How to Back up your Office 365 Email Database to Your Local Computer

Traditionally, there is no direct way to perform a backup of Outlook 365 emails to an on-premises environment. But, there are cases when the user wants a backup of their outlook 365 emails for the on-premises environment to use their email data for multiple purposes.

In this article, you will meet the scenarios where the user wants the backup of office 365 emails for the on-premises environment. Also, you will get the solution for how to create a backup of office 365 email to the local system.

How to Create Backup of Office 365 Email to the Local System

Technically, one can access the Outlook 365 emails by exporting the emails in the .pst file, which is the data file of MS Outlook. To export the emails in PST file there are two different options, provided by Microsoft Office 365.

Quick Solution to Backup your Office 365 Email Database to your Local Computer

If you are looking for a faster and reliable solution to create a PST file with few steps, then one can try Office 365 Email Backup Tool.

What Additional Options you will get in this Tool?

• The software offers users to backup data in PST as well as EML format.
• Take a backup of selected emails from Outlook 365 using the Date filter option
• No need to Install MS Outlook for exporting Outlook 365 emails
• Users can also include calendar and contacts stored in O365 mailboxes
• Emails stored in the shared mailbox(s) can also be exported
• Supports almost all Microsoft Office 365 subscription plans
• Single Utility to Import Outlook Data File to Office 365 Mailbox

Limitation: Must have a strong internet connection to create a backup of office 365 email to the local system.

Note: The trial version of the tool can be downloaded from its official website for testing purposes. One can test the demo version to check the functionality of the software.

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Basic 6 Step Working of the Software:

Step: 1 Install the tool and run it on your computer and proceed with selecting Office 365 as the source and Outlook as the destination backup platform.

 

Step: 2 Select the mailbox items such as emails, contacts, calendars, and documents for backup. Use the smart Date filter for selective data backup from Office 365 to your local computer.

 

Step: 3 Provide the Office 365 admin account credentials such as admin ID and application ID and validate it by clicking on validate button.

 

Step: 4 Define the destination location for the resulting PST file on your computer and proceed with the steps.

 

Step: 5 Choose the desires mailbox of Office 365 from the list and hit the start backup button.

By Configuring Outlook for Office 365 email to On-premise MS Outlook

Follow the steps to take Backup of Office 365 email to On-premise MS Outlook

• Go to the File option and select Add Account and configure Outlook for Office 365 to On-premises Outlook.

After successfully configuring the account the email’s data start to sync. One can see the data file (.pst) in its default location according to their MS Outlook version, which is created as a backup of office 365 emails to the local system.

Exporting Office 365 Mailboxes to PST using eDiscovery

• One can export Outlook 365 emails by Creating an eDiscovery search.
• If you want to backup all mailboxes, then one can set a specific date range, which includes all the mailboxes and public folders of that range.
• Finally, you will get the option to export the searched data to a PST file.

Limitations while exporting Outlook 365 emails using the above method:

• MS Outlook must be installed if you are exporting Outlook 365 to On-premise MS Outlook.
• No Date filter option is available if one wants to export only selected emails using Microsoft Office 365 eDiscovery Export Tool.

Cases when you Need to Create a Backup of the Office 365 email database to your local computer

• To avoid a higher tiered plan when storage is up – Mostly the user wants to get rid of the situation when the storage is up as per the plan and needs to take the higher tiered plan. At this time, taking a backup of all emails to the local system and deleting all the emails from Outlook 365 account may save a user from paying for the higher tiered plan.
• Accidentally Deleted Bulk emails from Outlook 365 – Sometimes users perform bulk delete operations on unnecessary emails. It might be possible that, while deleting unnecessary emails, by mistake, he/she deleted important emails too with their attachments. In that case, a backup is more important to find out and restore that particular email.
• Transfer Emails Data from One Machine to Another for Reporting Purposes – As per the above scenario, it is possible that the user wants to take a backup of their emails and send them to another location on another system to view email items on an On-premises environment.

There are many other cases too, where a user wants to create a backup of office 365 email to the local system.

Summary

There are three different options for exporting outlook 365 emails to the local system. Each method has its own limitation. Now, It depends on you which option you choose to access your outlook 365 emails in an on-premises environment.

Some Frequently Asked Queries

How can we archive Microsoft Office 365 calendar data in a PST file locally?

You can easily perform this operation using the above-mentioned tool. You just need to select the mailbox items from the workload selection and this tool will archive Office 365 calendar into PST file format.

Can we export Office 365 emails from multiple user accounts manually at once?

Yes, you can easily export Office 365 user’s emails for multiple users at a single go. In the last step of this tool, it asks users to select the desired Office 365 account to export Office 365 emails locally.

How can we make sure about the Office 365 email data is backed up without any data loss?

This software provides its users a detailed report of the backup process. Uses can easily analyze and make sure that all their Office 365 data backed up safely.