How to Backup Emails & Files in Office 365

Nov 5 21:24 2020 Albert Taylor Print This Article

In this blog, we'll cover the key reasons why you need a proper backup approach for Office 365 Email & files. We'll also validate why and how Microsoft's fixed data control and holding features can fall short in specific cases.

Office 365 users generally do not take back up of their Office 365 mailbox data. They believe that their data is safe in the cloud. But,Guest Posting it is good preparation to backup Office 365 emails and other items. Office 365 has an innate method by which you can take back up to PST files. Also, there are a few Office 365 Backup tools that can take backup email & files in Office 365. The issue is many organizations don't stop to ask themselves: How is my data secure? And proceeds it for the support that backup and email file safety is part of the platform. Many are surprised to find out that Microsoft provides no clearly defined backup approach for Office 365.

Why do users require Office 365 Backups?

Office 365 platform allows users to keep data in the cloud. Still, data on the cloud is generally handy. So, it can be a matter of unlawful access & hacking. Also, the incorrect exit of the account and accidental deletion of files or items can occur from the side of the users. In the data loss case or damaging data, there are no ways to retrieve Office 365 mailbox data. So, to deal with the account loss and data loss issues, you should backup your Office 365 mailboxes. Office 365 Emails file data, when backed up as PST files, is relaxed to share too.

  • Usually, to shrink the mailbox size, Office 365 backup is carried out. The user can accept the archive mailbox to the local drive & can work as per the requirement.
  • With the existence of a cloud-based package, the data of Office 365 mailbox remains generally accessible and there are always probabilities of illegal access & hacking.
  • In case of sudden damaging of data or data loss by anyhow, to recover the data, it will be a boon if you have a backup of Office 365 Emails & files.

What makes a successful Emails & Files Backup in Office 365 strategy?

Office 365 administrators can backup Emails & Files using the Content Search eDiscovery approach. But it requires much information about Office 365 & Exchange admin centre. If you are a technocrat, then you should go through this process to backup Email & Files in the Office 365 mailbox to PST for free. If you are a beginner, then this method is not reliable for you. So, you must go for third-party Office 365 backup tools. We will explain both the techniques are described here:

  1. Content Search eDiscovery manner to backup Email & files in Office 365.
  2. Shoviv Office 365 Backup and Restore Software to backup Email & Files in office 365 in a few clicks
  3. Content Search eDiscovery manner to backup Email & files in Office 365.

The work of the Content Search eDiscovery tool is to search & find data from the mailboxes/public folders of Exchange Online.  Due to this, you can export data files to PST files for future use. To export Office 365 Emails files to PST free, you must log in to your Office 365 account and become to Exchange Admin Centre.

Preparing for Email Backup efforts

  • First, make guaranteed that you are a user of the eDiscovery Manager role group. If you are not, add yourself with the eDiscovery manager.
  • Then, you must create a new Content search. And in the Content search, you can choose the mailboxes which you need to export. Here, you can also filter your mailboxes earlier exporting. Lastly, you can easily export this search.
  • Now, once the Office 365 export mailbox to PST procedure is done, you can download the search files results to your local drive.
  • By given that the export key that you get however downloading the search results, you can protect your Office 365 mailboxes as PST files to your computer. Once office 365 mailboxes are backed up as PST files, you can use those files to access your mailboxes over in case of data harm.

After talking over the eDiscovery manner, it seems not so tough to export Office 365 data to PST. But look, the user should deliberate the limitations aspect for the manual way out too.

Drawbacks – Manual solution to export

Here are listed some of the restrictions of the eDiscovery manner to export Office 365 to the PST file.

  • The time-consuming & complex process
  • Office 365 archiving license is required to perform.
  • Selective mailboxes cannot be exported

 

  1. Shoviv Office 365 Backup and Restore Software to back up Email & Files in office 365 in a few clicks

Not several organizations need to risk the data & nor have extra time for the manual backup of Emails and Files in Office 365. Thus for the faultless and correct Office 365 Backup, a Specialized third-party tool is a must. Shoviv Office 365 Backup and Restore Software is the most proper tool to backup Office 365 mailbox in the PST file. For the simple, fast, and exact backup, it is a faultless solution. Have a look, what it simplifies:

  • Shoviv Office 365 Backup and Restore Software

Shoviv Office 365 Backup and Restore Software is a picture-perfect way out for Email and files backup in Office 365 email backup to PST file format in a hassle-free way. It works perfectly& securely and originates with a user-friendly GUI. Filter Backup feature, Job-Based Backup handling is specific of its highlights. Using the Shoviv software, users can also restore data from .pst files to Office 365 Emails & Files. At the end of the procedure, the software also creates a whole report of the process.

