In this article, we will show you the steps on how to download export file from eDiscovery – from setting up a case to finally retrieving your exported data.

If you’ve ever found yourself wondering how to download an export file from eDiscovery (particularly in the Microsoft 365 Compliance Center), you’re not alone.

Here you will learn how to download and export files from eDiscovery in Microsoft 365 with this easy step-by-step guide. From creating a case to securely saving your PST files, we cover all you need to know.

What Is eDiscovery?

eDiscovery (short for electronic discovery) is a toolset within Microsoft 365 (previously known as the Office 365 Security & Compliance Center) that helps organizations find and retrieve data across their cloud environment. This includes email, documents, Microsoft Teams messages, and more. Legal teams and compliance officers often rely on eDiscovery to fulfill data requests during audits or legal proceedings.

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Why Export from eDiscovery?

There are a variety of reasons you may want to export your eDiscovery results:

• Legal Requirements: You might need to present data in a specific format for legal or compliance audits.
• Offline Analysis: Exporting lets you analyze data offline or hand it over to legal counsel.
• Record Keeping: Having a local copy of essential documents can serve as a backup or for future referencing.

Prerequisites and Permissions

Before you get started, make sure you have:

1. Appropriate eDiscovery Permissions: You’ll need eDiscovery Manager or Administrator permissions to create cases and export data.
2. Microsoft 365 Admin Center Access: Ensure you can sign in and navigate the compliance portal.
3. Supported Browser: Modern browsers like Microsoft Edge or Google Chrome tend to work best with Microsoft 365 portals.

Step-by-Step: How to Download Your Export File

1. Access the eDiscovery Portal

1. Sign into your Microsoft 365 Admin Center or Compliance Center with the account that has the right permissions.
2. Navigate to Compliance (sometimes labeled “Security & Compliance” in older versions) and select eDiscovery.

2. Create or Open an eDiscovery Case

1. In the eDiscovery section, you can either create a new case or open an existing one.
2. Give your new case a descriptive name if you’re creating it from scratch (e.g., “XYZ Audit Q1 2025”).
3. Inside your case, you can manage searches, exports, holds, and other compliance-related tasks.

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3. Run a Content Search

1. In the Search tab within your eDiscovery case, click on New Search.
2. Specify your search criteria—this might include keywords, date ranges, specific mailboxes, or SharePoint sites.
3. Hit Search and wait for the results to compile. The time this takes will vary depending on the volume of data.

4. Review and Refine Results

1. Once your search completes, you can preview the results.
2. If you see irrelevant data, go back and refine your search criteria. Better to narrow it down now than sort through too much later.
3. Satisfied with the search? Perfect! You’re ready to export.

5. Export the Content

1. In the search results pane, you’ll see an Export button. Click on it.
2. Choose Export Options—like whether to include encrypted files, de-duplicate messages, or specify a particular format (for email, PST is common).
3. Click Export. The system will create an export job, which you can monitor in the Export tab.

6. Download the Export Tool and File

1. Head over to the Export tab in your eDiscovery case. Locate the job you just created.
2. Click Download Export. If prompted, install the eDiscovery Export Tool if you haven’t already. This is a small program that securely downloads your data.
3. The Export Key will be displayed; copy it.
4. Launch the eDiscovery Export Tool, paste the Export Key, and select a download location on your computer.
5. Start the download! Once complete, you’ll see the exported PST files (or other file types depending on your chosen settings) in your designated folder.

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Tips and Best Practices

• Use Clear Naming Conventions: Label your eDiscovery cases and searches clearly so you can find them later.
• Double-Check Filters: Avoid capturing unnecessary data to keep your export sizes manageable.
• Leverage Deduplication: This cuts down on file size and ensures fewer repetitive documents.
• Keep Data Secure: Once downloaded, store the export in a secure location—especially if it contains sensitive information.

Common Troubleshooting

• Export Tool Installation Issues: Make sure your browser allows you to download and run the application.
• Permissions Errors: Check that you’re assigned the eDiscovery Manager or Administrator role.
• Download Failures: Larger exports can fail if internet connections are unstable. Try to resume, or break your search into smaller segments if needed.
• Corrupted PST Files: In rare cases, PST files may get corrupted. Always verify your downloaded data by opening it in a compatible email client (like Outlook).

Conclusion

Downloading an export file from eDiscovery isn’t as daunting as it might seem. By ensuring you have the right permissions, running a well-targeted search, and using the eDiscovery Export Tool properly, you can quickly get the data you need in a secure format. Whether you’re handling legal obligations, storing critical documents for internal audits, or just want a local copy of essential information, the eDiscovery export process has you covered.

Ready to tackle your next compliance challenge? With these tips in hand, you’ll be an eDiscovery pro in no time!

Feel free to bookmark this guide or share it with colleagues who might also need a helping hand. Good luck, and happy exporting!

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