When we talk about users of Office 365, the administrators & the end-users, both believe that their data is under complete protection in Microsoft’s cloud. Still, the objective of this article is to know the best way to backup Office 365 email for exceptional cases. Now, what are these exceptional cases? And how can we execute this project?
This write-up is all about understanding the needs of taking a backup, the types of solutions we have & the best solution among them. If you are planning to undergo such an operation in the near future, get all your answers here. Moreover, you can clear all your doubts regarding the same.
Know the Needs of Backup, Then Proceed Further for the Best O365 Backup Solutions
There can be various needs and these can differ from business to business & user to user. Let’s discuss the most major ones. If you have any of the concerns written below, prepare your project for backup ASAP.
Avoid the Gaps of MS Retention Policy
When organizations have to renew Office 365 licenses for termed employees only if they find their data crucial for business & want to keep it further. In such cases, organizations find it cost-effective to have an extra copy of that data.
To Save Storage Space of Office 365 Account
Organizations need to upgrade their subscription plans if they exceed the basic storage space limit of their O365 account. This usually is very expensive. So the alternative to this is that they can take a backup of their data crucial in the long run. It simply creates storage for new data & there is no need to pay extra. This shows why you should backup O365 email.
As technology is growing rapidly, severe threats are just behind it. To protect your data from ransomware, hacking, and other cyber attacks, a backup is the safest option for any organization. Just like that saying “prevention is better than cure”. Moreover, there are some scenarios where users accidentally delete their data.
Want to Access Your Data 24×7
Microsoft provides 99% server uptime to its users. However, in case of natural emergencies like a flood, a fire, etc, there are chances of fluctuations. Even if you go through Microsoft’s policies, it’s written that Microsoft isn’t responsible for your data.
Because of these reasons, users want to export Office 365 mailbox to PST for the safe side. Let’s move further to know the available solutions.
Let’s Have a Look at the Manual Methods
Microsoft doesn’t offer any direct pinpoint solution to its users to solve perform this operation. However, there are some indirect manual solutions that users can opt for. These methods are not recommended to use for bulk backup.
Using Microsoft Outlook
This method isn’t the best way to backup Office 365 email in a bulk, but if you want to backup only a few files, you may opt for this. Follow the solution below to perform the backup operation using this method.
Configure your Office 365 account in Outlook and then carefully execute these steps.
Step-1. Go to the Open & Export menu bar > click on the Import/Export option.
Step-2. Click on Export to a file > click on the Next button.
Step-3. Select Outlook Data File (.pst) > click Next.
Step-4. Select the destination where you want to keep the backed-up copy.
Step-5. Click on the Finish button.
Using PowerShell Scripts
This method is technically more complex than the Outlook method due to the involvement of PowerShell scripts. These scripts are not a joke. For new users, it’s almost impossible to execute this method without facing any errors because of the core technicalities involved.
Why Manual Methods Shouldn’t Be Your First Choice
Due to the severe drawbacks of manual methods, users must avoid them as much as they can. It’s time to look at the limitations of manual methods that bound users to enjoy only limited features.
- These manual methods are time-consuming. Manual methods can take a while to backup O365 email. Businesses generally don’t have time because such operations hamper the usual working of the organizations.
- Manual methods aren’t safe. If you are a new user and trying to use the PowerShell method, there are chances that you end up losing your data. Users need to be well aware of the PowerShell scripts before they start the project.
- Manual methods provide users with only the basic ability to perform the task. There are no extra features available to make the task simple. Users need to perform each and every step by themselves, there is no automated solution.
These are are the major issues that the manual method holds. There are several other factors also that make the manual method a wrong choice.
Best Way to Backup Office 365 Email is Opting for the Modern Approach
The modern approach is the optimum solution for users if they want to execute this task without any difficulties. The modern approach involves the use of the Most Trusted Office 365 Email Backup Software. This solution is recommended by many IT experts as well as Microsoft’s MVPs.
Follow this step by step guide to easily save your Office 365 data in your local system:
Step-1. Launch the tool and wisely opt for the source platform. The destination will be Outlook as it saves data in PST file format.
Step-2. Select the categories you want to take backup for like emails, contacts, calendars, tasks, etc. Apply date range filter for saving only selective data.
Step-3. Enter Office 365 login credentials from the administrator account & then validate the permissions.
Step-4. Choose the Destination folder path to save your files and also set the size limit of your PST files.
Step-5. Finally, Select the user mailboxes you want to backup and click on the Start Backup button.
If you are looking for the best O365 backup solutions, this modern approach is the most reliable way of executing your task without any data security concerns.
The Final Say
Finally, after discussing all these aspects we can say that we have successfully learned the best way to backup Office 365 email without losing our crucial data files. However, It can be a difficult task but using the above-mentioned tool can make it an easy task. Don’t forget to consider this article and its instructions before starting your backup project.