Nowadays, organizations have a dependency on communication via email, which keeps the vital data of organizations. So, the emails of the Office 365 have the important data which organizations use for official purposes. At some point, it holds a larger amount of data, so the chances of any mishaps become high. To prevent or overcome these situations, users must find a Microsoft 365 backup solution for a quick backup of essential data. This write-up will focus on the best solutions to provide users with a perfect and fast backup of the Office 365 mailboxes.
Common reasons for taking the backup of Microsoft 365 data
- Backup keeps Office 365 data safe and secure from future mishaps such as accidental data loss, virus attacks, etc.
- Users can even make data portable to local storage via a backup of the Office 365 emails in PST file format. We all are aware that PST file is easily accessible and portable to local storage.
- Office 365 gives a limited storage facility to store emails, so if you need more storage, then you must pay for it. To avoid this, backup is the best option for the users.
- In such a case, users need data for legal purposes; for this, they go for the backup of the MS Office 365 mailboxes.
For these reasons, users try to find a Microsoft 365 Backup Solution and search on the internet for an effortless procedure. Now, we will discuss the techniques to take the backup of your important Office 365 data.
Methods to keep a backup of Office 365 mailboxes
This process can be accomplished in two ways; manual and professional ways. The manual method is free of cost available to move forward with this task. eDiscovery is the manual method to backup the Microsoft 365 emails. Whereas if you go professionally, you need to take help from a third-party tool to complete this process. To know which is the best Microsoft 365 backup solution, read this post until the end.
Native method for taking Office 365 emails backup
Step1: Visit the Office 365 login page and log in with your account and password.
Step2: Then, open the Office 365 Admin Center.
Step3: Go to the Security and Compliance option.
Step4: Choose the Permissions option and pick the eDiscovery manager.
Step5: Now, press on the Edit button.
Step6: Select the eDiscovery administrator and tap the Save button.
Step7: Navigate to the search option and choose the content search option.
Step8: Choose a new search option from the content search page.
Step9: Enter the name for your new search and description if needed. Then, hit the Next button.
Step10: Select the location and choose the desired mailbox that you want to proceed with, and press Next.
Step11: Pick out the keywords and include the conditions according to your needs. Then, click the Next button.
Step12: Check your search setting and tap on the Submit button.
Step13: Now, go to the search list and choose your search from the list, then tap the Action button.
Step14: Hit the Export result option and press the Export option.
Step15: Navigate to the Export menu and choose your last export. After that, click on the Download results.
Step16: Scroll through the page and copy the Export key.
Step17: Once the eDiscovery export tool opens, paste the copied export key.
Step18: Thereafter, tap on Browse and choose the location to save the PST file.
Step19: Finally, click on the Start button to run the backup process.
Why should users avoid the manual method for this process?
This manual method is not easy to execute for the users, and it also takes a long time to process this task. Moreover, this method has more drawbacks, which we have mentioned below.
- As you can see, the procedure of the manual method is very lengthy, so it takes too much time to complete this task.
- With this Microsoft 365 backup solution, users cannot proceed with selective items of the Office 365 mailboxes.
- It is a must for the users to have the proper technical knowledge before going through the manual method.
- This method doesn’t guarantee to retain the original data integrity. A single human error can be risky for your data.
If you want to go with this task in a safe environment, you can look for a professional Microsoft 365 backup solution. For this, you can try the Shoviv Office 365 Backup and Restore Tool. In the upcoming paragraph, we have elaborated on the features and working of this software so that every user understands it in a better way.
Third-party automation for a perfect backup of Microsoft 365 data
Shoviv Office 365 Backup and Restore Tool works without any limitations to back up the Office 365 mailboxes. This software offers so many features to make this task fast and accurate. Moreover, the data remains the original even after taking the backup into other file formats. It provides file formats, including PST, EML, HTML, MSG, MBOX, etc., to keep a backup Office 365 Email data. The working of this Microsoft 365 backup solution is as easy as novice users can also understand without any difficulty.
- It maintains the folder structure and metadata without harming the actual one.
- This software also has a filter option that permits users to back up particular items in the Office 365 mailboxes.
- Users also can include or exclude the items of their choice with the help of its filter option.
- This tool will also enable users to take a preview of the added Office 365 mailboxes before going through the process.
- Moreover, it also provides options to choose the mailbox type to take the backup, like archive mailbox, primary mailbox and public folders.
- Users can use its scheduler option as well to take the backup of Office 365 data on a regular basis.
- Its free trial version is also available on the official website of Shoviv, which users can use to explore more about its features.
How to use Shoviv Office 365 Backup and Restore Tool to back up Microsoft 365 data?
Follow the below-mentioned steps to complete this task in an effortless procedure. These steps will help you to make this task without any difficulty.
Step1: Run the Shoviv Office 365 Backup and Restore Tool in your system.
Step2: Select the Connect Office 365 tab and enter the required details to connect with Office 365.
Step3: After that, tap on the Ok button.
Step4: Go to the Backup Directory, click on the (+) add option and enter the path to save the file.
Step5: Navigate to the Backup Jobs and choose the mailbox type from the options. Then, press Ok.
Step6: Thereafter, tap on the (+) add option to create a new backup job.
Step7: Select the Mailbox that you want to back up.
Step8: Choose particular items to back up using its filter option. Here, you can add or remove items using the date or folder-wise criteria.
Step9: If you want to schedule the backup job, use the Job Schedule option. Or select Start immediately after creating the job option to run instantly.
Step10: At last, choose the desired file format that you want to select to save mailbox data. Then, click on the Create Backup job.
Step11: The process of taking Office 365 email backup will begin in the next window.
Wrapping Up
After elaborating on manual and professional solutions to accomplish this backup task, we suggest users go for the Shoviv Office 365 Backup and Restore Tool. This software is the easiest and quick Microsoft 365 backup solution that all users can access without any concern. Users can also try out its free trial version for more details about this software.