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Top Best Way to Backup Office 365 Emails

Summary: In t his blog we will discuss the best way to backup Office 365 emails with complete mailbox data. If you are among those who want to save their Office 365 mailbox data, then this article is for you.

Email is a crucial component of business operations and communication. Over 3.9 billion individuals use email globally, with Gmail and Outlook 365 dominating commercial accounts.

The majority of employees often send crucial data and information without considering the worth of the material. However, email loss—accidental or not—risks a company’s data, compliance, and general reputation if there is no adequate backup or recovery plan. Consequently, it’s crucial to backup Office 365 emails.

Why Do You Need to Export and Backup Office 365 Mailboxes?

When you sign up for Office 365, you give Microsoft the essential job of managing and preserving your data. A single point of storage, however, is never a good idea, as any seasoned IT professional is aware.

Your Office 365 mailboxes may need to be exported or backed up for a few important reasons. To move your mailbox data to another account, you must first export it from your Office 365 account if you intend to erase it. Second, if you’re troubleshooting a problem with your Office 365 account, exporting your mailbox data can give support staff members important information. Last but not least, backing up your Office 365 mailbox might provide you peace of mind if you’re worried about data loss as a result of hacker assaults or other security breaches. No matter why you wish to export or backup your Office 365 mailbox, the procedure is straightforward and only needs a few minutes to finish.

Keeping Emails Safe with Microsoft 365

Although Microsoft 365 keeps some of your emails, it does not truly backup your emails for you. It follows a shared responsibility approach, therefore in the following situations, the service will coordinate with you:

  • Network-based and physical datacenter security
  • Redundancy, replication, and data storage
  • The key principles of the Microsoft security strategy are uptime assurances and privacy restrictions (“if we can’t safeguard the people, we don’t deserve their trust”).
  • Protection from significant occurrences that could harm their data centres, such as hardware or software failures, weather-related incidents, power outages, Operating System faults, etc.

To prevent malicious or unintentional deletion of email data, however, it is up to the end users. The Microsoft 365 simply offers archiving features, not a comprehensive backup solution. A backup a  service can be offered using Advik Office 365 Backup Tool.

Instructions for Manually Archiving Emails in Microsoft 365
These steps can help you archive your email:

  1. Start by choosing File > Open & Export > Import/Export.

2. Choose Next after selecting Export to a file.

3. Select Next, then choose Outlook Data File (.pst).

4. Choose the Next button after selecting the mail folder you wish to backup.

5. Choose Finish after choosing the name and location for your backup file.
6. Create a password, confirm it, and then click Ok to secure access to your files.

Depending on your requirements, you can also configure your own archive settings.

Microsoft 365’s AutoArchive

The archived emails will always be available to you, wherever you are. The archive.pst file can be found in the following location: C:UsersYourUserNameDocumentsOutlook Files. Older things can be automatically moved or deleted with AutoArchive or exported as a .pst file if you want to back them up locally on your computer.

Archives in Microsoft 365 have several restrictions.

While having these choices is useful, manual ways to backup office 365 emails has some restrictions and might not be the best solution for data backup. The length of the ageing periods for objects is Microsoft 365’s archival capabilities’ largest flaw. An item from Microsoft 365 is automatically removed once it has reached the end of its ageing cycle. This might not be the best option for enterprises seeking a thorough, reliable backup system.

There are still ways to protect your data, even though Microsoft 365’s archiving solutions have some serious limitations. Backup Outlook 365 emails and keeps data for a finite period of time, but backing up your data with a cloud service can guarantee that it is safe and secure.


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