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How to Backup Office 365 emails – Microsoft 365 Backup

Office 365 users sometimes get the need to back up their Office 365 data. It can be for varied reasons, say when an employee leaves an organization, the certain files needed regularly, for bringing down the subscription fee or so. Broadly talking, there are two ways which we are gonna discuss here to backup Office 365 emails.

Backup Office 365 emails using the eDiscovery Method 

The eDiscovery method is a native way to get the Microsoft 365 backup. But to proceed through this way, the user must be an admin. However, by default, not even the admin has permission to use the content search and eDiscovery tool. Therefore users who are an admin are firstly required to get the permission as follows:

  • Get into the Microsoft 365 Admin Center.
  • Hit the Compliance, and a Compliance Admin Center will appear; press Permissions.
  • In the Compliance Center, click on Roles.
  • Select the eDiscovery method and press Exportunder the Assigned Roles.
  • Thereafter, click on eDiscovery Administrator.
  • Click AddSearch and add your account to the list to Save.

Log out and then log in again to possess the benefits of the recently saved permission.

Once get the permission for export; go as follows to backup Office 365 emails into the PST:

  • Again, enter the Microsoft 365 Compliance Center.
  • On the left pane of the tool, locate SolutionsContent Search.
  • Now, in the appearing wizard, mention Name and Description to hit Next.
  • Turn the status “On” of Exchange Mailboxes, then on the right of it, tap on Choose users, groups, or teams.
  • The window will pop up, select the mailbox you want to export, and then press Done.
  • Leave the conditions section empty and go ahead with Next.
  • Review the Content Search that you have just formed and end the task with Submit.
  • The mailbox preparation process will start; wait till it shows Completedunder the status column.
  • Once it turned to Completed, click on the same MailboxActions > Export Results.
  • Choose the options accordingly under the Output Options and Export Exchange Content and then tap on Export.
  • After some time, the Export will be ready to download; copy the Export key, then move up to click on the Download results from the top of the mailbox wizard.
  • A security warning will pop up; click Open.
  • In eDiscovery Export Tool that appears, paste the copied key, browse the path where you want to save the resultant PST, and hit Start.

The native method ends here, but there remains no surety that the user’s backup Office 365 emails successfully.

Disadvantages of Using the Manual Method:

  • The manual method is complex and tiring; users require to have the firm technical knowledge to use it.
  • It doesn’t contain PST Split option that’s what becomes the reason for the resultant PST corruption.
  • If users are using this method to backup Office 365 emails and the process interrupts in between, the users will need to start the process again from the initial stage.
  • There is a high chance of data alterations and loss in this method that could make the resultant data insignificant.

The Automated Tool Method- Shoviv Office 365 Backup Tool

There are many tools available in the market that are present to backup the office 365 data. But down to this row, users can use the Shoviv Office 365 Backup tool for the same and need to proceed as follows:

Step1: Click on Connect Office 365, enter Project Name and credentials to hit Connect.

Step2: Tap on Backup Directory, enter Backup Directory Name and Path, and hit Ok.

Step3: Now click the Backup Jobs, enter Job Name and add Backup Directory and Project Name to hit Next.

Step4: Here, select the Mailboxes and hit Next.

Step5: Use the item filter accordingly and then hit Next.

Step6: Choose thread count, perform PST split, etc and press Next again.

Step7: Here, set the Schedule for the Backup Job or choose to Run the Job Manually and hit Next.

Step8: Now the window will show the Status of the so-formed Job, preview it, and if satisfied, press Finish.

Users need to click the Start the Backup Job icon if chosen to Run the Job Manually in the Scheduler section. Otherwise, the Job to backup Office 365 emails will automatically run at the scheduled time.

Advantages of Automated Shoviv Tool:

If we forget about the filters, the Incremental Export and PST split still are game-changing aspects of the process. And the Shoviv Office 365 Backup and Restore tool possesses them both. PST Split helps users to prevent corruption due to oversize, and the Incremental Export feature helps in retaining the process from the last steps. After all, the Shoviv Office 365 Backup tool provides a picture-perfect, swift, and efficient backup.

The Final Thoughts:

The eDiscovery method and an automated tool are described in the blog. Users are free to choose any of the methods out of the two to backup Office 365 emails. However, the manual method is time-consuming and risky, whereas the automated tool is flawless and swift way. Moreover, if users like to check the ability of the Shoviv Office 365 Backup and Restore tool can use it in a FREE demo before purchase.

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