Office 365 Azure PST Import Tool Service- Upload PST to Office 365 AzCopy

Mariya Beckham ~ Modified: September 30th, 2024 ~ Office 365, Tech Query, Technology ~ 14 Minutes Reading

Office 365 Azure PST import tool is a utility that is designed to help users migrate the PST files from local storage to Office 365 mailboxes. This is especially useful for different organizations that are dealing with large volumes of PST files. This is because it simplifies the process of transferring the data to the cloud in an organized and secure manner.

With the Office 365 Azure PST Import tool, the users can take advantage of the Azure Blob Storage that allows them to upload the PST files. Once the files are stored in Azure, then they can be mapped to the Office 365 mailboxes using a CSV file.

This tool offers users two methods of migration. One is the network upload method, where the files are uploaded to the Azure cloud. You will also get the drive shipping method, where the users physically send the PST files on the hard drive to Microsoft, and then they will take care of the upload.

Using Azure for PST import brings users several advantages such as improving the security of the data, scalability, as well as the ability to handle larger datasets. This is important for businesses that are migrating from legacy systems or consolidating mailboxes after merging or being acquired. This tool is a comprehensive solution for the PST to Office 365 migration process.

Table of Contents:

What is a PST File?

Importing PST Files Using Office 365 Azure PST Import Tool

Setting up the PST Import Mapping File

Best Practices for Importing PST Files Using the Office 365 Azure PST Import Tool

Handling Errors During PST Migration

Alternatives to the Office 365 Azure PST Import Tool

Detailed Use Cases

Frequently Asked Questions

What is a PST File?

A PST file is a personal storage table, which is a file format Microsoft programs use to store items like calendar events, contacts, and email messages. PST files are stored within popular Microsoft software like Microsoft Exchange Client, Windows Messaging, and Microsoft Outlook.

The PST file format is also commonly referred to as a personal folder, or when used as a cache in Outlook’s exchange mode, an offline storage table (OST) or offline folder. The format first appeared in the mid-1990s in the Microsoft Exchange email client, which later became Microsoft Outlook. It was used to help users access server mailboxes, and just like in the modern day, allow them to create local archives of the email folders they have on server-based email clients.

Importing PST Files Using Office 365 Azure PST Import Tool

Importing PST files into Office 365 using Azure is a multi-step process, but with the right approach, it can be efficient and secure. The key to this process is the AzCopy tool, a command-line utility that allows users to upload PST files to Azure Blob storage. Here’s a step-by-step guide to help you:

Step 1: Prepare for the Migration

Before you begin, ensure that you have administrative access to both the Azure portal and Office 365 tenant. You’ll also need to download and install the AzCopy tool from Microsoft’s website.

Once you have AzCopy installed, create a SAS (Shared Access Signature) URL in Azure. This URL allows AzCopy to securely upload your PST files to the correct storage location. Follow these steps to generate the SAS URL:

Log in to the Microsoft 365 Compliance Center.
Go to Information Governance > Import.
Select New Import Job, give it a name, and click Next.
Choose the Network Upload option, and Microsoft will provide you with the SAS URL.

Step 2: Upload PST Files Using AzCopy

Now that you have your SAS URL, you’re ready to start uploading your PST files. Use the following AzCopy command to transfer the files:

AzCopy.exe /Source:”C:\PSTFiles” /Dest:”<Azure Storage SAS URL>” /Y

Replace the Source parameter with the local folder path where your PST files are stored, and Dest with the SAS URL provided earlier. AzCopy will begin uploading the files to Azure Blob storage. Depending on the size of your PST files and your network bandwidth, the upload time may vary.

It’s important to note that AzCopy supports uploading multiple PST files at once, which can significantly speed up the process if you’re dealing with large volumes of data. However, it’s recommended to monitor the transfer to ensure there are no interruptions.

Step 3: Verify the PST Upload

Once the upload is complete, use Azure Storage Explorer to verify that all files have been successfully uploaded. This tool allows you to visually inspect the Azure Blob storage to ensure that your PST files are intact and ready for the next stage.

Step 4: Import PST Files into Office 365

The final step is to map the uploaded PST files to their corresponding Office 365 mailboxes. To do this, you need to create a CSV mapping file that links each PST file to a mailbox in your Office 365 tenant. Once the CSV is ready, you can upload it to the Microsoft 365 Compliance Center and run the import job.

During the import process, Office 365 will ingest the PST files into the specified mailboxes. This may take some time, especially for large files or multiple imports. You can monitor the progress from the Compliance Center.

Troubleshooting Tips

If you encounter any issues, such as slow uploads or failed imports, check the AzCopy logs for detailed error messages. Sometimes, network conditions or incorrect SAS URL permissions can cause problems, so double-check those elements.

