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How to take email backup from Office 365 – Detailed guide with best way to backup email from Office 365 (Windows and Mac)

If you know how to take email backup from Office 365, you will be securing your Office 365 mailboxes to a greater extent than before.

Let us find out the best way to backup email from Office 365 with an automatic method which works on both Mac and windows

  • Automatically backup email from Office 365 with incremental backups
  • Set up personalized backups according to your Office 365 backup needs
  • Military grade encryption for your Office 365 mailbox backups
  • Automatic portable USB backups for all
  • Advanced data compression algorithms to save up to 3X space in your storage device
  • Works on both MacOS and Windows without any compatibility issues
  • Backup email from Office 365 and other email services
  • Inbuilt email conversion feature for all users
  • Smart backup and resume feature for flawless backup
  • Directly restore Office 365 email mailbox backup to live mailbox
  • Preserves all email content within mailboxes
  • Backup emails remotely with team version
  • Double layer encryption for your mailbox backup
  • Constant support and updates for all users

Wondering what to do next? Get the free trial of Mail backup X to find out more about the tool! Get it right here.

How to take email backup from Office 365?

There are two ways to backup emails from Office 365. First, we are going to explore the traditional manual method which is built in with Office 365 email application.

This is how to backup email from Office 365 with the manual method with Outlook application

We are going to use the Outlook application to backup Office 365 emails.

Step 1: Launch the Outlook application

Step 2: Go to File>> Open & Export >> Import/Export

Step 3: A pop up window with various options will appear. Click on Export to a file. Hit Next.

Step 4: Click on Outlook data file (.PST) from the available options and click on Next

Step 5: You will now be asked to choose the email folder that you want to backup. Once you have done so, click on next.

Step 6: Now you will be asked to choose location where you want to store your Office 365 backup. Once you have chosen the location and given a name to the backup, click on the finish button.  

Your Office 365 backup will be stored in the form of PST file in the location of your choice.

These are the steps to backup emails from Office 365 manually. You can backup one folder at a time and there are other limitations with this method as well. It can be pretty time consuming if your folders have a large volume of data within them. This method is not fully reliable if you are planning to backup thousands of emails regularly. Many users have reported that they have lost their email files while using this method. This method is also applicable for only certain types of data.

Automatically backup emails from Office 365 with certified solution

Download and install Mail backup X tool

Step 1: Launch Mail backup X tool by double clicking on the tool icon

Step 2: You will find yourself on the first window where the tool allows you to setup a new backup profile. Click on this option to setup a new backup profile and go ahead to the next step.

backup email from office 365

Step 3: You will be taken to the next window where you will be shown different email services that you can backup with this Office 365 email backup tool. You have to choose Outlook from these options. Once you have chosen this, the tool will automatically detect any identity folders and show you your email contents in the next step.

how to backup email from office 365 webmail
how to take email backup from office 365

Step 4: In this step, the tool will bring you to a window where you are shown all the contents of the mailboxes corresponding to the email service that you have chosen. You will be able to clearly see all the folders and files that are within your email mailboxes. You can choose the ones that you want to backup. This is the selective email migration feature of this tool. Once you have chosen the folders that you want to backup, click on continue. You can also ignore all empty folders with a single file. This is to ensure that there is no clutter in your backed up mailboxes. Once you click on continue, you will be taken to the next step.

best way to backup email from office 365

Step 5: This is the most important step where you are given the choice of customizing your backup according to your own requirements.

On this window, you can set up the frequency of the backups. It is suggested to choose the automatic settings for automatic incremental backups which ensure that each email that arrives gets backed up automatically.

You can also choose the location where you want to store the backup files. You are given the choice to store the Office 365 email backup on your computer or either on your chosen cloud storage service. Currently, Mail backup X works with Google Drive, OneDrive and Dropbox.

You can also setup automatic USB snapshot backups of your Office 365 mailboxes. You need to map a particular USB device which you can map with this feature. Once you are done with it, you just need to plug in the USB drive and the tool will automatically sync and store the latest snapshot copy of your office 365 email backup.

Once you are done with making the necessary changes, click on save.

Step 6: Your backup will have started by now. You can check the live progress of the backup under the activities section of the dashboard. You can also see any critical alerts or notifications right here. You will be able to download a detailed log report of the backup on this dashboard. You can switch to any task from here without interrupting the whole process.

take email backups from Office 365

This was the entire Office 365 email backup process with Mail backup X tool.

User testimonials

“Mail backup X serves as the only Office 365 email backup software that offers so much in just one tool. I use it to manage multiple mailboxes and also to convert emails whenever I want. It never lags even if I load large files on it. I will be using this for a long time.”- Aspen Reeves

“I once had to backup a 50 Gb mailbox which no tool would backup with complete accuracy. Until I found Mali backup X, I didn’t even believe that this could be done. I read that this tool has been tested with files of 100 GB and it handles them well. I use the single version to work on my work and home computers.”- Rick Geller

These are some of the common questions asked by email users related to backing up Office 365 emails

  • What is the need of professional tools when there are tons of freely available tools?

The need for professional tools comes from a viewpoint of safety. If you are an email user who cannot compromise with the safety of their Office 365 email mailboxes, you are going to consider professional tools instead of free online tools. Free and online tools are not equipped in any way to deal with the modern cyber threats and cyber crimes like hacking and ransomware. If you want to completely retain the originality of your mailboxes, you need certified tools which are created by experts to especially provide extra security to your mailboxes. Freely available tools might appear attractive on the surface but give no real value.

  • What makes Mail backup X different from other tools which backup Office 365 emails?

Mail backup X is a lot different than any other available solutions to take email backups from Office 365. Firstly, it is able to backup more than just office 365. You will be able to backup Apple mail, Gmail, Yahoo mail, Thunderbird, Postbox and Office 365 etc. The tool is additionally loaded with added features like PDF archiving, automatic USB backups, custom backups, filter item facility, search box, data compression and much more. You also get an inbuilt email converter with this tool. This means that you will be able to convert to and from major email formats without needing to buy another tool.

  • What is the difference between manual and automatic process for Office 365 email backups?

There are many limitations of the manual process of Office 365 backup and archiving. It is very limited and does not offer much flexibility in terms of customization. You can only backup one mailbox at a time. The process of backing up different types of folders is different. Additionally, the speed and efficacy of the whole manual process depends solely on the size of your mailboxes. It also depends upon how much experience you have already. New users are not advised to go through with the manual process since even a single wrong step can lead to data loss and file modification for some. If you want quick, automatic results that you can rely on, get a professional solution which has been made expressly for this purpose. Performance and results differ between free and professional tool. And in the end, these are the only factors which matter most.

  • What is the smart backup and resume feature of this Office 365 email backup tool?

The smart backup and resume feature ensures that you don’t have to worry about unsuccessful email backups when you have poor or no connectivity. The smart backup and resume feature works in such a way that whenever you lost your network amidst a backup, the tool automatically holds the backup progress at that point. When the network is regained, the tool automatically senses it and resumes the process from where it was held. This is truly unlike other Office 365 email backup solutions which stop the process and then start it from the very beginning.

  • Can I get this Office 365 email backup tool for free?

Yes, you can try Mail backup X tool for free. All you have to do is get its free trial version and you can test it completely without needing to spend even a single penny. The free trial is fully functional and you can use it for 15 days without any commitment. Once you are sure that this tool works well for you, feel free to upgrade to the full version in the package of your choice.

Get the free trial of this tool by clicking here