User Query: In our organization, a legal and compliance audit is going to happen. For that, we need to create a backup of the Office 365 email database on the local computer. It would further help us easily search required emails within a backup. But, unfortunately, not aware of any suitable solution to backup Office 365 email locally. Can anyone suggest an Office 365 backup tool for the same?
Since the digital transformation in the business industry, many organizations are using Office 365 cloud-based platform for its various features. But, for some reason when there is a need arises to save Office 365 email to desktop, they don’t know a convenient Microsoft 365 backup solution.
Hence, to make things easier for the users, here we are going to discuss both the automated method that uses a tried and tested tool. Knowing the best solution to backup important emails and other files according to your organizational needs could save a lot of time and money.
Anyways, before knowing the tool, let’s address the question of why backup Office 365 mailbox?
Importance of Downloading Office 365 Files Through Microsoft 365 Backup Solutions
As per the experts’ opinion, it’s always a good practice to keep a copy of your emails and other crucial files handy to meet various requirements.
So, let’s discuss the significance of taking backup.
- By saving your files to the local system, you can avoid the most common form of data loss i.e accidental deletion.
- Microsoft works on a shared responsibility model, so it becomes also your responsibility to take care of your valuable data. And, taking backup using Microsoft 365 backup solution is part of it.
- You must be aware of the increasing cyber threat named Ransomware. This attack focuses mainly on emails. So, protect your essential emails by saving them so that attackers don’t have a chance to blackmail you.
- Though we are living in a world full of technology, it is impossible to have 24*7 connectivity to the internet. However, by taking the backup, you can access your data offline anytime.
- Further, when you have saved your emails(preferably in pst format) on your local hard drive, you can easily migrate your data whenever there is a need.
- If you have a copy of your important emails ready, then you can easily meet legal and compliance requirements.
Now, let’s come to the part, how can you backup your sensitive emails and other files.
Ultimate Way to Save Files Using Professional Office 365 Backup Tool
Though you can save your email messages manually by using the Import/Export wizard and/or content search eDiscovery utility. But, carrying out both the manual methods is an issue of great complexity. Plus, these methods are not for non-technical users who want to take backup of their Office 365 data.
So, it is advisable to opt for the hassle-free automated method to backup your emails locally. This approach uses the Exemplary Office 365 Backup Tool and is trusted by many IT professionals.
Efficiently Backup Your Office 365 Email Database to Your Local Computer Using The Software
With the Microsoft 365 backup solution, you can backup not only emails but also contacts, calendars, documents, etc without any data loss.
Further, who doesn’t want to access the emails in the same order even after the backup? Well, yes, this tool lets you experience the same by maintaining the hierarchy even after the data is moved from Outlook 365.
So, without further ado, let’s get familiar with the Office 365 backup tool.
Step-1: Launch the tool and go to the ‘Set up’ section. And, choose ‘Office 365’ as the source and ‘Outlook’ as the destination.
[Note: The destination ‘Outlook’ only indicates that files are going to be saved in pst file format]
Step-2: On the same screen, under the ‘Workload Selection’, click on ‘Email’, ‘Contact’, ‘Calendar’
Step-3: This Microsoft 365 backup solution allows you to apply the ‘Date Filter’ option. For that, just select the From & To dates to perform a selective backup.
Step-4: Next, on the ‘Source’ tab, enter the ‘Admin Email’, also provide the ‘Application ID’
Step-5: Verify the source permission by clicking the Validate button.
Then, click on the Next button.
Step-6: Now, go to the ‘Destination’ tab and select the ‘Backup folder path’
Step-7: Verify the destination permission by clicking on the Validate button.
Then, click on the Next button.
Step-8: Next, click on ‘fetch users’ to specify the source users and select a list of users whose data you want to export.
Step-9: Finally, Validate the permissions and hit the Start Backup to start the process
There is no doubt that users get a tremendous experience using the Office 365 platform which is completely cloud-based. However, it is always a good practice to think about safekeeping your valuable data.
Hence, take the backup of your sensitive Office 365 email database using the reliable Office 365 backup tool.
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