  • Offers plain sailing backup process of mailboxes into PST files
  • PST can be open in any Outlook version of Window O.S. and can be previewed
  • It is the fastest mailbox backup software
  • Backup User mailbox, Archive mailbox, and Public folder
  • It has options for Incremental backup and Scheduled Periodic Backup
  • Create and run multiple jobs concurrently and generate a complete report
  • The software can run multiple jobs at a time and works concurrently
  • Along with the backup, the software is also proficient in restoring; PST to Office 365 mailboxes
  • To check the working of the software a trial version is also available to download.

 

Key features:

  • Backup Archive mailboxes
  • Backup in PST File
  • Backup Public Folder
  • Backup User Mailboxes
  • Check the Report
  • Filter Option
  • Full and Incremental Backup
  • Task-Based Backup Procedure (Easy Backup method), One Time Procedure /Once Connection
  • Restore Backup
  • Run Multiple Job at a Time
  • Schedule Backup Jobs (Periodical)
  • User-friendly GUI
  • User-Oriented Backup Process
  • Works Concurrently

Some of the features are:

  • It offers a quick & secure backup of Emails & Files in Office 365 mailboxes in PST format.
  • The PST file can be open in all Outlook versions of Windows O.S. and can be previewed simply.
  • This Office 365 Backup tool originates with progressive features of occupied and incremental backup and periodical programmed backup jobs.
  • An incremental backup option excludes the duplicity of items and offers a better working experience.
  • The Software works on a job-based backup procedure were no essential for creating connections all-time to run jobs.
  • The Office 365 backup tool works concomitantly and runs numerous jobs at a time.
  • Accurate &seamless backup of User mailboxes, Archive Mailbox,& Public Folders.
  • Filter item feature to filter items created on “Date” and “Time” are also embedded within the software.
  • The Software is also an expert in restoring backed-up mailboxes from the PST file to Office 365.

How works the Shoviv Office 365 Backup and Restore software?

Successively Shoviv Office 365 Backup and Restore Software is very relaxed to do the job because it derives with the user-friendly GUI. Below are the stages to take the backup of Office 365 Mailboxes in PST.

  • Install and run this Shoviv Software.
  • Now you have to make a project to join Office 365 user mailboxes & fetch the users’ mailbox list by clicking on the connect button of the Connect Office 365 tab.
  • Now a dialog box will appear, enter the asked details of the Office 365 admin user and click the Connect.
  • Click on the Add icon from the Backup Directory Tab and create a new backup directory to store the backup data of Office 365 mailboxes.
  • Now give the name of the directory & browse the directory/folder path wherever you need to store the backup files of Office 365 mailboxes.
  • Create a new backup job by clicking on the Add button of the description toolbar of the Backup Jobs Tab. With this, a new dialog box will be raised, here provide the asked details. Click the Next.
  • A new wizard will open, here the user can select the mailboxes of which backup is needed. Also, the option to select whether the user desires a backup of overall mailboxes or archive mailboxes or both. Click the Next.
  • Filter page will open, three filter options are provided: Message Class, Date Range, and Folder Filter. Apply filter as per the want and click the Next.
  • You will be prompted to setting dialog, Set Backup thread counts for mailbox, and Items. In case of network let-down option to go for attempts for Office 365 connection & Other MAPI connection is also specified. Here, the user can also offer the size laterin which the PST file will split.
  • Now the user will be prompted to the next window, where 2 options will be available. One is for instant process & another for relating scheduler. Here user can set a Starting date, Ending date, Duration, Frequency& occurrence like Daily, Weekly, Monthly, or Once Only.
  • Now you will be prompted to Status Page, here the status of the created backup job will be displayed. If the user is pleased with the report then can click on Finish or if not fulfilled, can edit by going back.
  • With the click on the Finish button, the final mailbox backup report will be displayed. And it is how users can skillfully take Office 365 Backup by Shoviv Office 365 Backup and Restore software.

Conclusion:

Manual approaches like E-discovery fails to afford an honest and user-friendly technique to backup Office 365 mailboxes, there are various drawbacks with the manual technique. For the simple and flawless Office 365 backup, a specialized advanced Office 365 Backup way out; Shoviv Office 365 Backup and Restore is essential. It has all the observed features that any expert Office 365 backup Solution can have. Users can also check their work proficiency by downloading a free trial version of the software that agrees to handles the first 50 items per folder.

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About Article Author

Albert Taylor
Albert Taylor

Albert Taylor is an author of the Inbound Content, Content analyst for Shoviv Software. He brings his decade of experiences to his current role where he’s dedicated to educating &inspiring the world on how to become a better content manager. He is in the extreme of thinking about how I can take backup Emails and files in Office 365 the look and feel of my ‘Author box’ to variety it looks smarter and looks more.

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