Being an active user of Office 365, our emails are the most essential part among all the data. Backing up the crucial data should be a habit every user must acquire since there is no 100% assurance of keeping our data secured and protected from any forthcoming mishap or getting any kind of ransomware attacks, hacking attempts, file corruption, data loss etc. “PST” is the ideal format for keeping backups, since it comes with the power of keeping not just emails, but contacts, calendars, tasks and what not! For that purpose, we need to export the emails of Office 365 to Outlook. The methods to backup Office 365 mailbox without Outlook is explained in the further section.
Even after taking every possible caution, we still need a robust backup solution that is going to guard our precious data. Even manual backups techniques fail when it comes to backup a huge mailbox for Office 365, as it takes forever to backup all the emails one by one, also there is no inbuilt option in Office 365 that provides the facility to backup multiple emails at once.
“Now, consider you have a giant Office 365 mailbox with around 10k emails and other data. You are in an immediate need to backup your data, as you feel the urge to move from your organization or are traveling for a long long time. What is the way to help?”
Let’s find out! But first, let’s take a look at the importance of backups.
Why Office 365 Mailbox Backup is Important?
One of the most neglected practices seen in maximum IT organizations is of “backing up” their data. No matter how protective they are with their data or how securely they handle the data, the case of file corruption, accidental data loss, any external attack on data and threats like this directly harm our data and lead us towards the need to recover it.
Now the question arises, How often should we take the backup of Office 365 mailbox? Depending upon the frequency of your engagement with Office 365, backups varies. If you are a regular user, you must take a copy of your data every day. Or at least have a weekly backup of your data.
The Solution to Backup Office 365 Mailbox without Outlook
Let’s look out for the manual and automated solutions for backing up the Office 365 mailbox, and find out which solution is best suited for you!
The Manual Approach to Backup Office 365 Emails without Outlook
Here is the manual method to backup Office 365 emails. Below are all the steps shown:
- Log-in to Office 365 account with your admin credentials and navigate to Admin center >> Exchange
- Under the Exchange Admin center, visit Permissions & chose Admin Roles >> Discovery Management
- Now add Mailbox Import Export role >> hit Save
- Next, again go to Admin Center >> click Compliance Management and choose in-place eDiscovery & hold
- Now click on a + icon given and insert a search query & >> Next
- Inside Mailboxes, choose the option you need and click Next to move further
- Now provide the searching items details in the Search Query >> Next
- You will see the In-Place Hold settings, for in-place hold of data to be searched
- tap on Compliance management >> click on the arrow button to move the Office 365 mailbox to PST. It will get you an eDiscovery PST Export Tool
- Now browse the path to save the moved PST file in eDiscovery PST Export Tool >> hit on Start
- Enter the Office 365 log in credential to execute the whole process >> tap Close when the process is completed
- Finally, you can add the exported PST file in Outlook to access the data.
Why Not to Choose Manual Approach for O365 Backup?
If you have been through with all the above steps of the manual procedure, you must have gotten confused at some point or you might have found this process way more complicated. Is that really a solution? No! The manual method for taking backup is not an easy task at all, unless you have a very good hand in technical skills.
Manual methods are also Time Consuming. It can take up to hours, or even days to take a good backup of huge mailbox.
There is always a possibility of data loss if the process of migration for backup is very lengthy, or if there is any kind of mistake in the manual steps. Any interruption in-between the process might lead to data loss. So, its quite a risky task.
Backup Office 365 Mailbox Without Outlook Automatically
It is obvious that now you must be looking for an easier, secure and less complicated solution to backup your huge Office 365 mailbox. For the cases where the data has been modified, lost or got corrupted. A secured third party tool like Office 365 Backup Tool comes handy with all the advanced features to backup & restore the data.
The software is capable of backing up the data of unlimited size instantly. Overcoming all the limitations of the manual method, the tool also provides restoration of the Office 365 data. Plus, it doesn’t require to open Outlook for creating backups.
Let’s see what all features are there in the Office 365 Backup / Restore tool:
Selective Backups: The software to backup O 365 data provides the facility to backup specific data, in the terms of the “date filter” feature. Such that it comes with the “to” & “from” options to provide a particular range of the data.
Also, there is another feature, “extension filter” for filtering the particular extension like .jpg, .pdf, .doc etc.
Incremental backups: The software provides the advanced feature of incremental backups in such a way that if there is any data already backed up previously, it skips that data and avoids the duplicacy of the data.
Easy Management: The “Folder Structure Management” feature of the tool provides you a simple manageable hierarchy of the backed up data. It doesn’t modify or change the data after backing up, providing an easy access.
Pause / Resume Feature: The Office 365 Backup software makes it very convenient for users to backup their data by providing the option to Pause and Resume. Users can any time pause the process and resume as per their ease and comfort.
Restore Data: Not just the backup, but the tool also provides the feature to restore the data back to Office 365 from Outlook PST. The Impersonation option in the tool is built for such purpose.
Split Large Data: In case if your data is huge and your Outlook version does not support the larger PST file, you got the way to go! Just choose the option to Split PST file and enter the desired size as you want.
Get Complete Report: After getting done with the migration process from Office 365 to Outlook PST, the utility generates a complete report containing the detailed status of the migration, for example, time, counts of fail, email count, destination etc.
Not just the above features, Office 365 Backup & Restore tool provides many more than these. It is supported for both Windows as well as MAC OS.
To Sum Up
Going down to the line of conclusion, the importance of backups can be analysed. Users must adopt the habit of regular backups in the first place and there is no need to panic if no manual method is working for you. For huge Office 365 mailboxes, Office 365 Backup tool seems to be the best suited solution, as it is safe, reliable and recommended by experts to backup Office 365 mailbox without Outlook.