backup Office 365 emails

2 Most Reliable Courses of Action to Backup Office 365 Emails [in 2021]

Office 365 is Microsoft’s cloud-based Software as a service (SaaS) that comes with numerous user-oriented services like Exchange Online, SharePoint Online, Skype for business, etcetera. Here, the question arises, if Office 365 is so much user-oriented, then why to backup Office 365 emails and how to take Office 365 backup? What is the best Office 365 backup solution?

We all know Office 365 does not provide the backup of data in the local disk, and several reasons initiate users to backup Office 365 mailboxes to PST. PST file is the most suitable option to backup Office 365 mailboxes because it can be open and previewed in any Outlook version. Let’s know about all comprehensively:

Why Backup Office 365 Mailboxes?

  • Commonly to reduce the mailbox size, users backup Office 365 emails in PST files. Users can save the archive mailboxes to the local disk and can work as per the need.
  • Being a cloud-based service, the data of the Office 365 mailbox remains universally accessible, and there are always chances of unauthorized access and hacking.
  • In case of accidental deletion of data or data loss in any way, to retrieve the data, it will be a boon if you have a backup of Office 365 mailboxes.


Download a trial version of Shoviv Office 365 Backup Solution to know in a better way.

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How to Backup Office 365 Emails to PST?

There are two ways to backup Office 365 mailboxes to PST: manual Method and Professional third-party Office 365 Backup tool.

How to backup Office 365 Emails manually?

Manually, users can use the E-discovery method to backup Office 365 emails. The e-discovery method has three-phase.

  1. Choose e-Discovery administrator
  2. Perform a new content search
  3. Export the searched result to PST

Before we start the manual method, there are some system requirements.

System Requirements:

  1. Windows: 32 bit or 64-bit version of Windows 7 or above.
  2. Microsoft.NET framework 4.5
  3. Internet Explorer 8 or later version
  4. If using Google Chrome or Mozilla Firefox, must install click once add-in.

Step-by-step process for the E-discovery method:


  • Firstly, log in to your Office 365 account with the administrator credentials.
  • Secondly, open the Office 365 Admin center and click on the Security option.
  • Now, go to the Permission option from the left pane and select e-Discovery manager from the list.
  • A new window will pop up. Here click on the edit button available opposite the e-Discovery administrator.
  • Now choose the eDiscovery administrator and hit the Save button.


  • Go to the search option from the left pane and click on the content search option.
  • Now the content search window will open. Here click the New search option
  • Provide the name and description for your new search and click the Next button.
  • Now the location window pops up, choose the Locations or search the mailboxes you want to backup in the PST file and click the Next button.
  • Now select the keywords and apply conditions as per need. After that, click the Next button. (Not compulsory)
  • At last, review your search setting and click on the Submit button. If you want to change your search settings, then click on the Back option.


  • Select your search from the search list, then click on the Action option.
  • Now click on the Export result option, choose your output option as per requirement. After that, click on the Export option.
  • Now go to the Export tab, select your last export and click on the Download results button. After that, scroll down and copy the Export key.
  • A click once application; named e-Discovery export tool will open. Now, paste the copied export key and browse the location to save the PST file.
  • At last, click on the Start button, and the tool will begin the Office 365 email backup process.

Limitations of Manual Method:

  • The manual method has complicated and time-consuming processing.
  • The manual method fails to backup selective data such as emails, contact, or calendars.
  • It asks for prior technical knowledge before processing the manual method. It is not suitable for novice users.
  • There are high chances of data alteration, no guarantee of an accurate and complete backup.

