As active Office 365 users, we know that our emails are the most important part of our data. Because there is no 100% guarantee that our data will be secure and protected from future mishaps such as ransomware attacks, hacking attempts, file corruption, data loss, and so on, backing up important data should be a habit that every user develops. The “PST” format is ideal for backups because it allows you to save not only emails, but also contacts, calendars, tasks, and more! To accomplish this, we’ll need to export Office 365 emails to Outlook. In the following section, we’ll go over how to take Office 365 mailbox backup without Outlook.
Even if we take every precaution, we still need a reliable backup solution to protect our valuable data. When it comes to backing up a large mailbox for Office 365, even manual backup techniques fail because it takes forever to backup all of the emails one by one, and there is no inbuilt option in Office 365 that allows you to backup multiple emails at once.
“Assume you have a massive Office 365 mailbox with around 10,000 emails and other files. You have an urgent need to back up your data because you are leaving your company or traveling for an extended period of time. What is the best way to assist?”
Let’s see what we can find out! But first, let’s consider the significance of backups. And try to use a Proficient method for Backup and Restore Office 365 Software.
Why is it Important? Office 365 Mailbox Backup
The practice of “backing up” data is one of the most neglected in most IT organizations. No matter how careful they are with their data or how securely they handle it, file corruption, accidental data loss, any external data attack, and threats such as these directly harm our data and force us to recover it.
Now comes the question of how often we should back up our Office 365 mailbox. Backups are different depending on how frequently you use Office 365. If you’re a frequent user, you should back up your data every day. Or at the very least, back up your data once a week.
The Alternative to Outlook for Backing Up Office 365 Mailboxes
Let’s take a look at the manual and automated options for backing up your Office 365 mailbox and see which one is best for you!
The Manual Method for Office 365 Mailbox Backup Emails When You Don’t Have Outlook
Here’s how to backup Office 365 emails manually. All of the steps are listed below:
- Using your admin credentials, log in to your Office 365 account and go to Admin center>> Exchange
- Visit Permissions in the Exchange Admin Center and select Admin Roles >> Management of discovery
- Now, select the Mailbox Import Export role and click Save.
- Then, go back to the Admin Center >> Compliance Management >> in-place eDiscovery & hold.
- Now, click the + icon to add a search query, and then click >> Next.
- To proceed, select the option you require inside Mailboxes and click Next.
- Now enter the details of the items you’re looking for in the Search Query >> Next
- You’ll see the In-Place Hold settings, which are used to keep data in place while it’s being searched.
- To move the Office 365 mailbox to PST, go to Compliance management >> click the arrow button. You’ll get an eDiscovery PST Export Tool as a result.
- Now, in the eDiscovery PST Export Tool, navigate to the location where you want to save the relocated PST file >> click Start.
- To complete the process, enter your Office 365 login credentials >> When the process is finished, tap Close.
- Finally, you can access the data by importing the exported PST file into Outlook.
Why Not Use a Manual Backup Method for Office 365?
If you’ve completed all of the manual procedures above steps, you’ve probably become confused or found the process to be far more difficult. Is that a viable option? No! Taking backups manually is not easy unless you have a strong technical background.
Manual methods take a long time to complete. Taking a good backup of a large mailbox can take hours or even days.
If the backup migration process is lengthy or if the manual steps are completed incorrectly, there is always the risk of data loss. Any interruption in the process could result in data loss. As a result, it’s a risky task.
Automatically Backup Office 365 Mailboxes without Outlook
It’s understandable that you’re looking for a simpler, more secure, and less complicated, and massive way for Office 365 mailbox backup. In the event that data has been altered, lost, or corrupted. A secure third-party tool, such as Office 365 Backup Tool, comes in handy with all of the advanced features for data backup and restoration.
The software has the ability to back up data of any size in an instant. The tool also restores Office 365 data, overcoming all of the limitations of the manual method. Furthermore, creating backups does not necessitate opening Outlook.
Let’s take a look at what the Office 365 Backup / Restore tool has to offer:
Selective Backups: The backup software for Office 365 data allows you to backup specific data using the “date filter” feature. It includes the “to” and “from” options for providing a specific range of data.
There is also “extension filter” feature for filtering specific file extensions such as .jpg, .pdf, .doc, and so on.
Incremental backups: The software offers the advanced feature of incremental backups, which skips any data that has already been backed up, avoiding data duplication.
Simple Management: The tool’s “Folder Structure Management” feature creates a simple, manageable hierarchy of the backed-up data. After backing up, it does not modify or change the data, allowing for easy access.
Easy Management: The Office 365 Backup software’s Pause/Resume feature makes it very easy for users to backup their data by allowing them to pause and resume the backup process. Users can pause and resume the process whenever it is convenient for them.
Pause/ resume Feature: Not only does the tool backup data, but it also has the ability to restore data from Outlook PST to Office 365. The tool’s Impersonation feature was created specifically for this purpose.
Restore data: If your data is large and your Outlook version doesn’t support the larger PST file, you’ve come to the right place! Simply select Split PST File from the drop-down menu and enter the desired size.
Get a Complete Report: Once the migration from Office 365 to Outlook PST is complete, the utility generates a detailed report containing information about the migration, such as time, failure counts, email count, and destination.
Not only do the features listed above exist, but the Office 365 Backup & Restore tool has many more. It is compatible with both Windows and Mac OS.
The significance of backups can be examined further down the line of conclusion. Users must first develop the habit of performing regular backups, and there is no need to panic if no manual method is working. For large Office 365 mailboxes, the Office 365 Backup tool appears to be the best fit, as it is safe, dependable, and experts recommend it for backing up Office 365 mailboxes without Outlook.