To say that your company needs Microsoft 365 email is an understatement in itself. It is essential that you, as an IT administrator, take Office 365 email backup to protect business valuable emails. It guarantees quick recovery of deleted or lost emails, Microsoft 365 data, and mailbox contents transferred from previous employees to current employees.
On top of that, Microsoft 365 (Office 365) backups ensure safe recovery in the event of malware or ransom ware attacks. This is especially important in light of the growing security vulnerabilities in remote working arrangements of the workforce. Here are some tips for backing up Office 365 email if you lose any of your O365 data.
Email Backup: What Is It?
Email archiving and email backup are the two main strategies for maintaining emails that are both safe and easily accessible.
What are the important reasons to take an Office 365 Email Backup?
There are several reasons why backing up an Office 365 account is crucial. Let’s explore each one individually:
- Accidental Deletion: Users may unintentionally delete important emails, files, or entire folders. Without a backup, recovering this data can be challenging.
- Malicious Activity: Cybersecurity threats, such as ransomware or insider threats, can lead to data loss. Having backups helps mitigate the impact of such incidents.
- Business Continuity: In the event of a system failure, server crash, or other unforeseen disasters, having backups ensures that you can quickly restore critical data and minimize downtime, enabling business continuity.
- Platform Migrations:
- If you are planning to migrate to a new platform or upgrade your Office 365 subscription, having backups ensures a smooth transition. You can easily move your data without the risk of losing critical information.
- User Error and Training:
- Training new employees or users might lead to unintentional mistakes that result in data loss. Regular backups act as a safety net in case of such errors.
- Data Integrity:
- Backups provide a way to verify the integrity of your data. Regularly testing and restoring from backups ensure that the backup process is working effectively.
Methods to take a backup of O365 account
There are two main methods to for Office 365 email backup one is manual and other one with the professional tool. Let’s discuss both the mentioned below:
Manual process to take a backup with eDiscovery
There ae some steps make up the manual Microsoft 365 backup process, which utilizes the e-Discovery feature.
- Assign permission to user.
- Launch a brand-new content search
- Export search results to PST
The following systems must be in place in order to enable manual PST backup:
- Internet Explorer 8 or later, running on Windows 7 or later, either in 32-bit or 64-bit mode 4.5 NET Framework
If Internet Explorer isn’t your thing, you can install click-once add-ins for Mozilla Firefox or the Google Chrome browser.
Let’s now proceed with the manual backup procedure:
Assign permission to user
First users have to grant the permission to the particular person. For that follow the mentioned below steps:
- Go to Admin center > select compliance.
- Select Roles & Scopes > click on permission.
- Select roles under Microsoft Purview Solution > select eDiscovery Manager and click on edit to add the particular user and save the permission.
Launch a brand-new content search
For new content search follow all the mentioned below steps:
- In the Microsoft Purview window go to content search > click on new search.
- Now enter a name and description > On Exchange Mailboxes in the location window and select next > You can set the conditions (skippable) > and at last review the details and select on submit.
- Select the new content that you made > click on Actions and select Export result > Select the export result and Export Exchange content as per requirement > Then click on
Now the job is created.
Export search results to PST
This is the last step to export the Office 365 to PST.
- In content search go to Export > Select the new created job > When the process is complete you can see the key and the download option just copy the particular key and click on the download.
When the tool is downloaded just paste the copied key in the given space then the process of exporting Office 365 email to PST will be completed.
How to Backup Office 365 email with the automatic method
There are multiple tools in the market. Before choosing any tools always go with the best features. There are some best features of MailsDaddy Office 365 backup tool.
Advantages of Office 365 backup tool
There are multiple advantages of MailsDaddy Office 365 backup tool some are mentioned below:
Data Protection: Ensure the safety of your critical business data by creating backups of emails, contacts, calendars, and other essential information stored in Office 365.
Data Recovery: Facilitate easy and quick recovery of lost or accidentally deleted data. This can be crucial in preventing data loss and maintaining business continuity.
Efficient Search and Restore: Provide a user-friendly interface for searching and restoring specific items or entire mailboxes efficiently, minimizing downtime and productivity loss.
Single or Bulk Mailboxes Backup: This software allows users to backup single or multiple mailboxes at a same time.
Folder Hierarchy: The Office 365 email backup tool maintains the structure of the original file while exporting Office 365 to PST format.
Multiple Backup Formats: Users can export their Office 365 data into multiple file formats like, Office 365 to PST, MBOX, MSG, EML, and etc.
Below mentioned procedure is the automatic method for Office 365 email backup.
- Download and Install the MailsDaddy Office 365 Backup tool.
- Enter all the details to login (tenant id, client id, client value, user id).
- You will now see another window with all of the folders and subfolders; choose the necessary folders you wish to backup.
- Select PST as export option > Click on exclude empty folders in advance options > Select the destination of the exported file > and click on export.
- The process is starts you can split the PST file in required file size.
- The process of Office 365 email backup is completed now.
Wrap- Up
MailsDaddy Office 365 backup tool has emerged as a reliable ally in your quest to keep your Office 365 data safe. By offering a seamless and secure Office 365 email backup solution, it empowers businesses to reduce the risks associated with data loss and ensure continuous access to critical information. In the ever-evolving landscape of digital threats, taking a proactive approach to data security is paramount. MailsDaddy Office 365 Backup Tool is proof of the importance of investing in tools that prioritize simplicity, security, and flexibility – essential elements for protecting your organization’s digital assets.
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