How to Take Backup of Microsoft Office 365 Email Data

Office 365 is a suite of applications announced by Microsoft on June 28, 2011. It is a cloud computing subscription service for users to manage personal and business information. The modern versions of O365 are available for both Windows and macOS Operating Systems. It offers multiple productive applications like Outlook, Excel, Word, OneDrive, PowerPoint, and others. If you are a user of Microsoft 365, you have an option to install Microsoft 365 on all your devices or web by proper sign-in credentials. However, it is always suggested to back up collected mailbox data regularly to protect it from errors, hardware failure, virus attacks, power failure, and natural disasters.

In this blog, we will be going to discuss the multiple ways to take backup of Microsoft Office 365 Email Data. It includes the complete manual procedure to back up Office 365 mailbox email messages. But if you think the manual method is difficult, then you can use MS Outlook Office 365 Email Backup Tool-It will give you the option to back up all the mailbox data in one go.

How Does Office 365 Work?

Office 365 is subscription-based and offers users different applications for managing data. In Microsoft Office, you will get the Outlook application to help you send or receive email messages, including attachments files. It also allows for managing contacts, calendars, tasks, journals and other items. In addition, If we talk about its mailbox data saving option, it comes up with a feature of Content Search eDiscovery that allows users to take the backup of email data into a PST format.

Methods to Take Microsoft Office 365 Backup

Microsoft Office 365 has an inbuilt Content Search eDiscovery feature that allows users to back up Office 365 mailbox data. It allows users to search and find data from the mailboxes/public folders of Office 365 and download the emails locally. Follow the steps below to backup your Office 365 email data.

Make sure you need to perform the manual methods in three different steps:

Step 1: Choose eDiscovery Administrator

  1. Login to your Office 365 account with admin credentials.
  2. Open the Office 365 Admin center and click on the Security option.
  3. Go to the Permission option in the left panel and select the Discovery manager from the drop-down.
  4. In another wizard, click on the edit button opposite the e-Discovery Administrator.
  5. You must choose the eDiscovery administrator and click the Save button to proceed further.

Step 2: Try to Create a New Content Search

  1. In the Office 365 Admin dashboard, go to the Search option and click on the content search option.
  2. Now, you will find a content search wizard; click on the New search option.
  3. Here, enter the name and description of your new search.
  4. Click the Next button to proceed further.
  5. On the location define page, select the location or search the mailbox containing your emails. Click Next.
  6. You can also set a specific keyword and apply conditions per your requirement.
  7. Tap the Next button.
  8. Finally, check out the assigned setting and click the Submit button. However, if you need to change your search settings, click Back.

Step 3: Download Office 365 Emails data into PST

  1. Go to the Search list and click on the Action option.
  2. Here, tap on the Export result, choose your output option and click on the Export option.
  3. In the Export tab, choose your last export and click on the Download Results button.
  4. Now, you need to scroll the page and copy the Export key.
  5. e-Discovery Export tool wizard pop-up on your screen.
  6. Here, paste the copied export key and choose the location for the output folder.
  7. Click on the Start button to initiate the Office 365 mailbox email backup process.

The manual process of taking backup of Microsoft Office 365 Email Data is useful for a single account and smaller data. If your mailbox is large or it contains multiple sub-accounts data, then it will not be a feasible option to save it manually. Also, the process is hectic if you want to restore the backup email data to your account. Thus, you should use professional Office 365 Backup Software that can save all the mailbox data efficiently.

An Expert Solution to Backup Microsoft Office 365 Email Data

Office 365 Email Backup Tool is the best and standalone utility that allows users to backup Office 365 Email Data into 15+ file formats like PST, PDF, EML, EMLX, CSV, MSG, MBOX, DOC, PNG, GIF, TIFF, JSON, etc. It also includes a feature to migrate Office 365 mailbox emails into Gmail, Zoho Mail, AOL, IMAP, Live Exchange, iCloud and other email clients. The backup or migration algorithm of the software is accurate and safe enough to take a backup of Office 365 emails and other data to PST. It can also save emails without causing any changes in the structure, folder hierarchy, or metadata.

Workable Steps to Backup Office 365 Emails Data

  1. Download and Run the Office 365 Backup Tool as administrator.
  2. Include the O365 email address and password to Sign-In.
  3. Choose the mailbox of which you want to take backup and click Next.
  4. After that, select the folders in the preview pane and tap Next.
  5. Select the saving format as PST from the list.
  6. Opt for the needful features and select the path for the output folder.
  7. Click the Convert button to download your Office 365 mailbox email data into PST format.


Through this blog, you will know the methods to take Backup of Microsoft Office 365 Email Data, either manually or professionally. But if you think about security reasons, then the manual method is not what you are looking for. For this, we shared the suggestions of the Office 365 Backup Tool, which allows users to back up Office 365 mailbox data.

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