By following these steps, you can successfully use the Office 365 Azure PST Import Tool to migrate PST files into your Office 365 environment. This method is reliable for both small and large-scale migrations, ensuring that your data is transferred securely and efficiently.

Setting up the PST Import Mapping File

Once you’ve successfully uploaded your PST files to Azure, the next crucial step is to create a PST import mapping file. This file ensures that each uploaded PST file is directed to the appropriate mailbox in Office 365. The mapping file is typically a CSV file that includes details such as the PST file path, mailbox email, and the associated workload (Exchange).

How to Create a PST Import Mapping File

The mapping file is straightforward but must be formatted correctly to avoid errors during the import process. The CSV file should contain the following columns:

Workload: This will always be set to “Exchange.”
FilePath: The location of the PST file in the Azure Blob storage.
Mailbox: The email address of the mailbox in Office 365 where the PST file will be imported.
Name: An optional column to specify a friendly name for the import job.

Ensure that the FilePath matches exactly with the location where the PST file was uploaded in Azure Blob Storage. Any mismatch in the path can result in an import failure.

Uploading the CSV Mapping File

Once your CSV file is ready, go to the Microsoft 365 Compliance Center:

Select the import job you created earlier.
Upload the mapping file by following the on-screen prompts.
Review and confirm the details.

After uploading, Office 365 will begin processing the mapping file and start importing the PST files into the specified mailboxes. You can monitor the progress through the Compliance Center. Depending on the size and number of PST files, this process could take a few hours or more.

Following this method ensures a seamless transition of emails from your PST files into Office 365.

Best Practices for Importing PST Files Using the Office 365 Azure PST Import Tool

Using the Office 365 Azure PST Import Tool is a powerful way to migrate your email data to the cloud, but there are a few best practices that can help ensure your import goes smoothly and securely. These tips will help minimize downtime, prevent data loss, and keep your PST files protected during the process.

1. Secure the Data Transfer

While uploading PST files to Azure Blob Storage, always enable encryption. This ensures that your data remains secure both in transit and at rest. Microsoft Azure offers built-in encryption options, and you can also choose to encrypt files before uploading them using third-party encryption tools. This is especially important if you’re transferring sensitive information like financial or customer data.

2. Use Network Upload for Large-Scale Migrations

For organizations migrating a significant amount of data, the network upload method is typically faster and more efficient than drive shipping. Network upload allows for continuous file transfers, and with tools like AzCopy, you can move large volumes of PST files at once. Be sure to monitor network speed and available bandwidth to avoid interruptions.

3. Validate PST Files Before Import

Before starting the actual import, double-check that all PST files are in the correct format and free of corruption. Using tools like Azure Storage Explorer can help you verify file integrity once the upload is complete. This step will save you from potential headaches during the import process.

4. Plan for Downtime

Although the migration process is seamless, users may experience minor disruptions when their mailbox is being updated. Schedule imports during non-peak hours to minimize impact on productivity.

Handling Errors During PST Migration

Despite the robust capabilities of the Office 365 Azure PST Import Tool, you may encounter errors during the migration process. Understanding how to troubleshoot these issues can save you time and ensure a successful import of your PST files.

Common Errors and Solutions

File Size Limitations — One of the most common issues is exceeding the maximum file size limit for PST files. As of now, the maximum allowed size for a PST file to be imported is 150 GB. If your PST files exceed this size, consider splitting them into smaller files before uploading. Tools like PST Splitter can help you achieve this efficiently.
Network Errors — If the upload process is interrupted, you might see errors related to network connectivity. Ensure your internet connection is stable and robust before starting the upload. If you encounter issues, use AzCopy’s logging feature to identify where the error occurred. The command AzCopy /Log-Level=DEBUG can provide detailed logs that help in diagnosing the problem.
Mapping File Issues — Errors in your mapping file can lead to failed imports. Common mistakes include incorrect paths, missing columns, or improperly formatted entries. To avoid these issues, double-check your CSV file against Microsoft’s guidelines. Use Azure Storage Explorer to verify that the file paths match the locations in Azure Blob storage.
Permissions Problems — Sometimes, you might face permissions-related errors. Ensure that the account you are using has sufficient permissions to both the Azure Blob storage and the Office 365 tenant. A good practice is to use an account with Global Administrator permissions to avoid any access issues.
Corrupted PST Files — If a PST file is corrupted, it can lead to failures during the import process. Tools like ScanPST.exe can help repair corrupted PST files before you attempt to import them.

By being aware of these common errors and knowing how to troubleshoot them, you can enhance the success rate of your PST migrations using the Office 365 Azure PST Import Tool. A proactive approach will help ensure that your data transfer goes off without a hitch.

