Office 365 is a popular web-based email client provided by Microsoft. It enables its users to access emails from anywhere at any time whenever online. Some of its additional features include sharing files, working from mobile devices, cloud services amongst other benefits. There is often many lingering questions that remain in the mind of people using Office 365. Some of those queries include how to backup Office 365 mailbox locally.
If yes, then, “How to Backup and Restore Office 365 email?” and “What is the best way to backup Office 365 emails?”. Solution to export Office 365 user mailbox to PST has been discussed in this post.
There are a number of ways through which a user can save emails from Outlook Web App to Computer. Some of the possible solutions have been described below. Follow them step by step:
As Outlook uses a personal storage file or PST to save all its mailbox data on the user’s local machine. One can archive all their mailbox data and save it in a ‘.pst’ file format.
An eDiscovery PST Export Tool is an inbuilt application provided by Microsoft. It helps to export Office 365 mailbox to PST file via eDiscovery. This creates Office 365 Exchange backup by downloading email files, contacts and calendars to an Outlook PST format. It is considered to be the best way to backup Office 365 mailbox as it is free to implement.
To access this tool special privileges are needed. The use of eDiscovery tool is granted by an admin account holder. Follow the steps below to acquire the permissions needed to access the tool.
Step 1: Firstly, login to Office Account online with Administrator credentials.
Step 2: Next, Go to Admin>>Exchange like the image shown below
Step 3: Now, click Permissions from the left pane. Then, go to Admin Roles>>Discovery Management.
Step 4: From Discovery Management, click the ‘+’ sign to add Roles. Click on Mailbox Import Export below roles. Then, under Members, click the ‘+’ sign again and click once on the name of the user. After that, click Save.
Step 5: This will grant access to the eDiscovery Export tool. The member with the aforementioned username has been assigned the privilege can start the download process. Here is the step by step method to archive and export Office 365 mailbox to PST file format.
There are pros and cons to performing any technical process to download PST from Office 365 online. Some of the drawbacks of using manual procedure have been discussed below.
The overall manual procedure of granting permissions and using an inbuilt tool can be very tiring and complicated. Often users look for the alternative way to backup Office 365/Exchange Online user account. Many opt for using a third-party application to export mailbox data from Office 365.
Have a look at the salient features of the software:
Step 1: Install and launch the application on Windows OS.
Step 2: Provide Office 365 Email Address and Password to sign-in and authenticate.
Step 3: You will get a list of folders from where you can select the ones you want to backup.
Step 4: Here, you need to select the desired format and apply required settings.
Step 5: Finally, click on Start button to backup Office 365 emails locally.
In light of advanced ways to attack an email client and its contents, users must archive their mailbox regularly. Emails are the most susceptible items that are prone to attacks as soon as an unknown attachment is opened. Often users look for ways to backup their mailbox using easy tools. One may approach the two different ways to archive/export the latest Office 365 mailbox data. Any of them can be described as the best way to backup Office 365 (Exchange Online/Outlook 365).