In Exchange Server, the Mailbox Import Export Role allows the assignee to export mailboxes to PST and to import PST files into mailboxes. When the role is assigned, the user will be able to use the New-MailboxExportRequest and New-MailboxImportRequest commands in the Exchange Management Shell (EMS).
The Mailbox Import Export Role, however, is not assigned by default, even to a domain administrator. Therefore, it must be explicitly assigned to the user. In this article, we will be discussing how to assign this role in Exchange Server.
Ways to Assign the Mailbox Import Export Role in Exchange Server
You can assign the Mailbox Import Export Role using the Exchange Admin Center (EAC) or by using the PowerShell commands in Exchange Management Shell (EMS). The role can be assigned to a group as well as to a user. Let’s see how.
1. Assign the Mailbox Import Export Role using the Exchange Admin Center (EAC)
You need to log in to the Exchange Admin Centre (EAC) first. After successful login, follow the steps below:
- Click on Permissions.
- Next, click on Admin Roles.
- Now, either select a role group or create a new role.
- In the next window, select the Mailbox Import Export
- Add the user who needs the permission.
- Save the role and wait for a few minutes until it is provisioned.
2. Assign the Mailbox Import Export Role using the Exchange Management Shell (EMS)
You can also use the PowerShell commands in the EMS to assign this role to either a group or a user. To assign the role to a group, you can use the following command:
New-ManagementRoleAssignment -Role “Mailbox Import Export” -SecurityGroup “Organization Management”
You can use the command below to assign the role to a user:
New-ManagementRoleAssignment -Role “Mailbox Import Export” -User username
How to Assign the Mailbox Import Export Role in Exchange Online?
In Exchange Online, Microsoft Purview is used to export a mailbox to PST file. However, if you want to assign this role in Exchange Online, then follow the given steps:
- Log into the Exchange Admin Center of Exchange Online.
- Click on Roles.
- Click on Admin Roles.
- Open Organization Management.
- Ensure that the Mailbox Import Export is enabled.
- Save the role.
Why you need to Perform the Import/Export Task?
Here are some scenarios where you have to export/import data in an Exchange Server:
- Migrating to Office 365/Newer Exchange Server: This is mostly used when running a staged or cutover migration from a local Exchange Server to Office 365.
- Merge/Consolidate Mailboxes: You would have to consolidate or merge mailboxes in the local Exchange Server prior to the migration.
- When Remote Move is not Possible: In the case of migration to a new Exchange Server, this is needed when the native remote move is not possible due to incompatible versions.
- Compliance and Archiving: There are certain regulations or compliance requirements where you would need a point-in-time export/snapshot of a mailbox for archiving purposes.
Pros and Cons of Exporting/Importing Mailboxes via Native Methods
Manually exporting/importing mailboxes via EAC and EMS is suitable only for small to medium businesses, and when the hybrid method is not possible, or there is an incompatibility issue. Here are some advantages of these manual methods:
- These features are native and free, and don’t require additional licensing.
- When using PowerShell commands, you can export specific mailboxes, folders, or even use scripting to export a batch of users.
These methods also have certain limitations, such as:
- The process is time-consuming. You would end up wasting a lot of time exporting and verifying the PST files.
- There is a huge administrative effort in monitoring, storing, and troubleshooting export issues.
- PST files, especially large ones, are prone to corruption.
- These methods are dependent on a running Exchange Server.
- These are not suitable for large-scale import/export tasks.
Alternative Method to Export Mailboxes to PST
As we have seen above, manual methods for exporting mailboxes to PST can require significant administrative effort. By using specialized EDB to PST converter tools, you can easily export mailboxes to PST with complete data integrity, while reducing effort and time.
Stellar Converter for EDB is one such tool with which you can easily open online and offline databases from any Exchange Server version and of any size, even if the Exchange Server is not running. Once the database is opened, you will be able to browse the database items in a graphical interface with full HTML preview. You can granularly export user mailboxes, user archives, disabled mailboxes, public folders, and even deleted/purged items to PST files. You can also export directly to an Exchange Server or Office 365 with automatic mailbox matching, making the export task as seamless as possible.
Conclusion
Above, we have seen how to assign the Mailbox Import Export Role in Exchange Server. However, exporting and importing the mailboxes via native methods is not an easy task, especially when it is not planned well. Therefore, you should always be prepared and have the right tools in hand for a smooth and seamless export of data. With Stellar Converter for EDB – a specialized EDB to PST converter tool, you can seamlessly export mailboxes and other items from an EDB file to PST with complete data integrity and peace of mind.
