Summary-Microsoft Office 365 comes with many user-centric applications like Exchange Online, Share Point, Skype for business, etc. that makes the most sought application to use these days. As all of you know that Office 365 allows you to work anywhere, anytime on any system, whether it would be your laptop, PC, Mobile device, etc.
As an IT administrator, you must protect your business-critical email with Office 365 backup. It will ensure that you can recover missing or deleted emails, Office 365 records, and mailbox contents from ex-employees to new ones on time.
Since it contains so much information, it is necessary to make a backup. Microsoft has the inbuilt tool to take the Office 365 email backup in PST, but these manual methods are complex to use.
Possible reasons to backup Office 365 Mailboxes
Some reason to backup office 365 mailbox has been listed-below:
Increased risk of security threats
Many organizations are on the verge of security threats regularly, which could be internal as well as external. Businesses are not immune from either internal threats and through external threats like malware and viruses. So, it is better to opt for a strategy to take Office 365 email backup regularly.
Coincidental deletion of data
Unknowingly deletion of the data by the user can cause the loss of data across the network. Taking regular Office 365 email backup is the ideal way to resist such instances.
Outage and Shutdown
Outages in SaaS are more frequent than you would think. Imagine not being able to access any information during the outage. So, unless you have a Microsoft 365 backup solution in place, you should not expect your data to be always available only because it’s there.
How to take Office 365 email backup
Users/Office 365 administrators can look to take office 365 mailbox backup using the Content Search eDiscovery tool. However, it necessitates a thorough understanding of Office 365 and the Exchange admin center. If you are a techie, you can try this method for taking Office 365 email backup to PST. If you are a beginner, this approach will not work for you. As a result, you should consider using third-party Office 365 backup software.
We have learned from the above statement that there are two ways to backup Office 365 mailbox. First, we will let users know about the Content Search eDiscovery tool method to take O365 backup and then; move towards discussing the automated third-party tool.
Manual method to take Office 365 email backup-
Using Content Search eDiscovery method
Note– Administrators can now take an Office 365 backup and save the data in PST format. Follow the steps for backing up your Office 365 mailbox whether you are the Administrator or have Administrator rights.
- Firstly, the user needs to log-in to Office 365 with the credentials, then move to the Exchange Admin center.
- Then, click on the permission section of the Office 365 admin center.
- You must ensure that they belong to the eDiscovery Manager group. If you aren’t already a member, please do so.
- Expand the ‘Search and Investigation tab,’ then choose ‘Content Search.’
- You need to create a new Content search now. You can pick the mailboxes you want to export from the Content search.
- Then, select the export option. If in case of multiple mailboxes, select the ‘One PST for each mailbox.
- You can also choose a particular item to export.
- The eDiscovery will start exporting Office 365 mailboxes to PST.
- Click on Download result to start saving the migration information.
- After that, it will show you up the export data and the URL of an export key.
- In the eDiscovery PST Export tool, copy the selected URL and then choose a destination to save the data using the Browse
- Then, the migration process will begin once you click on the Start Export
Limitation of using Content Search eDiscovery method
The process of taking Office 365 email backup using the eDiscovery method comes with a lot of drawbacks:
- It consumes more time to back up the office 365 mailbox compared to the third-party backup tool.
- Carrying the backup task through the eDiscovery method is a complex process.
- Non-technical person/user will find it hard to perform a manual backup of Office 365 mailboxes.
- A single mistake made by the user results in an error that can even lead to data loss.
The recommended solution for Office 365 mailbox backup
Shoviv Office 365 backup tool is a fabulous tool for converting Office 365 email backups to PST files. The tool is easy to use even for a novice user and is built to backup Office 365 mailboxes speedily. Some of the prominent features of the tool are listed below:
- Shoviv Office 365 Backup and Restore Software comes with a User-friendly Interface for a better working experience.
- The Shoviv Office 365 Backup Solution also includes an Advanced option for complete and incremental backups. It is useful when the user backs up again, and only the new data from the previous backup are backed-up. This feature will eliminate the possibility of data duplication.
- The tool is capable of a job-based backup process; you do not need to create a connection at every time, as you need to connect it once to run the process accordingly.
- The tool allows you to export all or selected Office 365 mailboxes to PST.
- It comes with the feature to take backup of Archive and public folder with ease.
- A free demo version of the tool is available to download; the user can take Office 365 email backup of the first 50 items/folder.
Wrapping-Up
Through this write-up, we had discussed the possible ways to take Office 365 email backup. But we have also come across Shoviv Office 365 Backup and Restore Software, a picture-perfect tool for the ones who are looking for the best and reliable tool to export their O365 mailboxes into PST file format. It is an ideal solution that also offers the option to restore PST to Office 365 mailboxes.