Most users have realized the significance of taking a backup now. Backing up is beneficial when you misplace your data because of some uncertainties. Here, we are going to study two efficient ways to backup Outlook 365 mail. It involves a Manual method with a simple step-by-step guide. In addition, we are also going to look at the expert method using the Office 365 Backup Tool. The software we will use is Office 365 Converter. Also, the software is suggested by professionals in this category to Office 365 backup data. Numerous users inquire- How to backup office 365 emails? This article will give the whole solution to your question. But before that, let us inform you about the reasons to backup email Office 365.
Do I Require to Backup Office 365 Email?
There are numerous reasons for Office 365 email backup. The following are the most applicable factors for taking Office 365 mailbox backup:
- We can restore the data when there is accidental deletion or loss of data through backup files.
- For copying mailbox data into others, we require backup.
- We can store the data in PST format after backing up. It will reduce the size of the Office 365 mailbox.
- To secure your important data safe and secure from malware attacks and hacking.
All these Factors are liable for performing backup mail outlook 365. Let us now learn how to backup Office 365 mailbox in the following context.
How To Take Backup of Office 365 mailbox?
There are two solutions available to backup mail outlook 365. The two processes are mentioned below:
- Backup email Office 365 using Manual Process
- Backup office 365 mailbox via Professional approach
Method 1: Using Manual Process to Backup email Office 365
In the manual method, users need to employ Office 365 eDiscovery export tool for O365 email backup. The manual method involves three steps:-
1. Provide eDiscovery Administrator permission
2. Run content search
3. Export the search results to PST
1. Provide eDiscovery Administrator permission
In the first step, you must grant the administrator role to the user through the Security and Compliance Center. The following are the steps to grant permissions required for exporting data:-
- First, log in to your Office 365 account as the administrator.
- Now, in the app location, click on Admin to continue.
- Then, choose the Security option to redirect to the Office 365 Security & Compliance Center.
- Next, click on Permissions and check the option eDiscovery Manager to modify roles.
- Go to the eDiscovery Administrator section and click on Edit.
- Select on Choose eDiscovery Administrator to include the users.
- Select Done to proceed further and hit the Save tab to confirm the settings.
- Finally, press the Close button.
Follow the above steps as mentioned for the best results. Then, move towards the second stage given below.
2. Perform content search
Perform the content search by following the steps below:
- Select search from the left side and tap on Content Search.
- In the content search option, click the New Search alternative.
- Now, provide name and details for search and click the Next button.
- Next, select Specific Location and click Modify.
- Then, click the Save and Run button to continue further.
- And lastly, click on the View Results option to view the search status.
When the status shows the Search as completed, you are ready for the next step.
3. Export the search results to PST
Here we are exporting generated search results to PST. For this, follow the instructions provided below:
- First of all, click on Export Results to proceed.
- Then, verify the necessary options from the provided choices. Next, click on the Export tab.
- Subsequently, to verify the progress, click on Exports. Next, click on the Download Results button to start the download process.
- Save the Export key to utilize in the process ahead.
- Run the eDiscovery export tool and insert the Export key.
- Next, choose the destination and name of your new PST file.
- Then, tap on the Start to initiate the download process.
The above-mentioned process delivers outcomes and is applicable. But there are a few limitations with the manual process that we have to take into account. Let’s find out these limitations in the following context.
Limitations of Manual Methods for O365 Email Backup
Manual technique is an inexpensive alternative for mail Outlook 365 backup. However, it is not flawless and devoid of weaknesses. Let us identify the weak points of Manual methods:
- Manual methods are time-consuming and convoluted.
- Manual tricks require technical knowledge. Hence, non-tech users are not able to avail such techniques.
- The manual technique fails to backup mail items like Calendars, Journals, Notes, etc.
- In manual methods, you can’t export chosen items.
These all are some disadvantages of using manual methods. We have another trusted method to overcome these weaknesses. Let’s talk about the professional process and how it’s useful for Office 365 backup data.
Method 2: Backup Office 365 Mailbox via Professional Approach
In Professional Method, we will utilize an advanced tool called DRS Softech Office 365 Backup Tool. This software can backup Office 365 mailbox and backup Office 365 to PST, PDF, MBOX, MSG, etc. file format. Additionally, the software supports all versions of Windows OS without any issue. This utility provides a simple and easy-to-use interface that even a novice user can operate the tool. The third-party application supports numerous advanced features such as Mail and Task filter, delete empty folders, simple conversion, etc. In addition, it can back up Office 365 contacts, emails, calendars, tasks, and journals. Now let us go through the entire write-up in some lines.
Final Verdict
Lastly, let us have a look at all the learnings from this post. Here, we have discussed two ways to backup Office 365. The first one is the Manual method. W have given a detailed description of manual methods with steps. But manual tricks have some drawbacks and are not for beginners. Therefore, I recommend users use the professional method for easy and secure backup.