Microsoft 365 Email Backup – Office 365 Backup Solution

Today Microsoft 365 needs no introduction and is single-handedly dominating the email service niche around the globe. It has features and subscription services for all types of businesses and individuals. I’ve been using Microsoft 365 since 2014, and the only drawback I found so far is it has no option for Microsoft 365 email backup.

Manually you can archive them in a period, but that will not backup all your emails. Also, you have to create an Outlook profile for Microsoft 365 mailbox you want to backup. Let me explain the process to you.

Microsoft 365 email backup using Auto Archiving

1. Start with launching Outlook.
2. Then configure Office 365 mailbox you want to backup in Outlook.
3. Next, go to the File tab and click Option.
4. In Outlook Options wizard, Navigate Advance tab from the left pane.
5. Now click on the AutoArchive Settings… option.
6. In the following dialog, set up archive settings as per your need and click Ok.

Note: If your mail profile is connected to an Exchange Server, Archive and AutoArchive may not be available. It’s also possible that your company’s mail retention policy that overrides AutoArchive.

Before you try this method, let me explain a few things about AutoArchive settings, why Microsoft does not suggest this method, and why skip this method.

• First thing first, every time you archive Microsoft 365 emails, you will have a new PST file. Hence, you will have multiple PST files and switch between them to find a specific item.
• Archived items cannot be deleted automatically, you need to delete them manually.
• Every Outlook item that has surpassed its aging time will be included in the next AutoArchive unless you manually exclude that particular item. In other words, it will backup even unwanted emails, and there is no option to exclude them.

There are a lot more challenges and drawbacks in Auto archiving, for which I don’t suggest this method. So now the question is, what to do?

How to create Microsoft 365 email backup as per desire?

If you’ve ever scrolled through Microsoft’s Service agreement, then you may know that in the service availability section, Microsoft suggests using third-party tools for Microsoft 365 email backup.

As an experienced user and researcher, I have tried many third-party Microsoft 365 backup tools. There are few reliable available in the market, but if you ask me for advanced software that is also cost-effective, I’ll suggest using Shoviv Office 365 Backup and Restore tool.

I’m using this tool for the last two years, and it might be the first tool that provides the Scheduler feature. Yes, this tool has a scheduler feature by using which you can get rid of remembering Microsoft 365 email backup process. Before telling its other features, let me explain a step-by-step procedure to backup Microsoft 365 emails.

Office 365 email backup in easy-peasy steps

• Step1: Install and open the software.
• Step2:Click Connect Office 365 from the dashboard.
• Step3:Provide Office 365 admin credentials.
• Step4:Choose a backup directory to store backup files.
• Step5:Go to the Backup jobs tab and enter the job name.
• Step6:Select Microsoft 365 mailboxes for backup.
• Step7:Apply filters to backup desired items.
• Step8:Set other settings and PST file size for backup.
• Step9:Now schedule backup process, or can run instantly.
• Step10:Review your backup settings and click Finish.

It is a simple process to create Microsoft 365 emails backup. Below are a few persuasive reasons to utilize this software to backup Office 365 mailboxes.

Why Opt. Shoviv Office 365 Backup and Restore tool?

1. It completely eliminates the risk of data loss and human error.
2. Allows users to backup multiple Microsoft 365 mailboxes in a single go.
3. The software comes with a default incremental backup facility. Hence, no duplicate email will be exported.
4. You can schedule the backup process to automate it. Also, the software doesn’t affect end-users as it can work in the background.
5. You can run multiple threads to increase the software speed effectively. Also, you are enabled to create multiple backup jobs and run them simultaneously.
6. Allows creating backup files (PST) of the desired size with password protection.
7. You can monitor the complete backup process on your dashboard.

The closure

Backup is like an insurance policy and having a backup is always a good practice. Here, I had mentioned a manual method and an automated tool for Microsoft 365 email backup. Now it depends on you what you prefer but chooses as per your need and ease.

Note: One can also read post to know how to import PST to Office 365.