Migrate/Export Gmail Items to Exchange Server Mailbox/On-Premise Server

There are many users who want to access their Gmail account in Exchange Server Mailbox and it is becoming a difficult task also. As there isn’t any direct manual way to export Gmail items to Exchange Server Mailbox, so we have to go for some automated procedures to move the data of a Gmail account to the mailbox of MS Exchange Server. In this blog, we will be going to discuss the manual as well as one of the best solutions for Gmail Migration to Exchange Server Mailbox.

Why to Move Gmail Data to Microsoft Exchange Server Mailbox

There are several reasons that a user wants to transfer Gmail mails or data to Exchange Server Mailbox such as:

  • if a user wants to move his/her Gmail emails to the on-premise account.
  • when a user wants to access the mailbox of a Gmail account on the Exchange Server mailbox.
  • when a .pst file needs to be accessed in the Exchange Server (Exchange Management Console)

Before going further let us discuss some user queries, which will make the scenario of Gmail to Exchange Migration more clear.

User Queries to Migrate Gmail Mailbox to Exchange Server

" One of my friends want to export Gmail mailboxes into Exchange 2010, he wants to transfer all the emails, contacts, and calendars. Someone suggested him to use the transporter suite, but we found that it does not work with Exchange 2010 and he can’t bring up a secondary Exchange 2007 server. Is there any other way to move Gmail mailboxes to Microsoft Exchange Server?"

" Hi, we have a client who is acquired with an MS Exchange server of a company. He wants to do Gmail to Exchange migration but, didn’t get any documentation after this migration and asked us for the solution. Now, we want to configure MS Outlook IMAP/GMAIL and to export to an archive PST file. Can anyone help?"

"There are several large sized Gmail mailboxes hosted at the Google server. I want to install Microsoft Exchange Server 2010 and then export all the mailboxes to it. To copy and paste each MS Outlook email manually would be very lengthy and time-consuming. Is there any automated solution to migrate Gmail mailboxes to Exchange 2010 automatically?"

Steps to Migrate Gmail Data to MS Exchange Server Mailbox

Whether you use the standard Gmail accounts or a Gmail domain, you can easily download your Gmail email to an Exchange Server. A protocol POP3, supported by Google Gmail which allows email downloaders to fetch emails from a Gmail account.
You can migrate your Gmail Emails and the other items to On-Premise Exchange Server via 2 methods i.e first exporting Gmail mailbox to PST format and then importing that PST file into Exchange Server Mailbox. This can be done manually as well as from the automated solutions also.

Manual Way to Export Gmail Items to Exchange Server Mailbox

There are two steps to export Gmail account data to Exchnage Server:

Step 1. Export Gmail Emails to PST

Sync Gmail account with MS Outlook
Configure Gmail account in Microsoft Outlook and a PST file will automatically created at one of the following path:

  • drive:\Users\\AppData\Local\Microsoft\Outlook
  • drive:\Users\\Roaming\Local\Microsoft\Outlook
  • drive:\Users\\My Documents\Outlook Files

Step 2. Import Outlook PST to Exchange Server Mailbox

Move PST files in MS Exchange Server mailbox using PS Commands
Importing an Outlook PST File into Exchange Server Mailbox can be frequently performed by an Exchange Administrator. So to transfer a PST file you can use Power-Shell command as given below:
Before executing import command it is required to assign some rights to the mailbox. So, let us discuss how to assign the rights to a mailbox.

Note: Even the Administrator’s mailbox does not have the permission to import a file.

ManagementRoleAssignment –Role “Mailbox Import Export” –User_Name

The above command is to assign the import/export role to a single mailbox only. To assign this import/export role to more than one mailbox you have to create a group and then add the required mailboxes in that group.

To create a group use the command given below:
New-ManagementRoleAssignment -Role “Mailbox Import Export” -SecurityGroup “MSExchangeGroup”

Now, to Import PST file in the mailbox of Exchange Server, use the PS Commands given below:
Use New-MailboxImportRequest to began the exchange import process, on a single mailbox you can create more than one mailbox import request. It is required to specify a unique name for each import request. Microsoft Exchange generates up to 10 unique names automatically for every import request. To add more than 10 import requests you have to specify the unique names.

