Retrieving Email Data from Mailbox for the Past 6 Years

Question

Is it possible to retrieve all emails sent from a mailbox over the past 6 years in CSV or Excel format from the admin center? Are there any PowerShell commands available to check and extract this data?

Answer 1

You can use PowerShell to get all emails sent from a mailbox over the past 6 years in CSV or Excel format. It require some admin-level access.

Search-Mailbox -Identity "UserMailbox" -SearchQuery "sent:01/01/2018..01/01/2024" -TargetMailbox "AdminMailbox" -TargetFolder "SentItemsSearch" -LogLevel Full

 After running the above command, you can then export the results from SentItemsSearch folder into a CSV file using another command or manually download them.

Through EAC Message trace is limited to 90 days. For older data (up to 90 days), you might need to run multiple traces or use the Security & Compliance Center.

Let me know if you have any query.

Answer 2

Yes, it is possible to retrieve emails sent from a mailbox over the past 6 years in CSV or Excel format using Microsoft 365 Admin Center or PowerShell. However, retrieving such a large volume of data requires eDiscovery tools and appropriate permissions. Here’s how to do it:

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Using Microsoft 365 Admin Center

Set Up eDiscovery Permissions:

• Go to Microsoft Purview Compliance Center > Permissions.
  • Assign yourself the eDiscovery Manager role to access eDiscovery tools.
  Create an eDiscovery Case:

  - Navigate to **Microsoft Purview Compliance Center** > **Content Search**.
  
     - Create a new content search and name it appropriately.
  
     **Define Search Conditions**:
  
        - Set the **Locations** to include the mailbox in question.
  
           - Use a query like `sent>=01/01/2018 AND sent<=01/01/2024` to define the date range.
  
              - Run the search and review the results.
  
              **Export Results**:
  
                 - Once the search completes, export the results.
  
                    - Use the provided link to download the data in PST format.
  
                    **Convert to CSV/Excel**:
  
                       - Use tools like Outlook or specialized software to convert PST files into CSV or Excel.
  

---

Using PowerShell

Connect to Exchange Online: Run the following commands to connect:

Connect-ExchangeOnline -UserPrincipalName admin@yourdomain.com

Export Sent Items: Use the Search-Mailbox or New-ComplianceSearch cmdlets to export data. Example using Search-Mailbox:

Search-Mailbox -Identity "user@yourdomain.com" -SearchQuery "SentItems AND after:01/01/2018 AND before:01/01/2024" -TargetMailbox "admin@yourdomain.com" -TargetFolder "SentItemsExport" -LogOnly -LogLevel Full

• The above command logs all sent items within the specified date range into a folder in the target mailbox. Convert to CSV: Export results from the mailbox to a CSV using PowerShell:

     Get-MailboxExportRequest | Get-MailboxExportRequestStatistics | Export-Csv -Path "C:\SentEmails.csv" -NoTypeInformation
  

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Verify Email Data

Before processing, verify the extracted email data:

• Use an email verifier tool to validate addresses in the extracted list to ensure deliverability and correctness.
• Example tools include email verification APIs or scripts to identify invalid or outdated addresses.

This process ensures you retrieve the emails and have valid and accurate data for analysis or compliance needs. Yes, it is possible to retrieve emails sent from a mailbox over the past 6 years in CSV or Excel format using Microsoft 365 Admin Center or PowerShell. However, retrieving such a large volume of data requires eDiscovery tools and appropriate permissions. Here’s how to do it:

---

Using Microsoft 365 Admin Center

Set Up eDiscovery Permissions:

• Go to Microsoft Purview Compliance Center > Permissions.
  • Assign yourself the eDiscovery Manager role to access eDiscovery tools.
  Create an eDiscovery Case:

  - Navigate to **Microsoft Purview Compliance Center** > **Content Search**.
  
     - Create a new content search and name it appropriately.
  
     **Define Search Conditions**:
  
        - Set the **Locations** to include the mailbox in question.
  
           - Use a query like `sent>=01/01/2018 AND sent<=01/01/2024` to define the date range.
  
              - Run the search and review the results.
  
              **Export Results**:
  
                 - Once the search completes, export the results.
  
                    - Use the provided link to download the data in PST format.
  
                    **Convert to CSV/Excel**:
  
                       - Use tools like Outlook or specialized software to convert PST files into CSV or Excel.
  

---

Using PowerShell

Connect to Exchange Online:
Run the following commands to connect:

Connect-ExchangeOnline -UserPrincipalName admin@yourdomain.com

Export Sent Items:
Use the Search-Mailbox or New-ComplianceSearch cmdlets to export data.
Example using Search-Mailbox:

Search-Mailbox -Identity "user@yourdomain.com" -SearchQuery "SentItems AND after:01/01/2018 AND before:01/01/2024" -TargetMailbox "admin@yourdomain.com" -TargetFolder "SentItemsExport" -LogOnly -LogLevel Full

• The above command logs all sent items within the specified date range into a folder in the target mailbox. Convert to CSV:

Export results from the mailbox to a CSV using PowerShell:
```   ```
   Get-MailboxExportRequest | Get-MailboxExportRequestStatistics | Export-Csv -Path "C:\SentEmails.csv" -NoTypeInformation

---

Verify Email Data

Before processing, verify the extracted email data:

• Use an email verifier tool to validate addresses in the extracted list to ensure deliverability and correctness.
• Example tools include email verification APIs or scripts to identify invalid or outdated addresses.

This process ensures you retrieve the emails and have valid and accurate data for analysis or compliance needs.

Answer 3

Hi,@Mohana Reddy

Thanks for posting your question in the Microsoft Q&A forum.

You can search for content in Microsoft Purview's eDiscovery.

Finally, just export the results.

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