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How to Back Up Mailboxes in Exchange Online ?

Learn effective methods to back up Exchange mailboxes in Microsoft 365, ensuring data security, easy recovery, and compliance with organizational needs while protecting your business-critical emails from loss or damage.

pradeep katiyar

Last edited 34 seconds ago by pradeep katiyar.

While Microsoft offers robust security features for Exchange Online mailboxes, having a backup plan provides an extra layer of protection for your crucial business communication. Many individuals frequently ask me how they can back up their Office 365 mailbox to prevent future data loss.

"Get an Award-Winning Solution to Export/Backup Mailboxes in Exchange Online (Office 365). Try the

Shoviv Office 365 Backup and Restore tool⁠

and automate your mailboxes backup task."

This article is about backing up email in Exchange Online. It discusses how Exchange Online protects your data. It also covers how to recover deleted items. Exchange Online uses multiple copies of your mailbox data across data centres to ensure redundancy. Deleted items are stored in the Deleted Items folder for a period of time. There are also options for litigation holds and in-place holds. However, Exchange Online does not allow traditional backups.

Let us know in detail.

What is Exchange Online and How it's Different from On-Premise Server?

Here's a breakdown of Exchange Online and how it differs from on-premise servers:

Exchange Online:

Cloud-based email service: Offered by Microsoft as part of Microsoft 365 or Office 365 subscriptions. Your mailbox and email data reside on Microsoft's servers.

Scalability: Grows automatically with your needs. No need to manage physical servers or storage.

Automatic Updates: Microsoft handles software updates and security patches.

Accessibility: Access emails from anywhere with an internet connection on various devices.

Cost: Pay-as-you-go subscription model. Predictable costs based on mailboxes used.

Security: Microsoft manages server security and offers robust features like anti-malware protection.

Limited Customization: Less control over server environment compared to on-premise.

On-premise Exchange Server:

Self-hosted email solution: You purchase and manage your own Exchange server hardware and software.

Scalability: Requires manual upgrades to server hardware and storage as your needs grow.

Manual Updates: You're responsible for installing software updates and security patches.

Accessibility: Typically accessed from within your company network or through VPN.

Cost: Upfront cost for hardware and software licenses, plus ongoing maintenance expenses.

Security: You're responsible for server security and implementing security measures.

High Customization: Full control over server environment and configuration.

How Does Exchange Online Protect User's Mailbox Data?

Microsoft 365 Exchange Online protects mailbox data by replicating mailbox data to multiple databases in separate Microsoft data centres using Database Availability Groups (DAGs). This way, if there is a failure in one data centre, users can still access their mailbox data from another data centre. Exchange Online also stores deleted items in the Deleted Items folder for a period of time, so that users can recover them if they are accidentally deleted.

Microsoft employs several measures to ensure the integrity and availability of your Exchange Online mailboxes. These include:

Redundancy: Data is mirrored across geographically distributed data centres, minimizing the impact of hardware failures or outages in a single location.

Disaster Recovery: Microsoft has a comprehensive disaster recovery plan to restore data in case of large-scale incidents.

Anti-Malware Protection: Exchange Online scans incoming and outgoing emails for malware, safeguarding your mailboxes from malicious threats.

What to Do After Accidental Deletion in Exchange Online?

Even with these safeguards, accidental deletion remains a concern. While Exchange Online retains deleted items for a specific period (configurable by the administrator), there's no guarantee of permanent recovery beyond that timeframe.

There are two scenarios for accidental deletion in Exchange Online mailboxes:

Soft Delete: This is when users delete emails and they move to the "Deleted Items" folder. These emails are not permanently removed and can be recovered by the user themselves for up to 10 days.

Hard Delete: This is when emails are permanently deleted by using "Shift + Delete" or by deleting them from a mobile device or email client that bypasses the "Deleted Items" folder.

Here's how to recover from each scenario:

Soft Delete Recovery: Users can simply go to their "Deleted Items" folder and recover the emails they need.

Hard Delete Recovery: Microsoft offers a 14-day window (by default, this can be extended to 30 days) to recover permanently deleted emails from the "Recoverable Items" folder. This requires an admin to use the Exchange admin center (EAC) or PowerShell.

Here are some resources that provide more detail on recovering deleted emails in Exchange Online:

Recover deleted messages in a user's mailbox in Exchange Online:
https://www.linkedin.com/pulse/how-delete-restore-mailboxes-o365-exchange-online-pradeep-katiyar-aw8tf⁠
⁠

How Do Users Backup Outlook Data from Exchange Online?

Microsoft discourages traditional backups using PST files for Exchange Online mailboxes. Microsoft discontinued the ability to export mailboxes directly to PSTs in June 2023. However, content searches can be used to export mailbox data to PSTs. This functionality is part of the Microsoft Purview eDiscovery suite and is included in Office 365 E3 and above. PST backups have limitations, including:

Inefficiency: Backing up large mailboxes with PSTs can be time-consuming and resource-intensive.

Limited Functionality: PST backups don't capture all mailbox features like permissions and folder structure.

Security Risks: PST files are susceptible to corruption and unauthorized access.

Even though using PSTs have some limitations, there are two defendable reasons for needing a PST. One reason is for compliance, such as when legal advisors need a copy of a mailbox in an industry-readable format. Another reason is to create an offline copy of a mailbox for an employee who is leaving the organization. However, Exchange Online does not support exporting mailboxes directly to PSTs. Instead, you can use a content search to export mailbox data to a PST.

Steps to running a content search to export a mailbox to a PST:

Create a new content search.

