What are the best Microsoft 365 Backup Solutions? (Full Guide 2024)

Summary:

Microsoft 365 is a comprehensive suite of cloud-based productivity tools and services developed by Microsoft. It aims to enhance collaboration, communication, and productivity for individual, business, and organisational needs. This makes it appealing to both tech professionals and business users. Given the importance of security, sharing, and accessibility, it is essential for users to backup emails from Microsoft 365 mailboxes. This article outlines the best Microsoft 365 backup solutions, including both manual methods and automated Office 365 Backup Software. Read the blog to the end to discover a reliable solution for you.

Why is it Necessary to Backup Microsoft 365?

There are many reasons to back up Microsoft 365; the following are some:

  • A backup solution offers customised retention periods so you can retain vital data for as long as necessary.
  • Data can be lost due to accidental deletion or syncing issues. A backup ensures that you store your data safely and recover it if lost. 
  • It also allows you to retrieve data, even if attackers encrypt or delete it maliciously.
  • A backup ensures you can access your information during the downtime.
  • Having a backup solution ensures that you are in control of and own your data.

In a nutshell, while Microsoft 365 comes with many great features, data backup is crucial for complete data safety.

How do I Back up My Microsoft 365 Account?

To effectively manage, access, and retrieve your data, you should backup your Microsoft data. For this, we offer you two prominently used and simple methods, including:

  1. Manual Microsoft 365 Backup methods
  2. Secure Automated Tool

Manual Method: Free Microsoft 365 Backup Solutions

There are some built-in features of Microsoft 365 relating to data recovery. Some manual backup solutions can ensure that your emails, files, and other important data are safe. Here is a comprehensive guide to the manual backup methods for Microsoft 365:

1. Backup Microsoft 365 Emails Using Outlook

The most common means of backing up emails from Microsoft 365 involves using Microsoft Outlook. You can export this mailbox data through the use of a PST file.

Steps to Export Emails to PST Format:

  1. First, install and launch the Microsoft Outlook application on your system.
  2. After that, log in to the account using Microsoft 365 credentials.
  3. Next, choose the File option and go to the Info section.
  4. Under the menu, choose the Import/Export option.
  5. Here, select the Export to a File section from the option.
  6. Then, select the Outlook Data File (.pst).
  7. Now, choose the folders that you want to back up.
  8. After that, choose where to save the exported PST file on your system.
  9. In the end, click the Finish button to begin the backup process.

This method is ideal for individuals or small organizations. However, it is a manual process that requires periodic repetition to maintain an up-to-date backup of the data.

2. Backing Up OneDrive Files

OneDrive allows users to store files in the cloud and is also an important part of Microsoft 365 that needs to be backed up. If you are looking for Microsoft 365 Backup Solutions to download OneDrive files, here it is. You can back up OneDrive files by syncing them with your local machine. This ensures that copies of your files are stored on both OneDrive and your local system.

Steps to Sync OneDrive Files for Backup:

  1. Firstly, make sure you have OneDrive installed on your system.
  2. After that, open the OneDrive application and Sign In with your Microsoft 365 credentials.
  3. Now, choose the folders to backup data from OneDrive to your local system.
  4. Next, right-click on it and select the Download option.
  5. Your files are saved in the form of a local backup by downloading files to OneDrive.

Using this method, you can download only one file at a time, requiring repetition to download multiple files manually.

3. Manually Backing Up SharePoint Files

Another necessary feature of Office 365 is SharePoint. As part of Microsoft 365 Backup Solutions, one might need to back up SharePoint data to manage documents effectively and share them with team members. SharePoint files can be backed up by simply downloading them to the user’s computer. This method allows users to create local copies of the files stored in SharePoint. 

Steps to Backup SharePoint Files:

  1. Open the SharePoint site on your system.
  2. Next, go to the Document Library.
  3. After that, select the File that you want to backup.
  4. Click on the Download option.
  5. In the end, verify the data to ensure data protection.

This method works well for small files, but it’s difficult to manage with larger file collections or continuous backups.

4. Exporting Microsoft 365 Data Using PowerShell (For Technical Users)

For administrators and technically skilled users, PowerShell provides a way to extract data from an Exchange server. This process involves exporting the data to PST format, allowing you to save it to the local file system for backup or further use.

Exporting Exchange Data Using PowerShell:

  1. First, click the Windows button.
  2. Then, search PowerShell and open it.
  3. In the panel, execute the New-MailboxExportRequest -Mailbox “MailboxName” -FilePath “\\SERVER01\PSTFiles\MailboxName.pst” to export mailbox data.
  4. Now, use Get-MailboxExportRequest -Mailbox “MailboxName” to track the status of the export.
  5. In the end, download the exported PST file.

This method is convenient for large-scale organizations or those having administrators since they can export data using more flexibility.

Limitations of Manual Backup Solutions

Manual processes do assist in backing up data but possess several disadvantages:

  • Manual backup methods require a significant amount of time.
  • It also increases the chances of missing data or failure in backing up files.
  • Some data cannot be backed up manually with complete accuracy. 
  • Additionally, manual backups require regular scheduling.

Professional Tool: Backup Microsoft 365 Emails More Securely 

With the Office 365 Backup Tool, users can back up and save Microsoft 365 account data to their local system. Microsoft 365 mailboxes can be exported to various file formats, hence making them accessible and referable in the future. This application has a user-friendly interface and will handle your data safely and securely. Moreover, the tool also facilitates users in Office 365 Tenant-to-Tenant Migration. It is the ideal solution for anyone wishing to create an Office 365 mailbox backup.

Steps to Implement Microsoft 365 Backup Solutions:

  1. First, download and launch the Microsoft 365 Backup Tool on your system.
  2. Proceed with the Backup option and click Continue.
  3. After that, enter Office 365 credentials and authenticate the login process.
  4. Select the source user & mailbox and backup option on the next panel. 
  5. Preview Microsoft 365 and choose the desired folder that you want to backup.
  6. Then, choose PST or any other format to save data on a local machine.
  7. Here, choose the additional builtin feature that suits your needs.
  8. Now, specify the desired location to save the resultant output file format.
  9. In the end, click on the Convert button to begin the process.

Conclusion

There are various reasons why Microsoft 365 Mailbox needs to be backed up. There are multiple Microsoft 365 backup solutions to get the task done. Manual procedures do not allow a legitimate and user-friendly means to perform the Office 365 email backup. Thus, we recommend you opt to go with the specialized backup tool. Also, it is equipped with an intuitive, user-friendly interface, making it easily accessible for novice users.

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About The Author:

As a Technical expert, I love to write blogs on email migration, data recovery, and cloud migration. In my free time, I like to research new things related to technology.

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