Office 365 is a cloud-based software as a service provided by Microsoft. It allows users to add multiple user-oriented services like Skype for business, Exchange Online, and SharePoint on their subscription plan. Office 365 has plans for every type of organization, and that’s why it is the fastest-growing of Microsoft. Providing anywhere and anytime data accessibility is attracting users towards Office 365, but many organizations and individuals think they don’t need to backup Office 365 emails as they can access them from anywhere and anytime; it’s a blunder.
Having a backup is always a good practice, and even Microsoft suggests having a complete backup of Office 365 mailboxes as it can save you from sudden data disasters. I think the question should no longer be why to have Office 365 backup. It should be How to backup Office 365 emails?
Ways to create Office 365 email backup
There are two ways for creating Office 365 email backup; one is using a manual method (eDiscovery), and the second is using a third-party Office 365 email backup tool. Frankly, the manual method is only recommended for technical experts because it has a complicated process, and a single misstep can make you lose all your Office 365 data.
Words of warning: Before starting the manual method, there are some system requirements to perform eDiscovery.
System Requirements
- Windows 7 or later version (32 or 64 bit)
- 4.5 Microsoft .NET Framework
- Microsoft Edge or Internet Explorer 10 and later versions
- If you’re using Google Chrome must install ClickOnce add-in.
If you fulfill all the system requirements, then proceed with the below process.
Step-by-step process of eDiscovery to backup Office 365 emails
- Firstly, log in to Office 365 using the administrator credentials.
- Secondly, go to the Admin center and click on the Security option from the left pane.
- Now click on the Permission and then select eDiscovery manager.
- Navigate the eDiscovery administrator and click on the Edit option.
- Now choose the eDiscovery administrator and click the save option.
- Now click on the Search option from the left pane and then select the Content Search option.
In the content search windows, click on the + New Search option and provide the name and description for the new search, then choose the mailboxes, which you want to backup, Add conditions, and submit the new search.
- Now go back to the search window and refresh it, and choose your search. Now a window pops up here, click Action and then click the Export result.
- In the next window, choose the output option and other options and click on the Export button.
- Now go to the Export tab and select the last search. (Search may take few hours to appear on the export tab). After that, choose your search and click on the Download result option. (Copy the export key as you will need it in the next step).
- Now open the eDiscovery Export tool >> paste the export key >> browse the location to save the PST file and click on the Start button.
It is the process to backup Office 365 emails using the eDiscovery method. As you can see, it has a complicated and lengthy process. We suggest users use an automated Office 365 email backup tool to backup Office 365 emails securely and effortlessly.
Shoviv Office 365 Backup and restore tool
It is a recommended and used utility by Microsoft MVPs to backup Office 365 emails hassle freely. The software is developed with an advanced algorithm that provides a convenient GUI to the software and makes it a first-choice, even for non-technical users. The software provides multiple user-oriented features to backup desired data.
Features of Shoviv Office 365 backup and restore tool
Easy to use: Shoviv software knows providing multiple features means nothing if the software is complicated to use or understand. That’s why we always try to make the software easy to use. This Office 365 email backup tool is convenient. Even non-technical users can use the software without any technical assistance and knowledge.
Backup User and Archive mailboxes: With the Shoviv Office 365 backup tool, users can backup public folders and archive mailboxes of Office 365. Users have to choose the option of whether they want to backup the archive mailboxes, public folders, or both.
Incremental backup: Shoviv Office 365 email backup tool has a by default Incremental backup feature. The Incremental backup comes in handy to resume the backup process and exclude the already exported data. If users backup the same mailboxes after few days, the software will only backup Office 365 emails, which were increased during or after the last process.
Run multiple jobs: In this Office 365 email backup tool, users can run multiple jobs in a single batch. Running multiple jobs doesn’t affect the speed and skills of the software and runs the multiple backup jobs without any glitch and hassle.
Edit backup job: This software allows users to edit the backup job in the middle of the backup process. In other words, you have created a backup job, and after few times, you want to change the filters, scheduler, or other settings, then you do not need to create a new backup job as you can edit the existing job anytime.
Scheduler feature: This Office 365 email backup tool provides an advanced Scheduler feature. Using the scheduler feature, users can schedule the backup process simultaneously, daily, weekly, and monthly. Once users scheduled the backup process, they can close the software, and the software will backup Office 365 emails as per their scheduler setting and without appearing on the screen.
Filter Option: The software has a filter option that allows to exclude/include Office 365 data as per need. The filter option is on the date range, message class, and skip folder criteria. Users can apply the filters to create the desired backup.
Free Trial: In today’s world, almost every user wants to get assured about the software skills and functionality of the software. For this, Shoviv software provides a free trial version of this software. The free version allows examining the software skills and backup the first 50 items per folder.
Final Words:
In this write-up, you have found two ways to backup Office 365 emails. Now it depends on you what you choose. Even Microsoft suggests using a third-party backup tool to backup Office 365 data without any hassle and risk of data loss. To check the working process of the software, users can download and use the free trial version of this tool. Must use the free trial version before investing money in the random solution.
Also Read: How Long Should You Run an Email Marketing Campaign Using Your Direct Mailing Lists?
