In large and small organizations, emails are the general way to transfer information between teammates or clients. Most organizations prefer to use the Office 365 cloud-based service for the same. No one can deny that Microsoft Office 365 is a popular service that organizations are using worldwide. So, now many users are thinking of why it is needed users to take the Office 365 mailbox backup into local storage. We all know that when we work on technology for a long time, it holds a large amount of data which becomes necessary for the users to keep safe from unexpected situations. For this, users search over the internet for a solution to keep their crucial data in local storage.
Benefits of taking the backup of Microsoft 365 emails
- Users can keep their data safe from unexpected situations like accidental data loss, virus attacks, etc.
- Data becomes easily portable for the users, and by backing up data in PST format, users can easily move it to another system.
- Office 365 offers limited space based on your subscription; therefore, in such cases, if you need more space, then you need to pay for it. To avoid such charges, users take the Office 365 mailbox backup to free up some space in the cloud.
- For legal purposes, users need to retrieve their data; for this, they back up the data of Office 365 into PST file format.
To get such benefits, users seek a solution that easily accomplishes this backup task. So, we are going to introduce the ways to perform this task so that users can understand the whole procedure of taking Office 365 data backup and make their task without any difficulty.
Methods to keep a backup of the Microsoft 365 data
With the manual or professional method, this task can be done. The manual method that users must follow to take the Office 365 mailbox backup is the eDiscovery method. This method is free of cost; users do not need to pay any charges for it. Whereas if you go with the manual method, then you require a professional third-party tool that completes this task. In this context, we will elaborate on both methods so that users can use the one that they want.
The native solution to backup the Microsoft Office 365 emails
Step1: Open the Office 365 login page and enter your account and password to log in.
Step2: Go to the Office 365 Admin center and hit the Security option.
Step3: Navigate to the Permission option and choose the eDiscovery Manager from the options.
Step4: Tap on the edit button from the new pop-up window.
Step5: Select the eDiscovery administrator and press the Save button.
Step6: Move to the Search option and tap on the Content search.
Step7: Now, hit the New search button to create a new search.
Step8: Enter the name and other details for your new search and press the Next button.
Step 9: Select the mailbox that you want to back up into the PST file format.
Step10: Pick the keywords and add the conditions as per the requirements.
Step 11: Cross-check your search setting and tap on the Submit button.
Step12: Go to the search list and opt for your search. Then, press the Action.
Step13: Navigate to the Export result option and select your Output, then hit the Export button.
Step14: From the Export tab, choose your last export and tap on the Download results.
Step15: Afterwards, scroll through the page and copy the Export key.
Step16: The eDiscovery Export Tool will be opened. Then, paste the copied key, and choose the location to save the PST file.
Step 17: Finally, click the Start button to run the Office 365 mailbox backup process.
Here, you can see that the process of the manual method is quite lengthy, and you need to follow various steps. Moreover, the process becomes very time-consuming for the users with the manual method. Users who lack technical knowledge may struggle to use the manual method to perform this task. So, it would be better for the users they eliminate these difficulties by opting for professional third-party software to do Office 365 mailbox backup in PST format.
Shoviv Third-party solution to backup MS Office 365 mailboxes
If you are a novice user or want to eliminate the manual method’s complications, then Shoviv Office 365 Backup and Restore Tool is the best option for you. This software comes up with so many amazing features and a simple working process. Users will not face any kind of difficulty while taking the Office 365 mailbox backup using this software. It provides various file formats that users can use to take the backup of mailboxes like PST, MBOX, MSG, HTML, etc.
Users even can take a backup of particular items using the filter option of this tool. This software also permits users to keep a regular backup of the data by using the scheduler option. Check out the below steps to understand how this software works to take the Office 365 mailbox backup to other file formats.
Step1: Open the Shoviv Office 365 Backup and Restore Tool and click on the Connect Office 365 tab.
Step2: Enter the required details to create a Project after clicking on Connect Office 365.
Step3: Go to the Backup Directory and click on the (+) option to create a new backup directory.
Step4: Provide the path to save the resultant file in the backup directory and enter its name. Then, click Ok.
Step5: Navigate to the Backup Jobs tab, select the mailbox type, and press the (+) button to create a new backup job.
Step6: Select the mailbox that you want to back up.
Step7: Use the filter option and include or exclude items as per your need and use the scheduler option if needed.
Step8: Choose the PST file format to take the Office 365 mailbox backup in the PST file format. Here, you can choose other file formats as well.
Step 9: At last, click on the Create Backup job. Run the Backup job to initiate the backup process. Then, press the Finish button after completing the backup.
At the end of this content, we suggest users go with the Shoviv third-party tool to keep the Office 365 mailbox backup. This software has a simple working process that anyone can understand without any complications. Users also explore its free trial version after downloading it from the official website of Shoviv software.