Backup Office 365 Emails Easily with Office 365 Backup and Restore Tool

Office 365 is a popular cloud-based service among most small and large organisations. It offers various services and a simple interface that makes it easily accessible to everyone. Backup Office 365 emails are needed for a few reasons we will discuss in this content. Before that, talk about its productivity applications such as Skype, Outlook, MS Word, Team, and many more.

Apart from this, it provides high security to the user’s essential data. Most importantly, users don’t face any downtime in Office 365 because it is a cloud-based service. So it is always updated and doesn’t interrupt the user’s work. Organisations wish to have a reliable tool that eases this Office 365 email backup task. Therefore, read this content to the end; we will explain all the possible ways to perform this backup task.

Few reasons why users look to backup Office data

  1. To backup Office 365 emails and other data into local storage makes data easily portable to another system.
  2. Sometimes users want to secure their data from future mishaps; in that case, backup is the best way.
  3. Office 365 provides limited space to get more space users to need to pay. To free up some space in the Office 365 users’ backup Office 365 emails.

Moreover, even now, it can be more reasons to perform the Office 365 email backup task, which can be different for every user. 

Manual Method to backup Microsoft 365 Emails

E-Discovery is the manual method Microsoft provides to backup Office 365 email into local storage. But before executing this method to process this backup task, users have to check the system requirements. Now we will discuss the manual method with step-by-step guidance to execute this backup task. 

A step-by-step guide to using the e-discovery method for performing Office 365 email backup task

  1. Firstly, login into your Office 365 account. After completing this process, access the Microsoft admin centre. 
  2. After successfully accessing the admin centre then, click on security. 
  3. Afterwards, go to the permissions, email and collaboration roles, and click eDiscovery Manager Role group. 
  4. Add your account to the eDiscovery administrator list using the edit option. Note: In a few cases, if the export role is missing, you can add it by using the Edit role button.
  5. After that, log in to the Microsoft Purview compliance portal, go to the content search option, and then click on the new search icon. The new search button is sometimes missing because the eDiscovery permissions you set in the previous step take 24 hours or less to apply. But in some cases, it applies instantly. 
  6. After getting the eDiscovery permissions, add a specific field name to search and go to locations. And then, select the data that you want to backup.
  7. The next wizard box gives you an option for number filtering that is available on the conditions page. If you want to back up all data, then you can skip the conditions. 
  8. After that, click on submit and close the wizard. Now, start your search.
  9. To check your search task, you can check it by clicking on the search tab.
  10. After completing your search task, click on the action options and select the export results.

Limitations of the eDiscovery method to Backup Office 365 Mailboxes

The manual method is complex for novice and non-technical users. Therefore, backup Office 365 emails manually only if you have excellent technical expertise. Users should perform this backup task carefully because a single human can lead to data loss.

It has a high chance of data duplicity and is a lengthy process. The manual method doesn’t provide additional features to make this easy for organisations. 

Therefore, a professional Office 365 backup tool is the best and easier way to initiate this task. Now, we will discuss the professional software that Shoviv offers to make this task effortless. 

Shoviv’s professional way to perform to backup Microsoft 365 emails 

Shoviv Office 365 Backup and Restore Tool provide a simple interface that helps novice users execute this backup. Moreover, users will get a step-by-step guide to do the backup task on Shoviv’s official website. But before that, we will discuss some advanced features of this professional tool.

  1. It provides various file formats to backup Office 365 emails, such as MBOX, PST, EML, MHT, HTML and MSG. 
  2. This software perfectly backups the user mailboxes, public folders, and archive mailboxes of Office 365.
  3. Moreover, it performs multiple backup jobs at a time without affecting the speed of the process. 
  4. Users also get a preview facility to view the added items before initiating the backup Microsoft 365 emails and other data.
  5. Before processing this backup task, it provides a filter option through which users can include or removes the desired items.
  6. Large items can take too much time. Therefore, it offers an option to set the time for the large items. Users can set the time from 2 to 30 minutes. 
  7. This tool’s incremental backup option helps users resume the backup Office 365 emails process where it stopped. It also eliminates the chances of data duplicity.
  8. Apart from this, this software is also proficient in performing the restoring task. 
  9. It eases the finding task of desired items rapidly because of its quick search option that is available in this Office 365 backup tool.

An evaluation version of this tool is available on the official website of Shoviv so that users can check its compatibility.

Step by step working of Shoviv Office 365 Backup and Restore Tool

Step 1: Download and install the Shoviv professional software from the official website of Shoviv. And then open the software in your system.

Step 2: After that, click on the connect Office 365 button. And then, select modern authentication while login after that, fill in all the required details and click on OK.

Step 3: Thereafter, cross-check the list of the added mailboxes. 

Step 4: In this step, you have to go to the ribbon bar, select backup jobs, and then press the add icon to create a backup job. After that, select the one from the archive mailbox, public folders and primary mailbox and click OK. 

Step 5: Now, use its filter option to include or exclude the items. Moreover, it allows users to filter the data by date or folder and select one from both options. After that, check the already exported in all folders option by checking this option; it only exports the mailboxes that did not export before. 

Step 6: Then go to the scheduler option and click on the job schedule option; if you want to run this job manually, press run job manually. And to run the job immediately after creating this backup job, select start immediately after creating the job option. To schedule a job, select the job schedule option.

Step 7: If you selected the job schedule option in the previous step, then it opens a new display where you can choose desired options. To run a job daily, select daily, and to run weekly, select the weekly option and so on. After adding all the required information, click OK.

Step 8: Thereafter, go to the job directory to add the target location where you want to take a backup of your Office 365 mailboxes. And then, select the file format you want to use to take the backup Office 365 emails, such as PST, MSG, EML, HTML, etc. At last, add the job name and click on create a backup job. After that, the process will start to backup Office 365 emails.

Ending words

At the end of this content, we suggest you to use Shoviv professional software to do the backup Office 365 emails task. Moreover, the features that we mentioned above are very fast and work with 100% accuracy. Besides, professionals also prefer third-party software to perform this backup task. Before making any decision, consider the features and services you will get in the Shoviv Office 365 Backup tool. Also, try its free trial version that is available on the official website of Shoviv.

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