Information is typically shared among colleagues via email, and Office 365 has made their lives much easier and less stressful. However, both end users and administrators frequently fail to consider the importance of backup their mailbox data. They are confident that their data is safe in the cloud. To dispel this myth, there are a variety of malicious activities that can compromise your data, even if it is stored in the cloud. There are several reasons to backup your Office 365 mailboxes to a secure format such as PST. Perhaps you're moving to a new company and need to keep your email data, or you're attempting to create an archive for compliance purposes. Backups of Office 365 emails and other items are recommended for a variety of reasons.
Office 365 includes a feature called Content Search eDiscovery that allows you to backup PST files. A few Office 365 Backup tools can also securely export Office 365 mailboxes to PST files. Both of these methods are discussed in depth further below.
Download Softaken Office 365 Backup to quickly backup Office 365 mailbox data to PST and vice versa.
Why is it necessary to backup and export Office 365 mailboxes?
When you sign up for Office 365, you are entrusting Microsoft with the critical task of storing and managing your data. However, as any experienced IT professional will tell you, relying on a single point of storage is never a good idea.
You may need to backup or export your Office 365 mailboxes for a variety of reasons. To begin, if you intend to delete your Office 365 account, you must export your mailbox data in order to move it to another account. Second, exporting your mailbox data can provide valuable information to support technicians if you're troubleshooting an issue with your Office 365 account. Finally, backing up your Office 365 mailbox can provide peace of mind if you're concerned about data loss due to hacker attacks or other security breaches. Whatever your reason for wanting to backup or export your Office 365 mailbox, the process is straightforward and takes only a few minutes to complete.
There are several important reasons why you might need to backup or export your Office 365 mailboxes:
Transferring to a new account-
If you intend to delete or switch to a different Office 365 account, you must export all of your mailbox data to ensure work continuity.
Second, exporting your mailbox data can provide valuable information to support technicians if you're troubleshooting an issue with your Office 365 account.
Data backups on a regular basis-
Backing up your Office 365 mailbox can give you peace of mind in the event of data loss due to hacker attacks or other security breaches.
Other reasons could include switching to a different PC, switching from Windows to Mac operating system, hardware failures, unintentional file deletion, and decluttering the inbox folder. Whatever the reason, the procedure is straightforward and takes only a few minutes to complete.
Backup Options for Office 365 Mailboxes
Office 365 administrators can back up mailboxes using the Content Search eDiscovery technique. However, it necessitates extensive knowledge of Office 365 and the Exchange admin center. If you are a techie, you should try this free Office 365 to PST export method. This method will not work for you if you are a beginner. As a result, you should experiment with third-party backup tools for Office 365. Here, we'll discuss both approaches:
Backup Office 365 mailboxes using the Content Search eDiscovery method. Office 365 Backup to backup mailboxes in a matter of seconds.
1. Using eDiscovery Content Search to backup Office 365 mailboxes
The Content Search eDiscovery tool is used to search and find data in Exchange Online mailboxes/public folders. You can later export this data to PST files for future use. Sign in to your Office 365 account and go to the Exchange Admin Center to free export Office 365 Mailbox to PST.
This manual method consists of three major steps:
Allocate the necessary permissions. Make a new search for content. PST format is available for download.
First, ensure that you belong to the eDiscovery Manager role group. If you aren't already, please add yourself. You can continue with the process even if you lack the necessary permissions.
You must now create a new Content search. You can export mailboxes by searching for them in the Content search. Before transferring, you can also extract your mailboxes. Finally, you have the option to export this search.
Once the Office 365 export mailbox to PST process is complete, and you can save the search results to your computer.
By entering the export key you obtained while downloading the search results, you can save your Office 365 mailboxes as PST files on your computer. Once completed, you can use those files to regain access to your mailboxes in the event of data loss.
This manual method does, however, have a few drawbacks-
This is a complicated process that necessitates extensive knowledge of all utilities.
It becomes difficult to keep the PST file password-protected.
Saving specific items is not possible with this method.
It is possible that duplicate items will be saved.
Office 365 Backup Software
Office 365 Backup is a professional tool that can backup individual or multiple Office 365 mailboxes to PST files. This tool is used by both end users and Office 365 administrators to backup entire mailboxes or specific items within them.
Backup individual and multiple mailboxes to PST files. Using a CSV file, add multiple mailboxes for backup. Use filters to backup Office 365 mailbox data selectively. The ability to exclude empty and deleted folders from the backup. Save the backup summary report as a CSV file for future reference. This will be useful for both end users and Office 365 administrators.
The software process is straightforward, and these are the steps involved. -
Enter your Office 365 username and password. Connect by clicking the Connect button. Review the Office 365 data and click the Next button to proceed. Select all or a subset of Office 365 folders, as well as the desired file format. Specify a location for the backup data. Press the Process Now button to save the backup of your Office 365 account in the desired file format.
We discussed two methods for backing up or exporting your Office 365 mailboxes to PST files in this post. The first is a manual method that relies on the built-in export eDiscovery feature, whereas the second relies on a professional tool. Both have their own set of benefits and drawbacks. You can select based on your personal or organizational preferences. Regardless, keep a backup of your exported PST file(s) in a secure location as a precaution.
Furthermore, Office 365 Backup is a powerful yet user-friendly software that can assist you in backing up/exporting your Office 365 mailbox data to PST. The software is intended for both individual and business users, and it includes an intuitive interface as well as a number of features that make backing up your mailbox quick and simple. You can test the software for free today to see how it can assist you in backing up your important mailbox data.