Select the mailbox you want to export and don’t add any search conditions.

Purview will then estimate the amount of data it can find.

You can then start the export. Purview will then export the data to a secure location in Azure blob storage and generate a key to access the data.

After the data is transferred, you can download it to a local workstation using the Microsoft Office 365 eDiscovery Export Tool.

How Shoviv Simplifies Your Exchange Online Backup?

Taking mailbox backups on a regular basis is good practice. However, in the Exchange Online mailbox, it’s a little tricky, if you use eDiscovery to export your mailboxes. Here’s Shoviv come in, provide seamless backup and Restore of Exchange Online and on-premise mailboxes.

Shoviv Exchange Backup and Restore tool helps users in a few ways:

Prevents Data Loss: It creates backups of Exchange Online mailboxes in various formats (PST, MBOX, EML, MSG, OLM, etc.) This provides a safety net in case of accidental deletion, corruption, or server outages. Users can restore their emails from these backups.

Automated Backups: The tool allows scheduling backups to run automatically on a daily, weekly, or monthly basis. This eliminates the need for users to remember to manually back up their data.

Easy Restore Process: The tool offers a user-friendly interface for restoring emails from backups. This saves time and frustration compared to relying on admins or complex technical procedures.

Flexible Backup Options: Shoviv allows for both full and incremental backups. Full backups capture everything at a specific point in time, while incremental backups capture only the changes since the last backup. This gives users control over how much storage space their backups use.

Multiple Mailbox Backups: The tool can handle backing up numerous Exchange mailboxes simultaneously. This is especially useful for administrators who need to back up mailboxes for multiple users.

How Does Shoviv Exchange Online Backup Tool Work?

Shoviv Office 365 Backup and Restore Tool helps users safeguard their Exchange Online mailboxes by creating backups and enabling restores. Here's a breakdown of its functionality:

Backup Process:

Connects to Office 365: The tool uses modern authentication to securely connect to your Office 365 account.

Select Mailboxes: You choose the specific mailboxes you want to back up.

Defines Backup Options: Schedule: Set automated backups to run daily, weekly, or monthly.

Filters (Optional): Specify criteria (date range, folders) to target specific data.

Backup Format: Choose PST (common for Outlook), or other formats like EML, MSG, and MBOX.

Downloads Mailbox Data: The tool retrieves emails, attachments, and other mailbox items.

Saves Backups Locally: Backups are stored on your designated local storage drive.

Restore Process:

Select Backup File: Choose the specific PST file containing the desired emails.

Defines Restore Options: Target Mailbox: Select the mailbox where you want to restore the emails.

Restore Scope (Optional): Choose specific folders or emails to restore.

Uploads Data: The tool uploads the selected emails and attachments to the target mailbox.

Easy Steps to Back Up Mailboxes in Exchange Online

Run the Shoviv Office 365 Backup and Restore tool.

Create a connection to your Exchange Online account.

Select the backup path & create a backup directory.

Create a backup job & select your desired mailboxes.

Start the backup process by running the backup job.

Conclusion:

While Microsoft Exchange Online offers features to protect emails, it lacks a traditional mailbox backup option. Fortunately, alternative solutions exist to ensure your business emails are well-guarded against accidental deletion, data loss events, and the need for offboarded user data. These solutions range from manual techniques to

professional backup tools⁠

. The ideal approach depends on your specific needs and budget.

⁠

Answered Frequently Asked Questions

Q: How often should I back up my Office 365 mailbox?

A: You should back up your Office 365 mailbox on a regular basis, such as daily or weekly. The frequency of your backups will depend on how important your data is and how often it changes.

Q. When Can I Restore Outlook Data on a Microsoft 365 or Office 365 Account Without a License?

A. Free restoration options are limited. You can potentially recover recently deleted items from the Deleted Items folder within the retention period set by your administrator. However, for more advanced recovery scenarios or situations where the mailbox has been offboarded, a valid Microsoft 365 or Office 365 license is typically required.

Q. How do I enable archive mailboxes in the compliance portal

Enable Archive Mailboxes in Compliance Portal:

Admin access required (eDiscovery Manager role).

Navigate to Retention > Manage Retention Policies.

Create a new policy or edit an existing one.

Under "Mailbox settings," enable In-Place Archive.

Assign the policy to the desired user mailboxes.

This configures Exchange Online to automatically archive inactive mailbox data based on the policy's retention settings.

Q: Where should I store my backup files?

A: You should store your backup files in a safe and secure location. This could be an external hard drive, a cloud storage service or your computer's local storage.

Q. How Do Users Restore Outlook Data?

A. The restoration process depends on your chosen backup solution. However, if you choose shoviv Exchange backup and Restore tool it's mostly the same as the backup process.

Q. How to Off-boarding a User from Office 365 Exchange Online

A. When a user leaves the organization, it's essential to offboard them properly. Learn how to

Remove a former employee.⁠

This includes disabling their mailbox and considering your data retention policies. Third-party backup solutions can be helpful here, as they allow you to export mailbox data even after a user is offboarded.

What is Exchange Online and How it's Different from On-Premise Server?

How Does Exchange Online Protect User's Mailbox Data?

What to Do After Accidental Deletion in Exchange Online?

Here's how to recover from each scenario:

How Do Users Backup Outlook Data from Exchange Online?

Steps to running a content search to export a mailbox to a PST:

How Shoviv Simplifies Your Exchange Online Backup?

How Does Shoviv Exchange Online Backup Tool Work?

Easy Steps to Back Up Mailboxes in Exchange Online

Conclusion:

Answered Frequently Asked Questions

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