Alternatives to the Office 365 Azure PST Import Tool

While the Office 365 Azure PST Import Tool is a robust solution for migrating PST files, it’s not the only option available. Depending on your organization’s specific needs, budget, and expertise, you may want to consider alternative methods or tools for PST migration. Here are some popular options:

1. Microsoft Outlook Import Feature

If you’re dealing with a smaller number of PST files or have a limited dataset, you can manually import PST files directly using Microsoft Outlook. This method is straightforward:

Open Outlook and go to File > Open & Export > Import/Export.
Choose Import from another program or file, select Outlook Data File (.pst), and follow the prompts to complete the import.

While this method is simple, it can be time-consuming for larger organizations and doesn’t offer the same level of scalability or automation as the Azure PST Import Tool.

2. PowerShell Scripts

For IT professionals, utilizing PowerShell scripts can be a powerful way to automate the import process, particularly for bulk migrations. Scripts can be customized to fit specific requirements, allowing for precise control over the import process.

3. Automated Tool

Use Office 365 PST Import Tool to upload data into Primary & Shared Mailboxes of Microsoft 365. This tool can be used for importing large-sized mailboxes and performing both incremental and selective migration of PST files into Office 365 accounts using the Admin credentials.

Upload PST Files into Office 365 Accounts using Admin Credentials.
Migrate PST File Data Such as Emails, Contacts, & Calendars to Office 365.
Also, Import PST File to Shared Mailbox Office 365 via Admin Account.
Provide a Smart Date-Range Filter to Migrate Selective Data from PST Files.
Allow to Set User Account Import Priority to Migrate Respective Account First.

Steps to use this automated tool:

Download and Install the SysTools Office 365 PST Import Tool.
Log in to your Office 365 Account.
Add PST Files.
Set Import Preferences.
Map PST Files to Mailboxes.
Start the Migration Process.
Check the Import Report.

Detailed Use Cases

1. Corporate Mergers & Acquisitions

During a corporate merger or acquisition, organizations often have multiple email systems in place, including large volumes of legacy email data stored in PST files. Migrating this data to a unified platform, such as Office 365, can be complex and time-sensitive. The Office 365 Azure PST Import Tool allows the IT team to upload and map PST files in bulk to appropriate mailboxes.

2. Email System Consolidation

An organization using multiple email systems (e.g., Gmail, Exchange, or Lotus Notes) might decide to consolidate everything into Office 365. During this process, PST files need to be imported to ensure no data is left behind. The SysTools Office 365 PST Import Tool offers a user-friendly solution for smaller companies or less complex environments where a high degree of technical expertise may not be available.

3. Cloud Adoption Strategy

Organizations planning a full-scale cloud adoption often need to migrate legacy email archives stored in PST files to Office 365. This is especially common when transitioning from on-premises Exchange servers to the cloud. Using the Office 365 Azure PST Import Tool, IT teams can securely transfer large email archives to Office 365.

4. Litigation & eDiscovery

In cases of legal discovery, organizations may need to restore and search through old email archives stored in PST files. Importing these PST files to Office 365 ensures that emails are fully indexed and searchable within Office 365’s eDiscovery and Compliance Center tools. The SysTools PST Import Tool provides the ability to selectively import only relevant PST files.

5. Disaster Recovery & Backup

Organizations maintaining PST files as part of their email backup or disaster recovery plan may want to move this data to Office 365 to enhance accessibility and security. The Office 365 Azure PST Import Tool allows bulk uploads to the cloud, ensuring that critical email data is backed up and can be quickly accessed in the event of an emergency.

6. Mailbox Quota Management

Some organizations struggle with mailbox size limitations in Office 365. Importing PST files from user devices into Office 365 archives helps to free up space in users’ primary mailboxes while still making the emails available. Both SysTools and Office 365 Azure PST Import Tool support this type of migration.

Frequently Asked Questions

Q1. Can corrupted PST files be imported into Office 365?

No, corrupted PST files cannot be imported. You will need to repair them first using tools like the Microsoft Inbox Repair Tool (scanpst.exe) or third-party repair utilities before attempting to upload and import them.

Q2. What happens to duplicate emails when importing PST files?

Office 365 has mechanisms in place to detect duplicate emails during the import process. If duplicates are found, they are typically not imported again, thus preserving storage space and maintaining mailbox integrity.

Q3. Can I import PST files to shared mailboxes in Office 365?

Yes, PST files can be imported into shared mailboxes in Office 365. You’ll follow the same process as for regular mailboxes, mapping the PST file to the shared mailbox’s email address in the CSV mapping file.

Q4. Are there any costs associated with the Office 365 PST Import Tool?

The Office 365 Azure PST Import Tool itself is free to use. However, costs may apply if you’re using Azure Blob Storage to store the PST files temporarily before importing. The amount you’ll be charged depends on the size of the data and the duration it remains in Azure storage.

Q5. Can I import PST files to shared mailboxes in Office 365?