Office 365 Email Backup Tool to Backup Microsoft 365 Mailbox

Microsoft is responsible for providing the Office services to its users, but it’s an obligation of a user to secure their data. Using this blog, we will educate users about the solution that would help them take the Office 365 email backup efficiently. Stay on this article until you did not get a reliable backup solution.

For almost every organization maintaining business communication effectively is their top priority. Office 365 offers several benefits regarding data storage and accessibility of the data from anywhere, but Microsoft is not responsible if the user data gets compromised. Multiple Office 365 email backup solutions make you to create a backup of your Office 365 account data.

However, we will touch upon several of them, including manual and third-party backup software. Before we explain the method to backup data, check out some reasons that make it important for taking up backup.

What makes it important to backup Office 365 Emails?

Microsoft almost holds the record of providing access to the data at all times. However, there are instances when the cloud server faces some issues and even when the user deletes the data. To restore the data, the user should have a backup copy.

When the user data moves to the Recycle bin folder within a certain day, users can restore their data. But after that, there is no way to recover backup data. However, there are situations when you will need to take the backup. Some of them we have showcased below for your reference:

At times when the business entity goes for a merger or even acquisition, in that case, you need to have total control over data. It means that one cannot share its Office 365 credentials with others. So taking Office 365 email backup into a reliable file like PST help you to grant access to your data to other.

Intentionally deletion of the data is a major threat to any organization, regardless of size. It is important to have a sound Office 365 backup solution that can help you regularly create the backup.
When any employees leave the company, the data of that particular staff consumes the space from the organization's subscription plan, so it’s better if you can download/back up that data.

Ransomware attacks on the Office 365 emails will have a bad impact, and even the recycle bin folder will not be able to recover those items.

Login of the Office 365 account on multiple systems at different locations can also threaten your user data. If any user intentionally or even unintentionally deletes the data, you might land in a difficult situation.

Apart from it, there are several other situations when it is essential to have a backup to avoid discomfort. We will look at the solution to backup Microsoft 365 emails locally.

How to manually backup up Office 365 Mailboxes?

Although a few manual Office 365 email backup solutions are available, such as taking backup through Archiving option, Content Search eDiscovery method, and a few others, in this technical guide, we will focus on the eDiscovery method from the manual backup solution and one third-party software.

Content Search eDiscovery method to Backup Office 365 Mailboxes

Users can search for the content search tool after login the Exchange Online admin center. This tool helps to create the search for the data and, after that, with the help of the tool, download the emails later on. To check how this method works to backup Microsoft 365 emails, follow the mentioned procedure to back up the data:

From the Office 365 admin center, you need to go into the menu and select Security.
Now you need to go further by clicking on the Permissions from the left side of the menu.
Once you are done with the above step, now make sure to choose the checkbox for eDiscovery manager.
Click on the Edit group role, and from the role dialogue menu, the user requires selecting Roles. It is important to select the Export for all the selected roles.
Go back to the home of the Office 365 admin center, and from the left side menu, choose Compliance.
After expanding the menu, select the Content search option, and after that, select the new search.
Choose the add condition and from the menu which opens up, select the required checkbox.
After adding them, you need to click on Save and Run.
You need to mention the name & the description for the query and then click on next to continue.
Now go back to the content search and look for the old searches.
After choosing the search query, make sure to click on the Export result button.
Download the data by going into the Export result tab.

This method has many downsides that push users to use the alternative solution. You can only backup up to 2TB of your data in a single day, which is one of the major flaws. In addition, there are several other limitations which are posted by this method. Directly which makes it essential to introduce one reliable backup tool.

You can also look for an alternative solution to execute Office 365 email backup process. One of the better substitutes is the usage of third-party backup software which we are going to provide you with an in-depth review of it.

Automated Solution to take the Backup of Microsoft 365 Mailboxes

As the manual backup solution requires technical expertise, moving to the third-party solution is a good option. Furthermore, any user, no matter how much technical knowledge they possess, can use the software easily. One such utility is the Shoviv Office 365 backup tool, which has a lot to offer in terms of functionality and data processing speed.

The software gives many options to save the Office 365 email backup file in MBOX, PST, and many more. Taking a backup of multiple mailboxes is possible because of its advanced algorithm. After adding them, users can check all the items added to the tool to ensure that only the required data has been added. To make the backup more precise, users can utilize its filter option.

Users can also take advantage of its backup scheduling option. The tool offers three-time frames on which users can schedule the backup process: daily, weekly, and monthly. An option like a timer for the larger item also comes with the tool, which helps to increase the software speed by eliminating the item that takes a long time to load.

In addition, because of its incremental backup feature, whenever the user resumes their backup process, the software will only process newer items and does not backup the older data. Due to this, the tool restricts data duplicity. You can even run the multiple backup as well as the restore job at the same time but only after making the connection.

This Office 365 backup tool has got better and user-centric competencies to make the backup of the complete Office 365 hassle-free. Rest users can check through the tool's available free trial version.

To summarize, the manual method to backup Microsoft 365 emails comes with many challenges. Whereas by using the automated solution, you can minimize the time required to backup complete data.

Conclusion

The information provided to you through this article will help you a lot in tackling the issues of creating a backup for your Office 365 data. While the manual method for the Office 365 email backup takes more time and is too hard for non-technical users, the automated backup software provides advanced capabilities.

Users can also go through the demo version of the tool explained in this write-up to learn more about them. Using the free version, users can take the backup of the first 50 items from each folder. However, the end is for users to decide what method to use to back up the Microsoft 365 data.