To collect the complete data to the current mailbox folder structure from the source folder:
New-MailboxImportRequest -Mailbox mack -FilePath \\PR-HG05\PST\user.pst

New to import pst into the targeted folder in the MS Exchange 2013 mailbox run the command given below:
New-MailboxImportRequest -Mailbox user -FilePath \\PR-HG05\PST\user.pst -TargetRootFolder “Old_mail” -IncludeFolders “#Inbox#”

Any folder can be selected as the destination folder to import Outlook PST and the user can view the status report (in percentage) by executing the below command:
Get-MailboxImportRequest | Get-MailboxImportRequestStatistics

Limitations with Manual Methods

After moving Gmail data to Exchange Server Mailbox, we found that these manual methods have some drawbacks also such as:

  • These methods are a bit lenghty and time-consuming.
  • The PowerShell Command to import Outlook data file (.pst) to Exchange Server can’t import the file more than 2 GB.
  • The command does not work for 64-bit client machine, it is required have 32-bit client machine with the Exchange Management Tools installed as this requirement comes from a dependency with the MS Outlook client.
  • One must be aware about the technalities to run the PowerShell commands.

Automated Solution to Export Gmail Items to Exchange Server Mailbox

There are 2 steps to migrate emails of Gmail account to mailbox of MS Exchange Server. First is exporting the Gmail mailbox to Outlook data file format (.pst) and then importing that output file in mailbox of Exchange Server.
Step 1. Gmail Backup Tool: A Solution to Save Gmail Data to PST Format

First, save the Gmail account data into the Outlook PST file format using one of the best software to save Gmail Mailbox into PST format. This tool comes up with several features such as:

  • It takes the backup of all the emails, contacts, calendars & documents of the Gmail account.
  • The application saves the Gmail mailbox of single as well as of multiple user accounts.
  • One can save the space from the server using Delete After Download Option.
  • The utility provides an option to resume the interrupted backup also.
  • The tool also supports the backup to Outlook, Apple Mail, Windows Live Mail,etc.
  • Only Free Gmail Account data can be archived by the software & it doesn’t save the Gmail Credentials of the user.

To know more about this tool, visit its official site: https://www.systoolsgroup.com/gmail-backup.html

Step 2. Import Outlook PST to Exchange Server Mailbox via Exchange Import Tool

Now, after getting the data of Gmail account in PST file import the file in Exchange Server using Exchange Import Software. This program exports Outlook PST to Exchange Server Mailbox.

  • The tool search and import Outlook PST file into Exchange Server mailbox.
  • It move the files within the network & from the selected machines also.
  • It is required to have the Server Domain Credentials to search an Outlook PST File on the Local Network.
  • The utility can export selective PST files also instead of migrating all the files.

Visit the official website, to know more about the tool: https://www.systoolsgroup.com/exchange-import.html

Concluded Part

The above article discussed the solution to migrate Gmail data to Exchange Server Mailbox with manual as well as automated ways. We have also discussed the reasons for moving Gmail emails to MS Exchange Server. From the above data, it can be concluded that one can go for automated solutions instead of the manual ways because of some limitations of the manual methods to export Gmail items to Exchange Server mailbox.

How to Create Auto Signatures Centrally in Office 365/Exchange Online

There is a question that how to create auto signatures centrally in Office 365 (Exchange Online) account? As a signature is a vital part of corporate uniqueness and identity. Signatures have radically evolved and are being used from the début of our civilization. It has come a long way from being hand-prints on the surfaces of caves and walls to the digital initials in an email. The basic way of signing has been changed after the invention of the E-mails. Signatures have taken a more commercial turn like e-sign has become an essential part of a business card (Digital business card).
Infact, there are several users who are looking for complete steps to set up and apply auto signatures to all the Exchange Online account emails. The following article has come with the solution to configure e-signatures in O365 Exchange account.

Steps to Add Auto Signatures Centrally in Office 365/Exchange Online

Using Disclaimers we can make a centralized auto signature in Exchange online in Office 365.

  1. Use Transport Rules to apply Disclaimers automatically to e-mail messages.
  2. To create Transport Rules in Exchange control Panel:
    Click Manage My Organization >> Mail Control >> Rules and build your custom rules.
  3. 2

  4. Next, you need to specify the most appropriate text in the disclaimer. Here you can include HTML tags. For basic example refer to the image:4

    when disclaimers are added the attribute names will be replaced by the corresponding values from the user account of sender’s.

  5. For Testing the Disclaimer Compose a message with no signature.
  6. 5

  7. The signature is inserted by the Transport Rule. This is how recipient sees the message:6

Another example of an electronic signature is shown below:


Pros of Electronic Signature

  • Serves the purpose of a Digital Business Card, Free marketing tool. Gives a professional impression to the other end.
  • An Easy way of sharing contact details. Electronic Signature makes it easy for others to connect with you.
  • Hyperlinks to the website can be added to electronic signatures resulting in a higher traffic to the site.
  • Adding Social Media Partners can get the organization new followers on social media, simultaneously does the job of social media marketing.
  • Including a logo makes your brand more familiar and recognizable to the new customers.

