How to Backup Office 365 Mailboxes - A Complete Guide - Pdf Slider

How to Backup Office 365 Mailboxes - A Complete Guide

How to Backup Office 365 Mailboxes -  A Complete Guide

Microsoft offers its users numerous facilities, and Office 365 is one of them. Office 365 is a collaborative platform with multiple productive applications such as Outlook, Skype, MS Word, and many more. If you want to know how to back up Office 365 mailboxes into .pst, this is the perfect blog for you.

Backup is essential for protecting crucial data such as emails, contacts, calendars, etc. By taking a step towards backing up your data, you can keep future mishaps away from your essential data.

With the help of this blog, users can understand the entire procedure of taking the backup of MS Office 365 emails. We will deliver the two best solutions to do this task in an effective manner. So, read this blog until the end and quickly finish your backup.

Benefits of keeping a copy of your Office 365 emails

Users will get many benefits from backing up their important data in a local drive. The below points will help you understand why users back up Office 365 mailboxes to a local drive.

  • By backing up your data in a local drive, users can cut down the charges for extra storage.
  • Users can keep their important data in a local drive, which will help them to keep their data secure from accidental data loss, virus attacks, etc. 
  • It will become easy for users to port their data from one system to another by taking the backup in PST file format.
  • Users can restore deleted mailbox Office 365 if they have a data backup in a local drive. By doing this, users can avoid the accidental data loss problem.

To get such advantages, users look to perform this task. Moreover, this task could be achieved for more reasons, which could be particular for each.

Ways to process the Office 365 email backup quickly

Users can back up Office 365 mailboxes with the help of manual or professional solutions. The manual trick will proceed using the eDiscovery Export Tool that Microsoft offers to do this task. Generally, users must follow several steps to accomplish this backup procedure.

In the professional solution, we will use third-party software to move forward to take the Office 365 mailbox backup into Outlook PST. Let us see both ways stepwise procedure and make this backup task easy as a cakewalk.

Also, Read How to Migrate Email from G Suite to Office 365 Using Manual and Professional Method

Manual solution to backup Office 365 mailboxes into PST

In the manual way, we will use the eDiscovery Tool to process the Office 365 email backup task. This task will need two phases to follow and complete this backup procedure. The steps below will help you complete phase 1 of this task, so follow them and initiate your backup task.

Phase 1: Enabling the eDiscovery Administrator option

Step 1: Enter your admin credential to the Office 365 Login page.

Step 2: Move to the Office 365 Admin Centre and move forward with the Security option.

Step 3: Click the Permissions tab and look for the eDiscovery Manager Option; click on it.

Step 4: Tap the Edit button and select the Choose eDiscovery Administrator option. Then, continue with the Save button.

Also, Read the Best and Secure way to Migrate GroupWise to Office 365

Phase 2: Creating a new Content search to backup emails

After you complete the above steps, follow the below steps and back up Office 365 mailboxes successfully.

Step 1: Click the Search option and select the Content Search option.

Step 2: Tap the New Search and create a new search to process the Office 365 mailbox backup task.

Step 3: Enter the name and description for the new search and continue with the Next button.

Step 4: Choose the mailbox you wish to backup.

Step 5: Add conditions if required and click the Submit after reviewing your search settings.

Step 6: Return to the Search list and pick the newly created search. After that, tap the Action button.

Step 7: Go to the Export results option and choose the Output option per your needs. Then, continue with the Export button.

Step 8: Choose your last export from the Export tab and click the Download Results button.

Step 9: After that, you need to copy the Export key from the the page.

Step 10: Once the eDiscovery Tool gets downloaded into your system, paste the key and browse the location where you want to save the resultant file.

Step 11: Finally, click the Start button to begin the backup procedure.

Manually, it is tough for users to back up Office 365 mailboxes into Outlook PST. So, users must look for an alternative solution to do this task effortlessly. However, getting a simple and instant solution to this task takes work. That is why we have come up with the professional tool that Shoviv offers to make this task as easy as a cakewalk.

Also, Read How to import PST to Office 365 - Step By Step Guide

A quick approach to backup Office 365 mailboxes to PST

The above manual solution is time-consuming to process this backup task. So, Shoviv Office 365 Backup and Restore Tool is the best option that all users can proceed with easily. This software will only take a minimal time to complete this backup task. Moreover, this tool does backup Office 365 mailboxes without harming or damaging the data's folder hierarchy and meta properties.

This software offers numerous file formats to keep Office 365 mailboxes, such as PST, MBOX, HTML, MSG, etc. By backing up data in a local drive, it will become easy for users to restore deleted mailbox Office 365 when they face any future mishaps. The software is capable of processing numerous backup jobs at once. It also has a scheduler option that users can use to schedule their backup tasks.

Users can also use its filter option to move out unnecessary items to backup Office 365 mailboxes procedure. It has a free demo version as well, which users can download to check the compatibility of this software.

Wrapping Up

We learned two techniques to accomplish this backup task: manual and professional. In sum, we advise users to use the Shoviv professional solution to back up Office 365 mailboxes into Outlook PST. Moreover, the tool offers a free demo version that users can download and process the first 50 items per folder freely. This will make it easy for users to know how this tool works to move Office 365 emails into a desired file format.

Also, Read Migrate Emails from Google Workspace to Office 365

Emily Cooper

Emily Cooper


Emily is a professional technical content writer. She enjoys writing for email clients and is always ready to learn about new technology. Emily loves to read books, write, and research. She has the experience of more than 3 years of writing blogs on email clients and cloud-based services.


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