Migrate Office 365 to Exchange Server in 2026: Complete Guide
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Written By
Aradhya Jain -
Approved By
Shivam Rathore -
Updated on
June 29th, 2026 - Read Time
7 minutes
User Query: How do I migrate Office 365 emails to Exchange Server without losing emails, contacts, calendars, and mailbox folders? Is there a manual method, or is using a professional migration tool a better option?
Introduction: Organizations migrate Office 365 to Exchange Server for different reasons. Some want complete control over their email infrastructure, while others have compliance requirements that require data to remain on-premises. Cost management, data privacy, and internal IT policies are also common reasons behind this migration. This process involves transferring emails, contacts, calendars, attachments, and other mailbox items while keeping the folder hierarchy intact. This blog explains the manual and a professional DRS Softech Office 365 Backup Tool for a hassle-free process.
How to Transfer Microsoft 365 to Exchange Server Manually?
Microsoft supports different migration approaches depending on your Exchange Server version. One commonly used method is exporting Office 365 mailbox data to PST files and then importing those files into Exchange Server.
Step 01: Export Office 365 Mailbox to PST
- Open Microsoft Outlook connected to the Office 365 mailbox.
- Now, select File > Open & Export.
- Click Import/Export and select Export to a File.
- Then, choose Outlook Data File (.pst).
- Select the mailbox or folders to export.
- Save the PST file to your preferred location.
Note: If you need to export multiple Office 365 mailboxes. You can use the DRS Softech Office 365 Backup Tool to directly export Office 365 to PST files without configuring Outlook.
Step 02: Import PST into Exchange Server
- After that, copy the PST file to a shared location.
- Open the Exchange Admin Center.
- Navigate to Recipients > Migration or use the Mailbox Import Request feature.
- Create a new mailbox import request.
- Select the PST file location.
- Choose the destination mailbox.
- Start the import process and monitor the progress.
Limitations of the Manual Method
- It requires technical knowledge of Exchange Server.
- Multiple manual steps increase migration time.
- Exporting large mailboxes can take several hours.
- There is a risk of human errors during PST import.
- This is not suitable for bulk mailbox migration.
- No advanced filters for selective migration.
- Moreover, difficult to manage multiple users simultaneously.
Professional Tool to Migrate Office 365 to Exchange Server
If you want to migrate multiple Office 365 mailboxes with minimal effort, the DRS Softech Microsoft 365 Backup Tool provides a simpler solution. It is designed for IT administrators, managed service providers, and businesses that need secure and efficient mailbox migration. The software transfers Office 365 mailbox data directly to Exchange Server while preserving mailbox structure and email properties. Additionally, you can migrate Office 365 to Gmail, Yahoo Mail, iCloud, PST, PDF, and other formats.
Key Features of DRS Softech Microsoft 365 Backup Tool
- Migrate public folder, online archive, primary mailbox, or shared mailbox.
- Preview feature to cross-verify the emails before migration.
- Remove Duplicates based on To, From, Subject, CC, and Body.
- Date Filter for selective email migration between Start and End date.
- Save emails without attachments and free up server space.
- Map with the default folder and the Custom folder name.
Simple Steps to Move Microsoft Office 365 to Exchange Server
- Download and install the DRS Softech Office 365 Email Backup Tool.
- Now, log in using Modern Authentication or Client, Secret ID.
- Select Source Type or Mailbox Source user ID to migrate. Click Next.
- Preview and select the Office 365 emails to migrate. Press Next.
- Choose IMAP as the Saving Format from the given list. Enter your Exchange Server Email Address and Password to Sign In.
- Lastly, apply advanced features and filters as needed. Press Convert.
DRS Softech Office 365 Backup Tool vs ShareGate
| Feature | DRS Softech Office 365 Backup Tool | ShareGate |
| Primary Focus | Office 365 backup and mailbox migration | Microsoft 365 migration and management |
| Office 365 to Exchange Server | Direct migration supported | Designed mainly for Exchange Online and Microsoft 365 migration scenarios |
| Office 365 Backup | Yes | No dedicated backup solution |
| User Interface | Simple and easy to use | Designed for IT professionals and MSPs |
| Best For | Businesses needing backup + migration in one solution | SharePoint, Teams, OneDrive, and Microsoft 365 tenant migrations |
| Cost | Cost-effective licensing for businesses of different sizes | Subscription-based licensing; pricing varies by migration project |
| Technical Support/Live Chat | 24×7 technical support | Technical support and online documentation |
| Free Version | Free demo version available | Trial available for evaluation |
| One-Time Service | One-time migration option available | Subscription-based licensing |
Why DRS Softech?
Suppose you need to backup Office 365 mailboxes before migration, and then migrate them to Exchange Server. DRS Softech provides both capabilities in a single application. It also includes useful options such as email preview, duplicate removal, date-based migration, attachment exclusion, and folder mapping.
ShareGate is an excellent choice for organizations that mainly manage SharePoint, Microsoft Teams, OneDrive, and Microsoft 365 tenant migrations. Its strengths lie in Microsoft 365 content migration and administration rather than a dedicated Office 365 mailbox backup.
Conclusion
In this technical blog post, we suggested multiple methods to migrate Office 365 to Exchange Server. The manual method using PST export and import is available; it involves multiple steps, requires technical expertise, and is not suitable for large-scale migrations. For businesses and IT administrators l, the DRS Softech Office 365 Backup Tool offers a secure migration experience. It supports direct Office 365 to Exchange Server migration, bulk mailbox transfer, advanced filters, duplicate removal, folder mapping, and secure data transfer.
Frequently Asked Questions
Ans. You can migrate from Office 365 to Exchange Server manually by exporting mailboxes to PST files and importing them into Exchange Server. Alternatively, you can use the DRS Softech Office 365 Backup Tool for a direct and simplified migration process.
Ans. You can migrate emails, contacts, calendars, tasks, notes, attachments, shared mailboxes, online archives, and mailbox folder structure while preserving email properties.
Ans. Yes. If your Hosted Exchange Server supports IMAP or the required migration method, you can migrate Office 365 mailboxes using a professional migration tool.
Ans. The migration time depends on the number of mailboxes, mailbox size, internet speed, and server performance. Small migrations may complete within a few hours, while enterprise migrations can take longer.
Ans. Yes. The DRS Softech Office 365 Backup Tool allows you to migrate emails within a specific date range, helping you transfer only the required mailbox data.
Ans. Yes. The software transfers mailbox data securely and preserves the original folder hierarchy, email properties, and attachments throughout the migration process.
Ans. Yes. DRS Softech provides 24×7 technical support to help users resolve migration-related issues and ensure a smooth migration experience.
Ans. Yes. The DRS Softech Office 365 Backup Tool supports bulk mailbox migration, making it suitable for organizations that need to migrate hundreds or thousands of Office 365 mailboxes.
Ans. Businesses should look for features such as bulk mailbox migration, mailbox preview, duplicate email removal, date-based filters, folder mapping, detailed migration reports, and support for shared mailboxes, public folders, and online archives.
Ans. Yes. A professional migration tool offers options to resume interrupted migration jobs, reducing the need to restart the entire migration process and saving valuable time.