Cons of Electronic Signature

  • Designing and implementation Manually can be a time and effort taking process.
  • Transport Rules creation can be tricky for someone who is new to Exchange or Microsoft 365.
  • The Format support is a major issue. An outlook signature may look strange on a pocket device like iPhone.
  • The image will increase the size of the email.


Applying auto signatures in a Microsoft O365 account is proved to be a great marketing tool. It proves the professional identity of an individual and the organization. The add e-signatures are the new trend, but the process of creating the digital signature is tedious. The above write-up has the solution for the users who want to know that how to create auto signatures in Office 365 or Exchange Online emails. However, the steps above have been discussed very precisely so that a user can easily configure the signatures automatically and then can apply those in each mail.

SysTools Exchange EDB Recovery 6.3 Software Review

Through this review, I am going to make my page readers aware from an outstanding utility to repair corrupt EDB file with help of SysTools Exchange EDB Recovery Software. The working of the tool is personally experienced by me and on basis of it, I am going to write about this application with all its pros and cons.

Exchange Server Database Recovery Tool : Its Intro

The software is primarily focused on recovery from damaged Exchange mailboxes, which might be prone to corruption due to one or the other reason. EDB file recovery tool repairs both private as well as public folders of the Exchange server. Apart from this, users can also fix corrupt STM file with help of the same utility. Issues like Exchange database crash, Exchange 501 error, Exchange dirty shutdown, etc., will be definitely resolved by repairing EDB files through this tool. Well, talking about the EDB file size, which this SysTools product supports then, the software is capable of working with unlimited size of the Exchange database file without any stuck.

“I have tested the product with 650GB size of EDB file and Exchange Recovery software worked flawlessly with file of this size.”

The another interesting factor of this software is that it offers recovery from offline and dismounted EDB files. Well, there are five options provided by this EDB repair utility to export the fetched mailboxes in any one of them i.e., PST, MSG, Live Exchange, PDF, EML, and HTML. Users are having facility to perform Exchange to Exchange migration just within few couple of clicks. It is now possible to recover deleted mailbox from Exchange 2016, 2013, 2010, and all below versions. The EDB file recovery tool is a standalone application to repair and extract data items from Exchange database files or folders.


Noteworthy Features of SysTools EDB Repair Software

Repair Exchange Mailbox Database : If in case EXEUTIL free tool of the Exchange server fails to fix corrupt EDB file then, one should use SysTools Exchange Recovery software. The program is capable of repairing EDB files, which are severely damaged / highly corrupted / less corrupt, without any Powershell commands.


Several Filtering Options To Export Data : The Exchange Recovery Software facilitates its users with following filtering options to perform selective exporting operation, as per requirement:

Categories-Based Filtering : Instead of exporting entire mailboxes, users can select their desired mailbox for saving the conversion time.
Date and Time Based Filtering : The option provides a way to export emails of certain date range or of specific time duration.
Specific Emails Filtering : While previewing data, select the emails to be migrated and then, right-click upon them for further exporting procedure.


Option to Auto-Generate CSV File : When a user chooses CSV file to equip target mailboxes, at that time the Exchange to Exchange migration software offers an option to Auto-Generate CSV file. After clicking on it, users have to mention the name of this CSV file, locate it at any desired location, and then save this file. Open this Excel file, mention the name of targeted mailboxes, and browse it again in software panel.


Provides 2 File Scanning Options : One need not to worry too much, if their EDB file is severely damaged. EDB file repair tool is offering following two scanning options, which can be used to smoothly deal with this problem:

Advance Scan : When users find that their file had gone severely damaged or they want to recover deleted Exchange mailboxes then, they can use this option to accomplish the task.

Quick Scan : This is an another option that an end user needs when they quickly want to scan less corrupted EDB file. By default, the software performs this scanning operation to load EDB file data and convert items into one or the other file format.


5 Options to Export EDB Mailboxes : The Exchange EDB recovery software is providing following five options to move the recovered data in anyone of them :

PST : To export mailboxes in Outlook PST file format and then open it into its supporting application
MSG : Export emails with different filtering options to MSG file format and have a backup of Exchange mails on your machine
EML : Access Exchange emails into Thunderbird, Apple Mail, and all other email programs that support .eml files
PDF : Make EDB messages portable by saving them in PDF file format
HTML : Use this option for opening and viewing EDB messages in web browsers
Live Exchange : Instead of saving file in any file format, choose this option to directly export recovered data from corrupt EDB file, again into the Exchange server


Exchange to Exchange Migration : EDB file recovery software will straight away transfer its extracted mailboxes in the Live Exchange server. It provides following Advance settings option to accomplish the task:

Exchange Settings : Mention the required information to validate mailboxes and select the Exchange version in which you want to export data
General Settings : Instead of exporting entire mailboxes, select different filtering options to import selective items to the Live Exchange server


Editions of the Exchange Mailbox Repair Tool

Free EDB Repair Tool : The version provides facility to preview fetched EDB file data and export 25 items per folder in anyone of 5 equipped options.

