In this article, we explain why Microsoft Teams does not offer a native export function for chats and what alternatives there are to back up data anyway. While Microsoft's own solution is complicated and manual methods remain incomplete, our Teams Chat Exporter simple and complete archiving.
You know the problem: important information is shared in teams - but as soon as you try to secure it in the long term or store it outside of teams, you come up against hurdles. Perhaps you need a chat for documentation, legal protection or an internal audit. But instead of a simple export option, there are only cumbersome workarounds or limited admin tools.
Microsoft Teams is the central communication tool for many companies - whether for project coordination, customer agreements or internal coordination. But what happens when important chats need to be archived or exported? There is no simple export function.
Why is that the case? And above all: How can you still back up Teams data?
Why doesn't Microsoft offer a native export function for Teams chats?
Anyone who regularly works with Microsoft Teams may wonder why there is no simple "Export" function for chats. The answer lies in the structure and strategy of Microsoft 365.
Microsoft Teams is closely interlinked with the Microsoft 365 ecosystem, whereby chats do not exist as independent files, but via various services such as Exchange Online, SharePoint and OneDrive stored in a distributed manner. This architecture is based on Cloud storage and compliance guidelinesthat enable companies to control their data centrally.
For many companies, this strategy offers advantages in terms of Data security, access management and regulatory requirements. At the same time, however, it can make it more difficult for users to easily export conversations.
Let's take a look at what options Microsoft offers for exporting Teams chats and what alternatives are available.
Microsoft's official solution: Export via Microsoft Purview
Microsoft offers an official option to export Teams chats - however, this is primarily designed for IT administrators and companies with strict compliance requirements. The export takes place via the Microsoft Purview portalwhich was specially developed for data storage, security and eDiscovery.
The process comprises the following steps:
1.Access to the Microsoft Purview portalAccess is reserved for administrators with the appropriate authorisations.
2.Start eDiscovery searchThe eDiscovery tool can be used to search chats for specific keywords or user accounts.
3.Request exportOnce the relevant data has been compiled, an export download can be requested.
4.Retrieve dataThe export takes place in a special format that can be further processed with Microsoft tools.
A more detailed description and explanation of the process can be found here.
This method ensures that companies Fulfil compliance requirements and the Data integrity is guaranteed. However, the export process can take longer depending on the amount of data. For companies that regularly back up Teams chats or work in a searchable format If you do not need a new system, it may make sense to consider alternative solutions.
Manual alternatives for exporting Teams chats
For users who do not have access to the Microsoft Purview portal or are looking for a quicker solution, there are various manual methods for backing up Teams chats. These do not require administrator rights or additional software, but do have certain limitations.
One common option is the Copy-paste procedurewhere users can manually copy the desired chat history into a text document or a note app. Alternatively, the Print function can be used to save a chat as a PDF.
These methods have the advantage that they Easy to implement and do not require any additional tools. However, there are also limitations: File attachments, images and metadata are not backed up, and longer chat histories can only be archived with considerable manual effort. In addition, the exported data is generally not directly searchable or usable in a structured form.
While these solutions for occasional exports may be sufficient, companies that regularly need to archive Teams chats or search for specific content may need a specialised solution.
Efficient solution for archiving Teams chats
Microsoft does not currently offer a direct export function for Teams chats, which can pose challenges for companies - especially when it comes to Compliance requirements, internal documentation or legal evidence goes. Structured access to saved conversations can be helpful in such cases.
Our Teams Chat Exporter enables the Complete export of individual and group chatsincluding attachments, images and metadata. The data can be organised in searchable formats like PDF, CSV, HTML or JSON so that they can be retrieved and reused at any time.
For organisations that require regular archiving or quick access to conversations, the Teams Chat Exporter provides a Efficient and structured solution. The exported data can be stored locally as well as in the cloud and can be used in various formats.
Thanks to the intuitive operation the export process is easy to carry out, even without IT knowledge. In contrast to manual methods such as copy-paste or the print function, this solution saves time and ensures that all relevant content, including attachments and metadata, is retained in full.
As this is a one-off investment arise No running costs or subscription fees. Companies thus retain full control over their data without having to rely on external cloud services or long-term contracts.
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