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How to Backup Office 365 Email Account? Expert’s Advice

Office 365 offers a dynamic experience for its users due to the collaborative workspace feature. And many organizations and businesses rely on the Outlook 365 email client for sharing crucial information. 

However, these organizations oftentimes forget the most important concern i.e. data protection against loss.

Hence, IT experts always recommend backup the office 365 email account, which will safeguard your valuable emails and documents from various technical disasters.

Now, if you are wondering about the convenient method to backup your email account. Then, let’s have a look at the approach suggested by professionals.

Save Office 365 Emails to Desktop Using Reliable Software

As an organization or business entity, you must have a large number of employees using Outlook 365. Backing up the email accounts of the staff may seem stressful. 

But, you can pull this off considering the expert-suggested Top Rated SysTools Office 365 Backup Tool. This automated method has its own advantages. We will briefly discuss the same later in this article.

Detailed Steps with Screenshots to Backup Office 365 Email Account

Let’s first discuss the steps to take the backup of your Outlook account.

Step-1: Firstly, open the software. Then go to the ‘Set up’ section and select ‘Office 365’ as the source and ‘Outlook’ as the destination.

Step-2: Next, under the section ‘Workload Selection’, check ‘Email’, ‘Document’, ‘Contact’

Step-3: As a matter of fact, you can execute a selective backup using the ‘Date-range Filter’

Step-4: After that, go to the ‘Source’ tab. Then, enter the ‘Admin Email’, along with that provide the ‘Application ID’ created at the time of project creation.

Step-5: Next, validate the source user permission and click on the ‘Next’ button.

Step-6: Then go to the ‘Destination’ tab, here select the ‘Backup folder path’

Step-7: Again validate the permissions and click on the ‘Next’ button.

Step-8: Now click on ‘fetch users’ and select a list of users.

Step-9: After validating, click on ‘Start Backup’ to export Office 365 mailbox.

After successfully following the above steps you will easily save a copy of all your important information for future reference. Not to mention, there are various benefits of this software.

Let me walk you through the same.

Advantages of Using the Tool to Backup Office 365 Email Locally

There are many plus points of using the software while taking the backup. Such as:

  • You can create a backup of multiple Office 365 users in one go.
  • Throughout the process, this software maintains data integrity.  
  • With the help of the ‘File Naming Convention’ option, you can organize the emails and identify the files. You can do the same on the basis of Subject, Date, and Time.
  • One of the robust functionalities is its Pause and Resume option. By using this feature you can have an uninterrupted backup process even if you have an unstable internet connection.

Considering the above merits, the tool takes the number one position when it comes to backup a huge number of email accounts.

Anyhow, if you want to take backup of less number of emails then you can check out the below method.

Manual Method to Backup Office 365 Email Account

There is less chance that someone is using Outlook email client for personal use. However, exceptions may happen. And if you are one of them then you can save your emails using this method offered by Microsoft itself.

But, let me tell you, it is quite a lengthy process. And if you are not technically so sound then I would recommend opting for the automated method.

Nonetheless, let’s have a look at the steps to backup email using the Export/Import wizard.

[Note: Before attempting this particular process, ensure that you have already configured your Office 365 account]

Manual Steps to Export Office 365 Mailbox

Step-1: Open Outlook and at the top left of your Outlook ribbon, click on the ‘File’

Step-2: After that look for the ‘Open & Export’. Further, select the ‘Import/Export’

Step-3: Then, select the ‘Export to File’ option.

Step-4: Click on the ‘Next’ button. 

Step-5: Next, select the ‘Outlook Data file(.pst)’.

Step-6: Then, press the ‘Next’ button.

Step-7: After that, choose the mailbox of your choice to export.

Step-8: Click on the ‘Include sub folders’ checkbox to backup the entire mailbox. Otherwise, select the folders you want to export from the list.

Step-9: Then press on the ‘Next’ button.

Step-10: In the next window, click on the ‘Browse’ to choose the destination location of the Outlook (.pst) file. Further, under ‘Option’ select the radio button as per your need.

Step-11: Finally, click on the ‘Finish’ button to backup Office 365 mailbox.

[Note: If you wish to protect your PST files with passwords then you can enter the same or you can just leave it blank and click on ‘OK’]


Losing crucial data can be a nightmare for any organization or business. Hence, secure your important files and emails by saving a copy of the same. Till now, you must have been familiar with the professional approach. So, don’t wait for a disaster to happen. Back up your Office 365 email account now using the trusted tool.

Related: If you are searching for a tool to migrate your MS Teams data to another tenant. Then you can use the Widely Used MS Teams Migration Tool.

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