Guide on How to Backup Exchange Online Mailbox to PST Explained

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Guide on How to Backup Exchange Online Mailbox to PST Explained

How do you think is it possible to keep all the data from a cloud platform safe? What is the answer for how to backup Exchange Online mailbox to PST? Is there a simple enough solution to work with and save data locally?

Exchange Online or Microsoft 365 is the most commonly used and preferable cloud-based email service. All the data that is stored in Office 365 is kept in the cloud storage which can be accessed by anyone.

Due to the rapid increase in cyber-crime like online hacking, virus attacks, etc. users do not feel secure and prefer a safety measure.

Hence, users prefer looking for a solution to backup Office 365 mailbox to PST.

Why PST?

Well, Outlook is a product of Microsoft, a trusted brand name, is mostly preferred by enterprises to create a backup of their data.

And PST file is supported by Outlook which is why the data is exported in this format.

There are various solutions to perform this operation but we are going to explain only the easiest of solutions here.

Let’s jump to the methods and find out which one is the best one for your situation.

How to Backup Exchange Online Mailbox to PST? What Are the Methods?

There are two methods that can be hands-on for this operation that include the following:

  1. The eDiscovery Content Search Tool
  2. Expert’s Microsoft Office 365 Mailbox Backup Tool

All of the above-mentioned techniques are successful for creating an export of the data on the local device.

The first method is the manual one which requires some extent of technical expertise to perform. The second solution is an expert’s recommendation that allows you to go through the mailbox backup procedure more swiftly than the manual ones.

Method 1 – Backup Office 365 Mailbox to PST Using eDiscovery Content Search Tool

Follow the given steps to create an archive of your data locally:

Step 1. Sign in to your Office 365 account and move to the Exchange Admin Center.

Step 2. From there, go to the Security & Compliance option and click on the Permissions option from the extended list.

Step 3. Then, click on the eDiscovery Manager option and click on the Edit button to add the necessary roles.

Step 4. After that, navigate to the Search & Investigation center and hit the Add Icon (+) to open the drop-down. Click on the Content Search

Step 5. Now, to learn how to backup Exchange Online mailbox to PST, choose the New Search option and fill in the details in the New Content Search

Step 6. To export the required data, select the emails or the folders. You can also apply filters for selective data transfer. Hit the Search option to start the process.

Step 7. When the search is completed, choose the Start Export button to download the data.

Step 8. Click on the Download Exported Results option and make sure you copy the Export Key provided to export the results.

Step 9. Paste the copied key in the Paste field and hit the Start button to backup Office 365 mailbox to PST.

This procedure takes up a few minutes to complete but a lot of technical knowledge is required to understand the working of this method.

Method 2 – Performing the Backup Procedure With the Help of Expert’s Recommendation

The software as mentioned above is a high-level technical solution that is built with algorithms that allow a user to download the entire mailbox data in a single shot.

This solution may be technical but it is the easiest to learn and has no cascading. You can simply just perform the given steps and learn how to backup Exchange Online mailbox to PST.

Step 1. Run the tool and activate it by choosing the Activate button on the bottom left corner of the window. Navigate to the Setup tab and set Office 365 as Source and Outlook as Destination.

Step 2. Choose the categories that you want to export your data from in the Workload Selection section and set the dates in the Date-filter for each item.

Step 3. Also, in the Source window, enter the admin credentials for your Office 365 account and Validate the permissions.

Step 4. Backup Office 365 mailbox to PST by entering the details for your output files such as Destination and File Size. Click on Validate to assign the permissions.

Step 5. Click on the Fetch Users or Import Users option to insert the User IDs for mapping.

Step 6. Furthermore, set the priorities for exporting certain mailboxes earlier than others. Hit Start Backup.

Hence, the data will be exported to the desired location in the chosen file size within a few minutes. There are certain benefits of using this software as explained in the next segment.

Also Read: If you are looking for a step by step guide to perform tenant to tenant migration in Microsoft 365. Then follow the linked article to learn about the challenges, needs, and solutions for the same.

Benefits of Learning How to Backup Exchange Online Mailbox to PST Using Professional Solution

  • Use the Date-Filter to export selective data from a certain time period
  • Delta-Backup option to transfer only newly arrived data after the first backup
  • Re-Run Full Backup feature to export the entire mailbox data again
  • Retry Failed Items option to backup the failed or skipped items from the first backup
  • Keep the folder structure maintained and data integrity intact after backup
  • Concurrent Backup option to send mailboxes in batches for a speedy process

Note: Use a free demo in order to verify the working performance of the software. As it comes with a free trial version. Moreover, you can backup two Office 365 user accounts for free without any cost.

Ending Words

The procedure for how to backup Exchange Online mailbox to PST is explained here in two ways. The first is manual and the other is professional. The professional method is recommended for this operation since the data is always kept in bulk and can’t be damaged or lost.

The need for backup can arise due to the increasing rate of cyber-crimes for which the users do not feel secure keeping their data on the cloud.

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