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Best Practice to Backup Office 365 Account- Step by Step Guide

Office 365 is a cloud-based email client that comes with many user-oriented services such as Exchange Online, SharePoint Online, Skype for Business, etc. Both end-users and administrators users of Office 365 rarely back up their Office 365 data because they believe their data is safe in the cloud. But there is no assurance that cloud storage backup is always maintained. So, managing a backup Office 365 account is the best way to save data.

So let’s talk further on this topic to know the reason behind the backup office 365 mailbox and its solution.

Why do Users Want to Backup Emails from Microsoft Office 365?

  • The migration of employees from one organization to another is the most usual thing faced by any company. But when it comes to their data, it becomes necessary to backup office 365 mailbox at such times.
  • Because Office 365 is a cloud-based service that is accessible to everyone. It can be a risk of unauthorized access or hacking. So to keep saving emails from Office 365 the users need to take Office 365 email backup.
  • In the situation of accidental data deletion or data loss, having a Office 365 backup solution to organize data is the need of the hour.

Backup Office 365 Account Using Manual Method

With the E-discovery Method

Step 1. Choosing an e-Discovery Administrator

  1. First, sign in to Office 365 account with admin credentials.
  2. Open the Office 365 admin center and tap on the Security option.
  3. Go to the  Permission option in the left pane and choose e-Discovery Manager from the menu.
  4. Now a new window will appear here. Click the Edit button that will be available in front of the e-Discovery administrator.
  5. Select the eDiscovery administrator and hit on the Save key.

Also Read: G Suite Email Backup Tool

Step 2. Perform a New Content Search

  1. Go with the Search option from the left pane and hit on the Content search option.
  2. The content search window opens. Click on the New Search section.
  3. Enter the name and description of your new search and click the Next button.
  4. Here, the locations window will open. Select the locations or search the mailboxes you want to save as PST files. Click the Next button.
  5. Pick the keywords and apply the conditions as needed. Then press the Next button. 
  6. Finally, check your search parameters and hit the Submit button. If you’d like to change your search preferences, go with the Back option.

Step 3. Export the Office 365 Data to PST

  1. Choose search from the search list, and press on the Action option.
  2. Now click on the Export Result section and select the output option you want. Now, tap on the Export option.
  3. Go to the Export section, select your latest export, and hit the Download Results button. Now, scroll down and copy the export key.
  4. A single application at the push of a button; The named e-Discovery export tool will open. Paste the copied export key and look for the location for the PST file.
  5. Lastly, tap on the Start button to start the process of backup Office 365 account .

Also Read: Gmail Backup Tool Free Full Version with Crack

Drawbacks of The Manual Methods

Let’s talk about some drawbacks of the manual method that the user has to face during the backup process.

  • Users can face a high risk of data disaster or corruption if they don’t have enough technical knowledge.
  • If there is even a small error, you may have to start the whole process again. It takes a lot of time for users.
  • The mass migration may take longer than expected, and yet it is not safe.

Office 365 Backup Solution By Using Automated Solution

To avoid the complications of the above manual method, you can take the help of an automated tool. To backup Office 365 account right away, use the most recommended Cigati Office 365 Backup Tool. With the help of this tool, users can backup and migrate Office 365 email data with all the attachments. During the backup process, this tool removes all the repetitive emails. Apart from this, it offers so many significant features to backup all their data in a secure way.


In the whole discussion, we see here two effective techniques to backup Office 365 account. Both techniques are capable to complete the backup process and users can perform them very efficiently. Due to the lengthy steps of the manual method, it may take time whereas, automates provides results in a few minutes. If you want to save time and backup bulk emails at once, recommended professional tool will be the best option. With this tool, you can export Office 365 Mailbox to PST and also different file formats like MBOX, EMLX, DOC, JPG, PNG, etc., and emails clients.

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