Export items from a review set in eDiscovery

Export lets you customize the content that's included in the download package when you export items from a review set in eDiscovery. Export processes are retained for the life of the case. However, you must download the content from an export process within 30 days after the export process completes.

To export documents from a review set, complete the following steps:

1. Go to the Microsoft Purview portal and sign in with the credentials for a user account assigned eDiscovery permissions.
2. Select the eDiscovery solution card, then select Cases (preview) in the left nav.
3. Select a case, then select the Review sets tab.
4. Select the review set that you want to export and select Open review set.
5. In the review set, select the items to export.
6. Select Action > Export on the command bar.
7. The Export flyout page appears with the settings to configure the export. Some options are selected by default, but you can change these options. See the export options section for descriptions of the options that you can configure.
8. After you configure the export options, select Export to start the export process. Go to the Process manager to track the progress and to download exported content.

Export options

Use the following options to configure the export. Some output options don't allow all options. For example, when exporting to the PST format, you can't export text files or redacted PDFs.

• Export name: Name of the export job. This value names the downloaded ZIP files.

• Description for the export: Free-text field for you to add a description.

• Select items to include in your export

  • Selected documents only: This option exports only the documents that you currently selected. This option is only available when you select items in a review set.
  • All filtered documents: This option exports the documents in an active filter. This option is only available when you apply a filter to the review set.
  • All documents in the review set: This option exports all documents in the review set.

• Expand selected documents to include: Use the following options to export additional items that are related to filtered or selected items in the review set:

  • Associated family items: This option includes associated family items. Family items are items that share the same FamilyId metadata property value. For example, a document that's attached to an email message shares the same FamilyId as the email message. If you select this option, the email message and the document are exported in this example, even though the document might not be included in the list of review set items.

  • Associated conversation items: This option includes associated items that are in the same Teams or Viva Engage conversation. Conversation items are items that share the same ConversationId metadata property value. All messages, posts, and corresponding transcript file of a conversation share the same ConversationId.

    If you select either option, all items that share the same association ID are exported, even though some of those items might not be in the results of the current review set query.

• Export type: Exported content is either available for download directly through a web browser or can be sent to an Azure Storage account. The first two options enable direct download.

  • Export item report only: Only the summary and item report are created. When you select “Export item report only,” the various options for organizing data, folder and path structure, condensing paths, and other options are hidden to avoid any confusion.

    • Export tags: Includes tags you created and applied during review in the Item report.

  • Export items with item report: Items are exported with the item report.

    • Export redaction: This option exports PDF files created after committed redactions. If you don't select this option, the export contains the original file.
    • Export text files: This option helps exporting the extracted text of the document in a separate file.
    • Export tags: This option includes tags you created and applied during review in the Item report.

• Export format: Exported content options for Exchange items.

  • Create PSTs for messages where possible: This option creates .pst files for messages.

  • Create .msg files for messages: This option creates .msg files for messages.

    The following settings control whether the output package contains splits based on location of the item and whether to include folder structure and naming convention.

  • In the Package size settings section, configure the maximum export package size the export process creates.

    • If you chose Create PSTs for messages, you can configure the Maximum PST package size to 1 GB, 2 GB, 5 GB (default), or 10 GB.

    • You can configure the maximum .zip package size to 2 GB, 10 GB (default), 20 GB, or 40 GB. The maximum .zip package size needs to be the same or greater than the maximum PST package size to contain the PST files in .zip packages when downloaded.

    • Select one or more of the following options:

      • Organize data from different locations into separate folders or PSTs: This option organizes data into separate folders for each data location. When exporting mailbox content, items from the primary mailbox and any associated archive mailboxes (including multiple archives) are merged into a single PST file, even if this export option is selected.
      • Include folder and path structure of the source: This option includes the original folder and folder path structure for items.
      • Condense paths to fit within 259 characters: This option condenses the folder path for each item to 259 characters or less.
      • Give each item a friendly name: This option creates a friendly name for each item.

      The option for a condensed directory structure was previously available in the legacy eDiscovery experience. For a similar experience, deselect the following options in the Export format section:

      • Organize data from different locations into separate folders or PSTs
      • Include folder and path structure of the source
      • Give each item a friendly name

For more information about export files types and item.csv report fields, see Document metadata fields in eDiscovery.

Monitor your export process and view export settings

After you submit your export process, you can monitor the progress in the Process manager. You can also view the settings you chose for the export and download information for this export process in a consolidated report. If you're working with Microsoft support, you can copy process job information to share with your support representative.

To improve export performance, reduce the size of the export using date ranges or other types of filters to decrease the total size of the search results. If an export runs for more than seven days without completing, it's automatically canceled. To prevent cancellation, divide exports into smaller batches.

Viewing completed exports from a review set

To view a list and details about completed exports from a review set, select the Exports tab in a case. On the Exports tab, you see the following details for each export process:

• Export name: The name of the export.
• Status: The current status of the export process.
• Review set name: The name of the review set from which the export was created (when the export is created from a review set).
• Search name: The name of the search from which the export was created (when the export is created from a search).
• Created: The UTC date and time the export was created.
• Completed: The UTC date and time the export was completed.
• Duration: The duration of the export process.
• Created by: The user that created the export process.