Powerful Methods to Perform an Office 365 Email Backup for Outlook Mailboxes

We must acknowledge and assert that Office 365 email backup is essential to your business. You must protect email critical to the Microsoft 365 backup business as an IT administrator.

Office 365 Email Backup ensures complete accuracy and data security during the email backup or migration. It provides that you can quickly recover lost or deleted emails, Microsoft 365 data and transfer mailbox contents from employees to new ones.


Either way, owning an Office 365 email backup service can greatly benefit any business owner. The email messages carry the most critical data to be extracted for official purposes.

Consequently, it should be stored in a personal folder that allows easy access to the data in case of poor internet supply or slow server connection.

Therefore, it is important to export the mailbox from Office 365 to a PST file so that the data can be used for backup in a future error. It can be done either using the manual or automatic method.

Online Mailbox Exchange Litigation

Office 365’s data retention policy allows administrators to renew their email even after the 30 days have expired. It can be advantageous when you need to get back an important message. Litigation mode helps Office 365 users in legal and compliance situations.

Yet, it has proven to be a significant pathway to save data permanently with Office 365. If you have Office 365 E3 and E4 plans, administrators can set retention policies to store emails indefinitely with this mode.

Why backup Office 365 mailboxes

Office 365 authorizes users to keep data in the cloud. That way, it can be subject to unauthorized access and hacking. Users may also close the account incorrectly and accidentally delete items. Still, cloud data is universally available.

There are no methods to recover data from your Office 365 mailbox in data loss or deletion. So to deal with account loss and data loss, you need to back up your Office 365 mailboxes. Office 365 mailbox data, when backed up as PST files, is likewise straightforward to transmit.

As a result, backup Office 365 vendors have amplified their Office 365 backup services. The regular clients are IT-based in-house companies that take on the administrative burden of managing Office 365 backups.

In this regard, barely some small or medium-sized businesses are backing up their crucial Office 365 email data. IT providers are only beginning to realize that they need to offer Office 365 backup services to small and medium-sized clients.

And now, let’s pay further attention to the methods for saving Microsoft 365 data without data loss.

Periodic Backups

Backups of large mailboxes reduce the size of the entire mailbox, and backup for some time increases data security. After backing up the data to the PST file, you need to save the file to any external location, such as a different computer or USB device.

Instead, securing your email in an accessible cloud location is wise.

Automatic Office 365 mailbox backup solution

The manual procedure for granting permissions and using a built-in tool can be tedious and complicated. Users often look for the best alternative to backup Office 365 emails from their accounts. And many opt for a secure application such as the Office 365 Backup Tool.

This automated tool is an easier and faster way to back up mailboxes from single or multiple user accounts with merely a few clicks. Except for email backup, this tool can be used to backup other items such as contacts, calendars, mailbox archiving, shared mailbox, etc.

Manual Office 365 email backups

Outlook uses a personal storage file, or PST format, to store all the data in its mailbox on the user’s local machine. All data in their mailbox can be archived and saved in .pst file format. PST Tool is a built-in application provided by Microsoft.

It helps export the Office 365 mailbox to the PST file via eDiscovery. eDiscovery PST export tool will backup mailboxes and create a backup file and export key for the Office account. eDiscovery export tool can backup data and secure administrator credentials.

The restore tool will secure data as an incremental backup. The Outlook data file formats can secure data efficiently. eDiscovery tool will also guarantee an Office account online to backup Office 365 emails. eDiscovery PST export tool will backup OFfice 365 mailbox data on the manual method.

It backs up Office 365 Exchange Online and Exchange Admin Center by downloading email files, contacts, and calendars in Outlook PST format. It’s considered one of the best ways to backup Office 365 emails because it is free to implement.

But, the manual backup has its drawbacks explained as follows:

  • The exported PST file may not have the correct email or formatting header stored in the Office 365 mailbox. At all times, data integrity is compromised to speed up the process.
  • Administrative credentials are required for the granting of privileges. Knowledge of administrator accounts and role management, and licensing is required. Every wrong step can lead to terrible results.
  • Many users are looking for a solution to perform the manual process and save time. This approach can be very long and time-consuming. Sometimes, this process can become irrelevant given the alternative options.


Backup data is crucial for any Office 365 user. The process of backup the Office 365 mailbox isn’t an easy task, especially when doing it without a proper third-party Office 365 backup.

The selective data backup Office 365 should provide a backup process for multiple mailboxes. The built-in import/export method is suitable for a single mailbox. Manual solutions offer an installation process for local storage of accidental deletion.

Also, when you want to export and import a PST file into your Office 365 mailbox, the built-in import/export method is ideal for a single mailbox. Office 365 email backup will maintain your company/business to battle competitors and keep track of your growth.

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