Office 365 environment permits users to store data in the cloud. However, users can easily access data on cloud. It is Microsoft cloud-based software that offers various services like Exchange Online, Skype for Business, SharePoint Online, etc. Now, the main question is if Office 365 offers so many services then why users need to backup Office 365 data items and how to take this backup? What is the best solution to backup O365 mailboxes?
Manually Backup Office 365 Account data Items
e-Discovery Method Process Complete Steps
Professional Tool for Office 365 Mail Backup
Office 365 does not provide any option to backup the data in local disk and many users want to backup Office 365 mailboxes to PST. It is a suitable file format to backup data of Office 365 account so that you can view & open it in any Outlook version.
Why Need to Backup Office 365 Mailboxes?
- To reduce mailbox size, users need to save Office 365 emails in PST file. Users can save mailboxes of Office 365 account to their local disk.
- When your data is lost or deleted accidentally, to retrieve the data, you need to backup mailboxes of Office 365 account.
- Being a cloud-based service, you can access Office 365 email items universally.
- There are chances of unauthorized access and hacking to Office 365 account.
Solution to Backup Emails of Office 365 to PST
There are two ways to backup mailboxes of Office 365 account to PST – manual method and professional backup tool.
Manually Backup Office 365 Account data Items
Use e-Discovery method to backup email messages of Office 365. It has three steps:
- Choose e-Discovery administrator
- Do a new content search
- Export searched result to PST
System Requirements to use Manual Method:
- Net framework 4.5
- Internet Explorer 8 and later versions
- Windows 7 or above should be there
- In case you are using Chrome or Firefox, must install click once add-in
e-Discovery Method Process Complete Steps
Step 1.
- Log in to Office 365 with admin credentials
- Now, open Office 365 Admin Center and click on Security
- Go to Permission option from the left pane and select e-Discovery manager from the list.
- In new window, click on Edit button available opposite e-Discovery administrator.
- Choose e-Discovery administrator and click on Save
Step 2.
- Go to Search option and click on option Content Search.
- In Content Search window, click New Search
- Provide name & description for new search and click Next
- In location window, choose Locations or search the mailboxes to backup in PST file and click Next
- Select the keywords and apply conditions as per your requirements. Then, click Next
- Review your search setting and click on Submit To change your search settings, click on Backup option.
Step 3.
- Select your search from the search list and click on Action
- Click on the Export result option and choose your output option as per your needs. Then, click Export.
- Go to the Export tab, select the last export and click on Download results. After that, go down and copy the export key..
- Click once and this will open the e-Discovery export tool. Here, paste the copied export key and browse location to save PST file.
- Click on Start button and this will begin the process of backup.
Demerits of Manual Method
- The manual method is complicated and time-taking process.
- Failed to backup selected data items.
- You need prior technical knowledge before using the manual method. It is not suitable for beginners.
- High risk of data loss, alteration, no assurance of safe & complete backup.
Professional Tool for Office 365 Mail Backup
No user wants to take the risk of losing data, and also, they don’t have much time to go through the lengthy manual method. Thus, for perfect and backup tasks, a third-party tool is highly suggested. Datavare Office 365 Backup Software is one such smart solution to save Office 365 data items into PST and other file formats. With simplified interface, the backup can be taken in fast and accurate manner. Here are the features offered by this software:
- The software instantly backup emails and attachments of Office 365. Using this program is very simple even for beginners.
- Users can simply export Office 365 mailboxes into PST, EML, EMLX, MBOX, and MSG file formats.
- It effectively backup desired emails of Office 365 account.
- There is no requirement for any additional software. Simply need Office 365 account correct login details.
- 100% safe and accurate backup facility without losing any data.
- It allows saving backup of O365 account locally to any path of your system.
How to Take Backup of Office 365 Data Items?
Using this automated solution is very easy. Below are the steps to backup Office 365 email items in PST file.
- Install and Launch the software for backing up Office 365 data items on any Windows system.
- Enter username and password of Office 365 account.
- Choose desired email folder or all folders of Office 365 account.
- Select PST file format or any other file format to save the backup file.
- Set destination path to save the backup data file.
- Press the Backup Now button.
Concluding Lines
For many reasons, users need to download a copy of the Office 365 data items in a PST file.. For this, here we have discussed manual and automated tools. Manual methods fail to provide desired and is not user-friendly. The, professional solution is highly recommended to use. It has all features to provide you instant & accurate backup results. To check the software efficiency, download free trial version.