Computers and Technology

How to Backup Office 365 Email to PST? Explore Interesting Ideas

The query “how to backup Office 365 email to PST” has been commonly asked by users who have never been into creating an archive of their data for safety.

Most of the users who do not take a backup of their data are those who eternally believe that data stored on the cloud is always safe.

No matter how many protective layers Office 365 provides, the data will never be 100% safe on the cloud.


We all know that cloud is accessible to everyone, if you do not backup O365 email to PST, it is going to be a hardship for you to get your data back in case of any mishappening.

User Query:

I always believed that my data will be safe on the cloud but due to a virus attack, all of my work-related emails were deleted. Thankfully I had sent a few of them to one of my colleagues. Since I have learned my lesson, I want to know how I can download the data as a backup.

Let’s find out how to solve this and similar user queries.

Explanation with Methods on How to Backup Office 365 Emails to PST

For a simple and quick method to create a backup of your mailbox items, you can make use of the professionally built tool i.e. Office 365 Backup Tool.

If you want a manual method, then there is an in-built tool which is the eDiscovery PST Export Tool provided by Office 365 that helps to download the data from mailboxes.

There are certain prerequisites of this method that we will explain later.

Starting with the professional solution to save data as backup.

Use of the Professional Tool to Backup O365 Email to PST

The software is built with advanced mechanisms which allow users to save copies of their data on the local storage as per your requirements.

If you want to save data from a certain period of time, you can apply the Date-filter for each category and set the time zone.

Want to export data items in bulk and altogether? You got it. Select the items from the Category section that you want to download files from and let the tool do its work.

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This tool is the easiest solution for learning how to backup Office 365 email to PST without any signs of data loss or corruption.

Feel the need to download files in batch mode? Use the Concurrent Backup option and export certain mailboxes earlier than others.

There are so many features that this tool offers. Now, move towards the steps of the tool.

How Does the Software Work to Export Data from the Mailbox?

  1. Run the software and make sure it is activated by clicking on the Activate button at the bottom-left corner of the window. Choose Source as Office 365 and Destination as Outlook in the Setup tab to backup O365 email to PST.
  2. Select the Categories to download the data from and set the Date-filter as per requirement for each category in the Workload Selection
  3. In the Source window, enter the admin credentials for your Office 365 account and Validate the account permissions.
  4. Fill in the required details for Outlook in the Destination window and hit Validate to get the permissions. Hit Next.
  5. After that, choose the Fetch Users or Import Users option to add user IDs for mapping.
  6. Choose to set the priorities for order and hit the Start Backup

Manually Learn How to Backup Office 365 Email to PST

There is no specifically designed tool or any method provided by Microsoft to export data but the eDiscovery Content Search Tool is the only available manual approach.

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There are a few requirements that you need to fulfill before moving towards the steps of the procedure:

  1. You should be a member of the Discovery Management Group.
  2. Windows 7 or later versions should be installed.
  3. Microsoft .NET Framework 4.5 or higher edition must be installed.
  4. Installation of Internet Explorer later versions or other is required.
  5. The user should have the necessary permissions.

Backup O365 Email to PST by Following Given Manual Steps

  1. Log in to your Office 365 account and go to the Admin Center.
  2. Choose the Security and Compliance option from the drop-down menu.2
  3. Here, select the Permissions option and navigate to the eDiscovery Manager3 
  4. Then, mark the checkbox beside the eDiscovery Manager and hit the Edit button to add certain important roles.
  5. Typically, the following roles have the groups assigned to them: Case Management, Export, Compliance Search, Preview, Hold, Review, and RMS Decrypt.
  6. In case any role is missing, click on the Edit role group option and add the role in there.6
  7. Now, to learn how to backup Office 365 email to PST, create a New Content Search, and choose the mailboxes to be exported.
  8. There is also an option to filter the mailboxes before exporting your data files.
  9. Make sure you copy the Export Key provided during the process so that you can download the search results.
  10. Once done, export the search and download the results to your computer.

You will find the data saved on your local storage, but, it is not such a successful solution. However, the procedure may take up a lot of time due to the complications involved.

Benefits of Learning How to Backup Office 365 Email to PST

  • When Legal or Audit related purposes are to be served, the backup comes in handy.
  • If the data is hacked, having a backup can help you with accessing it yet.
  • To keep the messages and documents for a longer period of time.
  • For keeping data safe from accidental deletion.
  • Downloading data of an ex-employee for later use and removing it from the mailbox.

Final Observation

Many Office 365 end-users as well as administrators do not create a backup of their data which is why they usually end up losing their important messages permanently. Learning how to backup Office 365 email to PST can be of a lot of advantage here.

The methods to export data from the mailbox are explained in detail here. Using the techniques can help you perform the operation for different situations. Choose the one suitable for you.

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