Backup Office 365 Emails with Office 365 Backup and Restore Tool

Microsoft 365 (Office 365) does not require an introduction because it is itself a big name in the SaaS market. It provides multiple user-friendly inbuilt applications, which makes it a first for most users. Office 365 subscription plans are simple and designed, keeping user convenience in mind. When we talk about to backup Office 365 emails, it is a tedious task for most users. Microsoft also stated that they are not liable for any data loss.

Many users have the question of how they would proceed towards taking the backup of complete Office 365 such as emails, contacts, and calendars. Don’t worry; we will explain the manual and reliable backup solution.

However, before we start exploring ways to create a backup copy of the Office 365 data, we will foray into some common reasons why users should regularly create a backup of their data.

Brief about reasons for taking Office 365 data backup

Accidental deletion is one of the primary reasons to backup Office 365 emails at regular time intervals. Office 365 account login in multiple systems is the main reason users intentionally or intentionally delete data.
Microsoft 365 has a retention policy to retain the organization’s data for a certain period. However, the policy keeps data retaining up to periods like 30 days or even more in some situations, but once that period lapses, it is not possible to recover the data.
Ransomware is now becoming the leading cause of the attack on organizations’ data or those who try to attack the user system to steal the data.
For Legal & Compliance purposes, Office 365 admins look to save all data into file formats like PST, MBOX, etc., allowing them to share the data with the concerned team.
Office 365 lacks the capabilities to provide security to the user data in terms of backup. As Office 365 eDiscovery cannot back up the user data, the user should for an alternative backup solution.

It is better to back up data as it is impossible to Restore deleted mailbox office 365 data because it is impossible to recover the lost data.

How to Backup Microsoft 365 data?

Few native solutions are available to backup data but they are not simple utilize for the non tech users. However, the first one is the eDiscovery method which creates the search in Office 365 admin center and helps to save the Office 365 content search report into PST. Users need to make sure to fulfill specific requirements to start the backup procedure.

The eDiscovery method only works with the Windows 7 or above version. Also, the system on which the user looks to use this method to backup Office 365 emails should have a minimum .Net framework. User needs to follow three steps to export the Office 365 data into PST, which are as follows:

Providing e-Discovery Permission
Creating a new Content Search
Start exporting the Office 365 emails into PST file

Steps involved in taking Office 365 email backup Using Content Search eDiscovery Method:

Open the Microsoft 365 account on the system and click on the Admin Center.
Now, select the Security & Compliance option from all listed options. Choose the Permission.
Next, the user needs to click on the eDiscovery manager. Afterward, click on the Edit role group to move further.
After assigning the role and go back to create a new content search.
Now create a new search using the New Search option.
From here, you can apply different settings, such as filter criteria on data, and after finishing the changes, click on Submit button.
Go again back to the specific location. To make changes click on Modify.
You can now select the number of mailboxes or emails to include in the search. Proceed further with choosing the save and then run.
Under the save search, the user should mention the name for the search and enter the description in the given box. Press on the Save button to continue.
After following the procedure, the search will start.
Click more and then the export result option. In the Export result, the user must click export to start taking the Office 365 email backup.
Choose the download result option and copy the export key, which will be used when creating an office 365 backup.
Once the tool gets installed, enter the export key and save the location to save the resultant PST file.
The last step is to start the export process and wait until the process is over.

This method can only backup one Office 365 mailbox at a time, and interruption, while taking it can cause process failure. A non-technical user will need help setting up the eDiscovery content search tool.

Using Outlook Import/Export Method to Backup Office 365

In some simple steps, you can utilize the Outlook Import/Export method to backup Office 365 emails into the PST file format. However, you need first to make sure to configure the Office 365 account with the required credentials. Once then, you can start using this method to back up the Office 365 data.

Open the Outlook account, and select the file tab from the top left of the Outlook window.
From the Open & Export, select the Import/export option to move ahead.
Now you need to select the Export to a file option and click Next to carry on the process.
Choose Outlook data file, i.e., PST file option, and thereafter, tap the Next button.
Pick up the folder you need to export and click the Next button after selecting.
Using browse, select the required location for saving the resultant PST file.
Now click on the Finish button to complete the export.

It will take time to back up the Office data altogether, and the process may encounter some errors. Along with it, it is a tedious and time-consuming process that many novices will find it challenging to use it. Alternatively, solutions like third-party software can easily backup Office 365 emails without requiring technical skills from users.

Professional Software to backup complete Office 365 data in some simple steps

You have already checked the procedures involved in the manual Office 365 backup solution but now concentrate on the various advantages of the third-party solution. Shoviv Office 365 backup tool helps the user to schedule the backup task at their convenience. Basically, users can choose a one-time frame out of daily, weekly, and monthly to backup Office 365 emails into multiple file formats such as MBOX, PST, MSG, etc.

This software eliminates the need for prior technical knowledge to run the backup process. Moreover, if, due to any issue, the backup process gets stopped, then the tool is capable of running it again from the last interruption point. Its GUI is excellent, and any user can navigate to its features without any trouble.

It also overcomes the problem of taking backups of multiple Office 365 mailboxes which is restricted in the manual backup methods case. The tool has more user-oriented functionality, such as its filter option, making it easier to exclude any unwanted item from the backup process.

Conclusion

We have covered the points which create the need for the backup of the Office 365 account at regular intervals to secure it from internal and external threats. Although few manual solutions are available to backup Office 365 emails, all of them fail at some point in time due to their incapabilities. So, the third-party software fits best in this regard which users should also look upon them.