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Export guide

How to export your Microsoft 365 data

Last verified: 2026-10-09 · Menu names change between plans and versions; check the vendor documentation below, and we confirm exact steps with you once you qualify.

Short answer

As a productivity suite, Microsoft 365 holds Word, Excel, Outlook and OneDrive files. You run the export yourself, from the app or through its API, after removing personal and confidential details. Nothing leaves your company until you approve it.

Export from the app

  1. Step 1

    Decide scope

    Choose the OneDrive folders, mailboxes or sites in scope; leave out personal and HR material.

  2. Step 2

    Use eDiscovery export

    Admins can search and export content with Microsoft Purview eDiscovery.

  3. Step 3

    Download the export

    Download results to your own storage.

  4. Step 4

    Check the file before sharing

    Open a sample of the export, confirm the date range and record count, and flag anything personal or confidential. Don't send anything yet — we review the package together first.

Export through the API

  1. Step 1

    Register an app

    In Microsoft Entra, register an app with narrow read-only Graph permissions.

  2. Step 2

    Use Microsoft Graph

    Read files, versions and messages through Microsoft Graph.

  3. Step 3

    Pull history in batches

    Page through records by date range, respecting rate limits. Save raw JSON to your own storage. Large histories can take several days.

Plan limits and formats#

  • Limits and formats depend on your plan and are confirmed with you after qualification.

What to leave out#

  • Names, emails, phone numbers and addresses of customers and staff
  • Passwords, API keys, tokens and other credentials
  • Payment card and bank details
  • Attachments you haven't reviewed (they often hold IDs or contracts)
  • Records covered by client NDAs, privilege or contracts that limit reuse
  • Anything you mark confidential, such as pricing or strategy

Terms to check first#

  • Your content is usually yours, but plan terms can limit bulk export, API use or automated access.
  • Check whether your plan includes the export or API features you need before starting.
  • Respect API rate limits; large exports may need to run in batches over several days.
  • Don't share admin logins. You run the export yourself, with our guidance.

Vendor documentation

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