Select PST file
3. Map folders (e.g., PST/Inbox → Online/Inbox)
4. Click Start Import

💡 Pro Tip: For large mailboxes (>10 GB), split PSTs by year using Outlook’s Archive feature first — improves reliability.

Use Cases / Who Should Use This Tool

• 📤 User Offboarding — Archive departing employees’ mailboxes before license removal
• 📥 Onboarding & Migrations — Move legacy PSTs into new Microsoft 365 accounts
• 🛡️ Compliance & Backup — Create local PST archives for legal/audit readiness
• 🧳 Hybrid Cloud Transitions — Bridge on-prem Exchange to Microsoft 365
• 🏢 MSPs & IT Admins — Perform mailbox migrations without Exchange admin rights

Not ideal for automated, scheduled backups — but perfect for one-time, permission-constrained migrations.

Pros and Cons

Is It Free?

Yes — 100% free for commercial and personal use. No license key, no telemetry, no upsell.

Alternatives

• Native Exchange PowerShell — Free but requires Mailbox Import Export role
• Microsoft’s eDiscovery (M365) — Powerful but needs E5 license or Compliance add-on
• SysTools PST Converter — Paid (~$199); more formats but overkill for simple exports

For permission-light, GUI-driven PST workflows, ManageEngine’s tool remains unmatched in the free tier.

Final Verdict

⭐ 4.6 / 5 — A pragmatic, high-value utility that solves a real pain point: mailbox portability without admin overhead. While not a full backup solution, it’s an essential tool for any team managing hybrid or cloud email migrations on a budget.

Highly recommended for SMBs, MSPs, and IT generalists handling mailbox transitions.

FAQ

Q1: Do I need Outlook installed?
A: Yes — the tool relies on MAPI, which requires Outlook (32/64-bit) or a standalone MAPI client.

Q2: Can I export shared mailboxes?
A: Yes — if you have Full Access or Send As permissions and can open the mailbox in Outlook.

Q3: Are attachments preserved?
A: Yes — all inline and attached files are included in the PST.

Q4: What’s the max PST size supported?
A: Up to 50 GB (Outlook 2016+ limit). For larger mailboxes, use Outlook’s Archive to split first.

Q5: Does it support MFA (Multi-Factor Authentication)?
A: Yes — for Microsoft 365, it uses modern auth (OAuth 2.0) and supports MFA via browser login prompt.