Know Why Do You Need to Backup Office 365 Mailbox Data!

Summary: Many users who are using Microsoft Office 365 productivity suite have common question that why do you need to backup Office 365 data. Some users ask that is it important to backup Office 365 on regular intervals. If you also have same kind of questions, then you are at right place as you will get their answers here.

Why Do You Need to Backup Office 365 Mailbox

As many users know that Microsoft Office 365 is one of the most used productivity suite nowadays. Most users now have their data stored in cloud storage as they can access it from anywhere and through any device. This makes it convenient for them as their system storage is not used. But, here comes a question that is it really important to backup Office 365 emails on local system.

Find Out Why Do You Need to Backup Office 365 Mailbox Data?

A lot of users think that Microsoft takes responsibility of their data and keeps a backup copy on its server. But this is not true. Microsoft is not at all responsible if you lose any data from cloud storage and you won’t be able to retrieve it. Thus, it becomes important for them to keep a copy of their data on their system as well.

There are several other reasons as well which are tell you the importance why do you need to backup Office 365 emails and other mailbox data. Some of them are mentioned below:

1. Accidental Deletion of Data – If you have accidentally deleted your data from your Office 365 account and want to get it back. Therefore, in this case, you can recover the data from the Deleted Items folder during the retention period. In addition, after the retention period expires, you cannot recover deleted data. Backup copies are useful in these situations.

2. Moving from Office 365 – If users plan to switch from their O365 account. This does not mean that old data is useless. Organizations need to understand why do you need to backup Office 365 mailbox. In this case, the backup file stores all data (such as contacts, emails, etc.) on the local device, and users can easily use the data in any supported email application.

3. Office 365 Downtime – Server Downtime issue can occur at any time and users can suffer results. Suppose you want to access some important emails in Office 365, but suddenly you have a problem. In this case, the data will not be accessible when the service is stopped. However, if you already have a backup copy on your local computer, you can easily access the data and access these emails from there.

4. User Mailbox Termination – This happens when an employee changes jobs, so you don’t have to use an account in your organization. However, your organization needs data. In this case, no matter whether the account is deleted or not, the backup file can be stored on the local device, so that the data can be easily accessed.

Now, after knowing the reasons why Office 365 backup is important. The second question that comes in user’s mind is that, how can they keep a copy of their data on their system safely.

How do you Take Backup of Office 365 Mailboxes?

Use can use SysTools Office 365 export utility and it will help you to save emails from Outlook Web App to Computer. Users can apply the date filter option to download selective data. Moreover, the software has self-explained and easy-to-use graphical user interface that anyone can easily use.

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Step by Step Guide:

Step 1: First, install the software on your system, enter your Office 365 user account credentials, and then click the Sign In button.

Step 2: The tool will display all folders based on their respective user IDs, and users can “select” folders to export Office 365 mailboxes to PST.

Step 3: Here, the user can choose to select the selected data item from the “Select Category” field or export all data items. You can also choose the desired output file format.

Step 4: use date filter option that allows specific data to be exported based on the filter.

Step 5: Press Start button to initiate the task.


Office 365 covers a large online marketplace platform where users can easily access and store data in a cloud environment. After understanding the importance of using Office 365 for backups. Now, it is clear why do you need to backup Office 365 data. Therefore, users who want to backup Office 365 mailboxes locally can use the aforementioned tool to easily perform the process.