Professional Office 365 Backup Solution

Not any organization wants to risk the data and nor have extra time for the manual backup. Thus, for the perfect and accurate Office 365 Backup, a Professional third-party tool is a must. Shoviv Office 365 Backup Emails and Restore Software is the most suitable Export Office 365 mailbox to PST files. Shoviv Office 365 Backup Solution comes with a user-friendly GUI, and it is embedded with several user-centric features. For the simple, fast, and accurate backup, it is a perfect solution. Have a look, what it facilitates:

  • Shoviv Office 365 Backup and Restore smoothly backups the Office 365 mailboxes into PST format. Due to its user-friendly GUI, running it is an easy task, and any novice user can efficiently perform this.
  • It provides the complete backup of User Mailboxes, Archive Mailboxes, and Public Folders, etc.
  • Shoviv Office 365 Backup Solution provides the option for Periodic Scheduled Backup Jobs. Users can choose options like Daily, Weekly, or Monthly. With this option, the user will get rid of remembering the timely backup.
  • The Software provides an effective filter option based on “Date” and “Items.” By this, users can get rid of unwanted data.
  • An Advanced option for the full and incremental backup is also available in the Shoviv Office 365 Backup Emails Solution. It comes in handy when the user takes back up again, and then only increased data from the last process will be backed up. This prevents the duplicity of the data.
  • It proceeds with the Job-based backup process, there is no need to create connections all time, and a one-time relationship is enough to run jobs.
  • The Software works concurrently, and it can smoothly run multiple jobs at a time and can restore numerous mailboxes to Office 365.
  • Option to restore the backup file to Office 365 Mailboxes is also given. If the user wants to read emails, then there is no need to go through the restoring process.
  • In the end, the Software also generates the status report of the complete process. Here, you can also save the information for future references.
How Shoviv Office 365 Backup and Restore Works?

Running Shoviv Office 365 Backup and Restore software is very easy to do the task because it comes with a user-friendly GUI. Below are the steps to take the backup of Office 365 Mailboxes in PST.

Backup Office 365 mailboxes in few clicks
  • Install and open Office 365 backup software.
  • Create Office 365 backup project.
  • Then, choose the directory to save backup files.
  • Apply filters and click Next.
  • Now schedule the backup process and click Finish.
  • Now the software will start the backup process.
Detailed preview: How does this tool work to take Office 365 backup?
  1. Firstly, install and open Shoviv Office 365 backup and restore software.
  2. Secondly, create a project to connect Office 365 user mailboxes and fetch the users’ mailbox list by clicking on the Connect Office 365 option.1-Office 365 backup
  3. Now, a dialog box will appear, enter the asked details of the Office 365 admin user, and click the Connect.
  4. Click on the Add (+) icon from the Backup Directory Tab and provide a name for the directory and browse the directory/folder path where you want to store the backup files of Office 365 mailboxes.
  5. Create a new backup job by clicking on the Add (+) button of the description toolbar of the Backup Jobs Tab. With this, a new dialog box will open, here provide the name for the new backup job and click the Next.
  6. A new wizard will open; here, the user can select the mailboxes of which backup is needed and click on the Next button.
  7. Now the filter page will open; three filter options are provided: Message Class, Date Range, and Folder Filter. Apply filter as per the need and click the Next.
  8. You will be prompted to setting dialog. Here Set Backup thread counts for mailbox and Items. In case of network failure, select attempts for Office 365 connections and Other MAPI connections. Here, the user can also provide the size, after which the PST file will split, and click on the Next button.
  9. Now, the user will get to the next window, where two options will be available to you. One is for immediate process and another for applying scheduler. Here users can schedule the backup process simultaneously, Daily, Weekly, Monthly, or Once Only.
  10. Now, you will be prompted to the Status Page, where you can verify the status of the created backup job. If you’re satisfied with the report, click on the Finish button, or if not satisfied, edit by going back.
  11. The software will display a live log report of the backup process.

It is how users can take Office 365 email backup using the Shoviv Office 365 Backup and Restore tool.

Final Words:

Because of various reasons, there is a need to backup Office 365 Mailbox to PST. Usually, to reduce Office 365 mailbox size or to secure data from unethical hacking, need rises. There are manual methods as well as a professional third-party tool. Manual methods like E-discovery fail to provide a genuine and user-friendly way to backup Office 365 mailboxes. There are many drawbacks to the Manual Method. For the perfect and straightforward Office 365 backup, a professional advanced Outlook 365 Backup Emails solution, Shoviv Office 365 Backup and Restore, is a must. It has all the looked-for features that any professional Outlook 365 backup Emails Solution can have. Users can also check its work efficiency by downloading a free trial /demo version of the Software that allows processing the first 50 items per folder.

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