How to Take Email Backup from Office 365 Admin Portal? Reliable Solution

How to Take Email Backup from Office 365 Admin Portal

Looking for email backup from Office 365 admin portal? If yes then, you had reached the right article. Today in this problem-solving article, we will guide you in order to accomplish this task easily. Let’s start with a user query just to understand the whole real-life scenario.

User Query:

Hello, I wanted to back up my Office 365 emails so that I could keep them secure and retrieve them whenever I wanted. I did, however, wish to preserve them from the administration center. The manual technique provided by Microsoft is time-consuming and complex; could you recommend a simpler method?

The Microsoft Office 365 Admin site is a web-based interface through which you may backup your Office 365 emails.

Administrators primarily use it to handle user accounts and configuration settings for Office 365 subscription services such as Exchange Online and SharePoint Online.

We are aware that Office 365 saves user data in the cloud.

However, saving data on the web has its own pros and downsides.

Data on the cloud allows the user to access it from anywhere, but there is a substantial risk of data loss when they are there.

In addition to that, unauthorized access and hacking are possible. Incorrect account closure and unintentional deletion of things can also occur on the part of users.

Since there are no techniques to recover Office 365 mailbox data in the event of data loss or deletion, therefore, to cope with the concerns of account loss and data loss, you should backup your Office 365 mailboxes.

Furthermore, when Office 365 mailbox data is saved in PST file format, it becomes easy to share.

Methods to Take Email Backup from Office 365 Admin Portal

When it comes to making backups of emails through the Office 365 admin interface, the Content Search eDiscovery technique or a third-party application might be used.

The Content Search eDiscovery technique necessitates familiarity with Office 365 and the Exchange admin center. If you are a techie, you should attempt this approach for email backup from Office 365 mailbox to PST.

However, if you are a beginner, this approach will not be suitable for you. As a result, you should experiment with third-party Office 365 backup products.

In this article, we will go through both techniques.

Method 1: Using a Professional Tool to Take Email Backup from Office 365 Admin Portal

TheOffice 365 Cloud Backup & Restore Tool allows you to preserve not just emails but also calendars, contacts, and documents from different Office 365 accounts.

It keeps all of the data’s meta characteristics and data integrity after backup.

The program has an intriguing feature called the ‘Date-Filter option,’ which allows you to download only the data that falls inside the selected time period.

Go through the steps below to understand the tool better:-

Step 1: Activate the tool in your system.

Step 2: Click the Setup tab to choose the backup’s Source and Destination.

Step 3: Under the workload station, select the categories from Office 365 that you wish to backup.

Step 4: Enter your Office 365 login credentials and then press the Next button in order to perform email backup from Office 365 admin portal.

Step 5: Browse to the place where the PST file will be stored and then click Next.

Step 6: Add the users who need to be processed from the source account.

Step 7: Click Validate to confirm the accounts, and then click OK.

Step 8: Next, from the ribbon bar, click the Start Backup button to begin the backup process in order to email backup from Office 365 admin portal.

Step 9: If you wish to run the backup again, you may use the Re-Run Backup option.

Method 2: Using The Content Search eDiscovery Method To Backup Office 365 Mailboxes


The Content Search eDiscovery tool is used to search and locate the material in Exchange Online mailboxes/public folders.

You may later export this data as PST files for future use.

To free export Office 365 Mailbox to PST, sign in to your Office 365 account and navigate to the Exchange Admin Center.

Follow these steps to learn how to go about it:

Step 1: sign in to your Office 365 account and access the Microsoft 365 Admin Center.

Step 2: From the Admin Centers, choose Security and Compliance.

Step 3: Expand the Permissions Tab under Security and Compliance section.

[Note: To use certain eDiscovery capabilities, you must be a member of the eDiscovery Manager Role group.]

Step 4: Check the box next to eDiscovery Manager, then click the Edit icon to add the necessary responsibilities for the Discovery Management group in order to email backup from Office 365 admin portal.

Step 5: The following jobs are often assigned to the role group: Case Management, Compliance Search, Export, Hold, Preview, Review, and RMS Decrypt.

Step 6: If the Export role isn’t present, go to the Edit role group and create it.

Step 7: The role has now been allocated. Select the Content search option from the Search and Investigation drop-down menu.

Step 8: Now you need to click New Search, which is available in the latest version of eDiscovery Content Search.

Step 9: Select the data that you want to backup from the O365 Admin portal in the search pane. The user can add criteria to increase the precision of the Office 365 search process as needed. As you can see, there are a variety of choices for filtering search emails and other information.

Step 10: Select Specific locations and modify them to export Office 365 mailboxes to PST from all mailboxes.

Step 11: Now, using the Choose user group’s option, choose emails or specify mailboxes.

Step 12: Enabling the Public folders option allows you to export mailboxes from SharePoint and Public folders.

Step 13: The Search option provides a slew of different filtering choices, such as equals any of and many more, that selectively export the data.

Step 14: To export all Outlook 365 mailboxes to PST in bulk, do not enter any criteria or keywords; instead, simply click the Save and Run buttons. The tool will prompt you to input the search’s name.

Step 13: The Search option provides a slew of different filtering choices, such as equals any of and many more, that selectively export the data.

Step 14: To export all Outlook 365 mailboxes to PST in bulk, do not enter any criteria or keywords; instead, simply click the Save and Run buttons. The tool will prompt you to input the search’s name.

Step 16: As shown below, preview all of the search results you wish to export.

Step 17: Return to the saved searches page and choose the Folder name to export Office 365 Online Mailbox to PST. Because we choose the Export PST file, we can see the status of the search as well as all the data about the search result. To do so, go to the more menu and select the Export results option.

Step 18: In the Export Results Wizard, pick the appropriate radio button. If you need to export search results to a single PST file, uncheck the Enable deduplication option.

Step 19: Once all of the necessary settings have been completed, click the Export button at the bottom of the window to begin the exporting process. After that, close this tab in order to email backup from Office 365 admin portal.

Step 20: Return to the searches and choose the Export tab to view the export progress.

Step 21: Before the export procedure is finished, a user can click the Download results button to begin downloading the data.

Step 22: Make a note of the Export key, which is needed in the Click Once/eDiscovery program to export Office 365 Mailboxes to PST.

Step 23: Next, paste the copied export key into the Paste field and choose a location to save the PST file.

Step 24:  Finally, click the Start button to begin the export process, which will convert the Office 365 Mailbox to PST format.

Wrapping Up

Taking email backup from Office 365 admin Portal can be a complicated and tedious process if you are following the manual approach. Therefore, in this blog, I have shared an automated tool using which you will be able to backup your emails from the admin portal easily.

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