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How to Backup Office 365 Mailbox Locally as PST File?

Backup Office 365 mailboxes to store them locally. Maybe you already thought of Office 365 backup solutions that might assist to save your emails to a secured location and, if you need those saved mailbox items, you could easily restore or import them easily to Office 365 mailbox. Users who think about or bothered about fulfilling legal needs associated with electronic record retention, keeping vital information in multiple backup copies, or just not being curious about paying for inactive MS Office 365 accounts are aware of the challenges here.

What About Office 365 Data Safety – Bother or Not?

It is just a saying that, you must not have any concern about your information saved within Office 365 clouds because Microsoft Data Centers kept several copies of your data at different sites so as to produce availableness of data just in case of any sudden disaster. Which implies that if one in all databases stop responding then another one takes the charge and starts responding. In this way, all services keep on going without any data loss.

Unfortunately, it looks that there are no intrinsic Office 365 Backup solutions those are designed for complete backup and restore Office 365 Exchange Online data. Though Microsoft guarantees complete data recovery still cannot guarantee a complete and speedy restore of lost data even several situations exist in which they fail to recover lost data from O365 Mailbox. Let’s know some of them.

Office 365 Mailbox Item Deleted or Damaged

However, what if some users delete any necessary emails accidentally? Or any unauthorized user hacked your Office 365 mailbox account and deleted data intentionally? Should the user take action immediately? The solution is: sooner they recover is better they get. If such a situation occurs, Microsoft has their own Office 365 backup retention policies that provide two options, which is able to revive deleted data: Deleted Item Retention and Single Item Recovery. And recovery is only possible when removed items qualify the Office 365 Backup retention policies.

Also, If a mailbox becomes corrupted or damaged and you can’t get Microsoft to restore the mailbox, then you might be able to use the Outlook cache to get the mailbox data back. Outlook maintains an OST file containing the mailbox items i.e. messages, contacts, calendar items, etc. The OSTs exist on individual System or on a centralized server if roaming profiles are being used.

Last Option Backup Office 365 Mailbox Items

It seems that the last option is to take backup of office 365 mailbox to download your Outlook Online data to a .pst file locally. Thanks to that, you can save your Exchange Online data ad PST file format. So that, when needed, can easily be restored back to the O365 account. Here we will explain two ways to take backup Office 365 Mailbox.

Export Office 365 Mailbox to PST using eDiscovery.

Method1: Backup Office 365 Mailbox to PST using Outlook App

Synchronize your Office 365 account to an Outlook app, version 2016, 2013 or 2010. Then, you can use Outlook to move email, contacts, and calendar from Office 365 mailbox. And finally, you could get a PST file on your system. Here’s what you do:

    1. Add your Gmail account ‘source’ to Outlook 2016/ 2013./2010. This will take a few seconds now you can see all your mail items in Outlook 2016.
    1. Now add Office 365 account to selected Outlook version. As you add your account it will automatically sync and add all present mailbox items including Contacts, deleted emails, emails, etc. to Outlook.
  1. Now from Outlook, you can easily backup in PST file like:
      1. In Outlook 2010 choose option “Export Outlook items to a .pst file”
    1. In Outlook 2013 and Outlook 2016 choose option “Export Outlook items from a .pst file”

After mailbox items are backed up in PST file, it’s portable! Now you can save it to your Local system or can import to other accounts.

Note: Microsoft Outlook 2016/2013 or 2010 must be installed in the system for the above procedure

Method2: Automated Solution to Backup & Restore Office 365 Mailbox

The manual method could be slow and lengthy. Also, technical expertise needed to backup office 365 Mailbox manually. Also, Outlook app must be installed on your system to take backup. Definitely, manual approach cost you more than any other solutions. In light of such limitation, one can look for an automated method, like using Office 365 Mailbox Backup Solutions in case any of the above manual solutions fail.

Final Words

Above, In this article, we have discussed Microsoft Office 365 Data Safety and how to backup office 365 Mailbox items locally on our system in PST file format. Both Manual and the automated solution is discussed.

Edwin J. Hoffer

Edwin is an independent blogger on upcoming technologies. He is quite passionate about the great use of Office 365 to unlock business value. His main area of interest is Exchange Server, Azure, Office 365 & SharePoint, MS Outlook.

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