Tips and Tricks on How to Safely Achieve an O365 Backup for Emails

Data Backup
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Mailbox O365 backup data storage is a unique area of ​​IT. While it is one of the most significant ways to guarantee business continuity, it is also one of the most neglected practices.


Definition of O365 Email Backup


O365 email Backup is a copy of the data restored if the original items are destroyed or deleted. Backup is often confused with archiving. The main point of email archiving is to stack mailboxes without actually deleting the business data and storing those items in the mailbox elsewhere for later use.

Archive data encryption is usually not accessed regularly. O365 backup email, on the other hand, is a data protection tool for Microsoft’s critical email data. Backup solutions provide data by copying it to a storage location.

Data loss

The primary pinpoint of a backup is to prevent data loss. Whenever items are changed, deleted, or damaged, copies allow lost data to be restored. Or restore previous versions of the documents. Email copies can also be helpful in litigation.

The handy Exchange Online Mailbox Backup tool should allow you to search through backup items and update them at any time. This way, you can deal with the most common data protection scenarios.

To restore data protection status, an automated backup for Microsoft 365 package is needed.

Five critical threats Microsoft 365 users are facing:

  1. Accidental deletion
  2. External and internal security threats
  3. Confusion and gaps in detention policy
  4. Legal and compliance requirements
  5. Manage Office 365 hybrid email migrations and deployments

Limitations with Archiving in Microsoft 365

While these options are helpful, backup with Microsoft 365 has its limitations and may not be optimal for backing up your data. The biggest drawback of Microsoft 365 archiving capabilities is the aging periods of the items.

Once the item reaches the end of its aging period, it is automatically deleted from Microsoft 365. It may not be ideal for businesses looking for a comprehensive, consistent backup system, since Microsoft Office 365 Productivity Tools such as OneDrive, SharePoint Online, Delve, Yammer, Power BI, Skype for Business, Planner, PowerApps, Microsoft Teams, Publisher, OneNote, Flow, Microsoft Office 365 Intranet, Forms, MyAnalytics, StaffHub they all require an appropriate backup solution.


O365 backup mailboxes

You need to know the prime and foremost thing about O365 backup mailboxes is no primary backup option. You can use data archiving and retrieval mechanisms.

But these are not backup solutions that provide third-party software functionality. That is why multiple companies pick third-party solutions to protect their data.

Types of backup data

Full backupthe full backup creates a one-to-one backup of files. This type is the most extensive, but at the same time, is the starting point for the two alternatives below.

Differential backupcopies the differences in data from the last full backup. It is a solution convenient for storage compared to the full option.


Incremental backupsaves the changes applied since the last total backup cycle. This type is the quickest and friendliest to store. What’s better, it can be accomplished in real-time.

Email backups from Office 365 to PST

There are two ways to manage backups from your Office 365 data PST mailboxes:

  1. manual method
  2. professional Office 365 third-party backup tool to perform automated backups smoothly

Backup Office 365 emails manually

Manually, users can use the E-Detection method to O365 backup emails. The e-Detection process has three phases.

  1. choose an e-Discovery administrator
  2. perform a new content search
  3. export the required result to the PST

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

  • Choose your search from the search list, then click the Action option;
  • Now click on the Export result choice and pick your output option. After that, click on the Export option;
  • Now go to the Export tab, select the last export and click the Download Results button. Then, scroll down and copy the Export button;
  • One-click application; a named e-Discovery export tool will open. Now, paste the copied export key and browse to the location to save the PST file;
  • Finally, click the Start button, and the tool will begin the O365 email backup process.


For a myriad of reasons, there is a need to back up your Office 365 mailbox to PST, such as to reduce the size of your Office 365 mailbox or provide data from unethical hacking, the need increases. There are manual methods as well as a professional third-party tool.


There are many disadvantages to the manual method. Manual methods like E-Detection fail to provide an authentic and easy way to back up Office 365 emails.

For a perfect and precise Office 365 backup, you need an advanced professional O365 backup email solution to provide a proper backup with just a few clicks.

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