Exchange Recovery Software Full Version : In order to overcome the limitation of free version, users can purchase its licensed product and then enjoy working with it limitlessly.


  • Provide Advance Settings option to customize output files
  • Retrieve all attachments in same format as of original one
  • Capable of providing recovery from the inactive server
  • Equips option to separate PST files for fixing 2GB size issue
  • Multiple file naming convention option provided to save files


  • Does not highlight the recovered deletes items on its interface

Time to Wrap Up

I would like to rate SysTools Exchange EDB Recovery software 9.9/10 because of one con that is being discussed above, which can actually be neglected for a while. Apart from this, I found this EDB file repair tool perfect to fix corrupt EDB file and recover mailboxes from it. The program is having easy-to-handle interface, having very few technicalities within it that enable even a novice user to tackle the problem.

How to Export Exchange Contacts to PST or CSV File Formats?

In this article we will discuss ‘how to export exchange contacts to PST or CSV’. Now days, most of users find it difficult to export Exchange Database (EDB) files data items such as contacts into the PST file format. The major reason for doing this is to recover data from corrupted and damaged EDB files and access them in Outlook. Moreover, users are able to access the Exchange contacts in the absence of the Exchange Server. Therefore, it becomes a common query of Exchange server users that How to export contacts to PST using powershell commands in Exchange 2007, 2010, 2013. Now, the question arises how to copy contacts to PST using Powershell? What all are the commands that should be executed. Therefore, in this post, all possible solutions to export Exchange 2013 contacts to PST and for below versions of Exchange Server such as 2010 and 2007, using Powershell are discussed.
export exchange contacts to pst or csv
Continue reading

Create Public Folder in Exchange 2016 Using EAC or PowerShell

In this article we are going to discuss about how to create public folder in Exchange 2016 using EAC or PowerShell commands. As you might know that Public folder is a sharing folder in Exchange server 2016 that provides a shared access of file within the server. It renders an easy & effective way of collecting, organizing, and sharing information among a set of group. Initially, this folder inherits the properties of its parent folder, along with permissions.

Points To Remember

  • The process of creating a file is about 5 minutes
  • Users need to have the server permissions (used for public folder creation), before performing the further set of steps
  • Before creating public folders, it is mandatory to have a public folder mailbox.

Processes to Create Public Folder

Using Exchange Admin Center

While using the admin center to create public folder, one can set name and path of the public folder. For configuring additional settings, firstly you’ll have to edit the public folder after it’s creation.

  • Go to Public Folder >> Public Folders
  • If you want to create a public folder as sub-folder of existing one, then click on Existing Public Folder from the list view; else skip this step
  • Click on Add + button
  • In Public Folder, mention the name of the new folder. Remember that don’t use backlash symbol while naming the public folder
  • Examine the storage location of new public folder from Path box. If you want a desired location, then click on Cancel and go to Step 2
  • Now click on Save button for storing the newly created public folder

Now its time to verify whether the folder is created or not, and to do so click on Refresh button for refreshing the public folder list. After refreshing the folder list, you will find new public folder with its name.

Using Exchange Management Shell

Working with the Exchange shell means that there are some commands which could be used for creating public folders. Below mentioned command will help you to create public folder in Exchange 2016:
Create Public Folder in Exchange 2016
In you’ll have to mention the name of new public folder, and in you’ll have to specify the location of newly created folder. However, the symbol i.e., backlash is restricted while naming the public folder. In order to verify whether the folder is created or not, you need to execute the following cmdlets:
Create Public Folder in Exchange 2016 Using EAC or PowerShell


The blog focus upon the ways to create a new public folder in Exchange 2016 using Exchange Management Shell and EAC (Exchange Admin Center). Moreover, it also gives a solution to verify the newly created folder.
Still you are unable to create public folder then check whether the Exchange database is in Healthy condition or not. If it is in healthy condition then there could be another possibility of getting the error. But if it is not in healthy condition then you can use any Tool for Exchange Database recovery or you can do same using PowerShell Commands too.