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HomeTips & TricksHow to Backup Mail Outlook 365: Quick Reliable Solutions

How to Backup Mail Outlook 365: Quick Reliable Solutions


Many users have now understood the importance of taking backup. Having a backup is useful when you lose your data due to some uncertainties. Here, we will learn two effective ways to backup mail outlook 365. It consists of a Manual approach with easy guided steps. Moreover, we will also learn about the professional method using an advanced tool. The utility we are going to use is Office 365 Converter. Additionally, the utility is recommended by experts in this field to take Office 365 Backup. 

Many users ask- How do I backup my emails from office 365? This article will provide the complete answer to your question. But before that, let us know the reasons to backup email Office 365.

Do I Need to Backup O365 Email?

There are various reasons for O365 email backup. Given below are the most relevant factors for taking backup of Office 365 mailbox:

  • We can retrieve the data in cases of accidental deletion or data loss using backup files.
  • For transferring mailbox data to others, we need backup.
  • We can save the data in PST format after taking a backup. It will decrease the size of the Office 365 mailbox.
  • To protect your critical data safe and secure from malware attacks and hacking.

These all Factors are responsible for performing backup mail outlook 365. Let us now learn the methods to backup Office 365 mailbox in the following context.

How To Take Backup of Office 365 mailbox?

There are two available solutions to backup mail outlook 365. The two methods are as follows:

  1. Backup email Office 365 using Manual Process
  2. Backup office 365 mailbox via Professional approach

Method 1: Backup email Office 365 using Manual Process

In the manual technique, users have to use Office 365 eDiscovery export tool for O365 email backup. This manual technique includes three stages:- 

1. Grant eDiscovery Administrator permission 

2. Execute content search 

3. Export the search outcomes to PST

1. Grant eDiscovery Administrator permission 

In the first stage, you have to assign the administrator role to the user by using the Security and Compliance center. Given below are the steps to grant necessary permissions to export data:-

  1. Firstly, open your Office 365 account as the administrator.
  2. Now, in the app spot, click on Admin to proceed.
  3. Then, select the Security option to divert to the Office 365 Security & Compliance Center.
  4. Afterward, tap on Permissions and tick the option eDiscovery Manager to edit roles.
  5. Navigate to the eDiscovery Administrator area and tap on Edit.
  6. Click on Choose eDiscovery Administrator to add the users.
  7. Choose the users to assign the administrator role. Then press the Add button.
  8. Select Done to proceed further and hit the Save tab to confirm the settings.
  9. Finally, press the Close button.

Follow the above instructions as mentioned for good results. Then, move towards the second stage given below.

2. Execute content search 

Follow the below steps to perform the content search:

  1. Choose search from the left side and tap on Content Search.
  2. In the content search option, press the New Search alternative.
  3. Now, enter the name and details for search and hit the Next button.
  4. After that, opt for Specific Location and press Modify
  5. Then, press the Save and Run button to proceed further.
  6. Finally, tap on the View Results option to check the search status.

When the status depicts the Search as complete, you are ready to move to the next stage.

3. Export the search outcomes to PST

In this section, we will export generated search results to PST. For this, follow the guidance given below:

  1. Firstly, press on Export Results for going forward. 
  2. Now, check the required choices from the given options. After that, hit the Export tab.
  3. After that, to check the progress, click on Exports. Then, press the Download Results button to initiate the download process.
  4. Save the Export key to use in the process further.
  5. Launch the eDiscovery export tool and provide the Export key.
  6. Afterward, select the destination and name for your new PST file. 
  7. Finally, tap on the Start to start the download procedure.

Undoubtedly, the above method provides results and is workable. However, the manual approach has some drawbacks we must consider. Let’s learn about these shortcomings in the below context.

Limitations of Manual Ways for O365 Email Backup

The Manual technique is a free alternative to backup mail Outlook 365. But, it is not free from flaws and weaknesses. Let’s know the weak points of Manual methods:

  • The manual ways are tedious and complex. 
  • The manual tricks demand technical knowledge. Thus non-tech users are unable to use such techniques.
  • The manual approach cannot backup mailbox items like Calendars, Journals, Notes, etc.
  • In manual ways, you can’t export selected items.

These all are some drawbacks of using manual ways. We have one more reliable method to overcome these weaknesses. Let’s discuss the professional procedure, and how it’s helpful to backup mail Outlook 365.

Method 2: Backup Office 365 Mailbox via Professional Approach

In Professional Method, we will use an advanced utility named Office 365 Converter. This tool can take backup of Office 365 mailbox and save to PST, PDF, MBOX, MSG, and many more file formats. Moreover, the utility runs smoothly on all versions of Windows OS. This advanced utility has a user-friendly interface that allows novice users to use the tool. The third-party software has many advanced features like Mail and Task filter, removing empty folders, easy conversion, etc. Moreover, it can archive Office 365 contacts, emails, calendars, tasks, and journals. Let us now review the whole write-up in a few lines.

Final Verdict

Finally, let us take a review of all the learnings from this post. Here, we discussed two methods to backup mail outlook 365. The first one is the Manual approach. W have provided a complete description of manual ways with steps. However, manual tricks have some limitations and are not suitable for novices. Thus, I suggest users opt for the professional method for effortless and safe backup.


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