How to perform Office 365 Backup and Restore task?

Emails are an important and main source of communication in an organization because emails increase efficiency, productivity, and business readiness. Thus, it is crucial to keep emails secure. Therefore, backing up emails has become an important and essential part of ensuring productivity in business.  However, a backup is an independent copy of data, which helps users to restore data if a service or source is unavailable. If you have a backup and your file gets corrupted, or there is a situation where you have accidentally deleted your data, you can retrieve your emails with a backup. And, this can only complete with the help of an Office 365 Backup tool.

Moreover, any malware and virus attack can cause serious problems to an organization, such as data loss. Hence, it becomes crucial to have a backup, and you can execute the task with two methods discussed in detail in this blog. Here you will get the best method and ideal Office 365 backup tool to proceed backup task smoothly. Let us further discuss the reasons, methods, and procedures for a secure and quick backup.

Reasons to have a backup of Office 365-:

• Due to plenty of reasons users execute the Office 365 email backup task, and reasons to execute the task are mentioned below-:
• There can be unwanted situations like accidental deletion and now you want to restore deleted mailbox Office 365. Due to this situation, you may accidentally delete data or a mailbox that is useful and important for an organization. Hence, bringing back the data backup is essential.
• Because Office 365 is a cloud-based application. Nonetheless, it is universally accessible; hence, there can be chances of unauthorized access and hacking.
• Due to corruption in Office 365 files, you can lose data, and it is not affordable for any organization to lose data hence taking backup is essential.

Ways to execute the backup task-:

As mentioned earlier, there are two ways to have Office 365 email backup, and both are different. Therefore, deciding which method is best for you is up to you. The two-method are-

• Manual method- it is a complex method with limitations.
• Professional Office 365 Backup Tool- there are no such limitations and risks, and the tool helps perform tasks smoothly and quickly.

Manually performing the Office 365 email backup task.

Because PST files are easy to port and export and are protected with passwords. Hence, users try to have a backup of Office 365 mailboxes in PST file format. Therefore, the steps to manually backup Office 365 emails into PST are mentioned below-:

E-Discovery Method

 1: Log in to your Office 365 with the Administrator credentials.

 2: Go to admin> Exchange.

 3: Next, go to the left panel and then click on permissions; go to Admin Roles> Discovery Management.

 4: To add Roles click on the (+) sign.

 5: from below, the Roles select "Mailbox Import/Export".

 6: Click on the (+) sign under “members” and then click on the user’s name.

7: in the end, after completion of all steps, click on save.

 8: Follow "Compliance Management>>in place eDiscovery and hold" and click the New button.

9: Type the name and click on Next.

10: To select any mailbox, click on "Search all mailboxes", or if you want to select any one specific mailbox, click on "Specify Mailboxes to Search" and add the (+).

11: you can select and apply the Filter option to filter out the data and click on the next button of the "Search Query" screen.

12: Now Page will open "In-Place Hold Setting,” Here, you can select the number of days to keep the items before they are deleted from the server.

13: Next, click on "Finish."

14: After receiving the confirmation of the message, click on the close message.

15: All generated searches will be listed after completing the whole process. Now user can click on the down arrow to export the PST file.

Limitations of the manual method-:

1. The manual method is complicated, and difficult to perform Office 365 email backup tasks.
2. You cannot execute tasks perfectly unless you are not a technical expert.
3. The manual method is complex; hence, data can be lost.
4. It consumes a lot of time to execute this backup task.

Professional Office 365 backup Tool-:

The ideal way to perform the task without complications is to opt for the Professional Office 365 backup Tool. The best tool to execute Office 365 email backup task is Shoviv Office 365 Backup and Restore Tool.

Features of the Shoviv Office 365 Backup Tool-:

1. The software does not alter the data's dignity and maintains the folders' hierarchy.
2. It provides the complete backup of User mailboxes, Archive Mailboxes, Public Folder, etc.
3. With an option like Incremental export, you can resume the task from the last interrupted point and prevent data from duplicity.
4. The software allows adding multiple Office 365 mailboxes without any size limitations.
5. You can take backups in PST file format, and along with PST, users can take backups in file formats like MBOX, EML, HTML, MSG, and MHT.
6. The GUI of the tool is user-friendly; hence, along with technical users, non-technical users can perform the task smoothly.
7. To filter out the data, you can use the Filter option that eliminates the undesired data and includes the desired data.
8. Along with backup, the software can restore deleted mailbox office 365.
9. You can schedule the backup job periodically with daily, weekly and monthly options, and the software will automatically start taking backups.

Working of software-:

Steps to execute Office 365 email backup task with Shoviv software are mentioned below-:

 1- Install the software.

 2- You have to create a project to connect Office 365 user mailbox to connect, choose Office 365 tab, click on the connect button and fetch the user's mailbox.

 3-Now, enter the details of Office 365 admin in the Dialogue box and click on connect.

 4- From the backup directory tab, click on the add icon and create a backup directory to store Office 365 backup mailboxes.

 5- Provide the Directory’s name and browse the path where you want to store the backup files.

 6- Create a new backup job by clicking on the add button of the description toolbar from the backup jobs tab. Now enter details in the dialogue box and click next.

 7 – Select the mailbox for the backup task. There is an option for users to choose if they want to have a backup of general mailboxes, achieve mailboxes or both.

 8- Filter out the data from the three available options.

 9-Now there are two options immediate process and applying scheduler. You can set starting date, ending date, duration, frequency, and occurrence like daily, weekly and monthly.

 10- In the current page, the status of the complete backup process will be there; if you want, you can save it.

 11- After clicking the Finish button, the final report of the backup will appear.

Conclusion-

At the end of the whole blog and after discussing the details of the method and features of this tool. The result is that; the manual method is complicated and thus has many risks, which is why users opt for a professional tool to execute Office 365 backup task because along with backup the software allows to restore deleted mailbox office 365. The software allows trying the free Demo version of the software to learn more about the software works.