Find Out How to Backup Office 365 Emails Locally in Few Clicks
“I am using Microsoft Office 365 in my current organization for email communication. Now, planning to leave the organization in a few days. Right now I have some crucial emails in my mailbox account. Therefore, I want to backup Office 365 emails locally. But I can’t find a proper solution for it. Can someone help me out in this case?”
Do you want a secure and reliable way to backup Office 365 emails? Are you worried about your crucial mailbox data available in the cloud? Then, this article is for you as it explains the best method to download all emails and other mailbox items in local storage using manual and professional solutions.
As Office 365 is a cloud-based suite, it stores everything in cloud storage and users don’t have anything in their local system. Additionally, Microsoft does not offer any direct way, using which users can backup mailbox data from O365 to local storage. So, users can follow the below-mentioned techniques to download emails.
Recommended Solution to Backup Office 365 Emails Locally
SysTools Office 365 Backup Tool is the best software to download all emails to local storage in just a few clicks. Moreover, users can choose two other file formats as well to download their crucial email data. It is built using advanced algorithms which offer various unique features to extract data from multiple accounts in one go.
1. Backup Emails from Multiple Mailboxes – This application is developed for both home users and enterprises. It means that it is capable enough to backup Office 365 emails of single users or multiple users simultaneously. If they have multiple mailboxes, then they should use Admin ID and its password to log in and authenticate into the software.
2. Option to Auto-Detect Mailboxes – Another great and useful feature of this tool is that once the user is successfully logged in to the tool, it fetches all the existing Office 365 mailboxes. The software displays all the mailboxes on the screen and users can also search for a particular mailbox within the tool only.
3. Save Data from Selected Folder Only – There is an option available in this utility to backup Office 365 emails locally from selected folders. Users can enable the checkbox which is available corresponding to the folders that they want to save. It will save a lot of time for the users and saves the storage space for the system.
This application allows users to export Office 365 shared mailbox to PST as well. Users can download the trial version of the software for free to test all the features.
Guided Steps to Backup Office 365 Emails Using Software
Step 1. Download the tool & Launch it on your PC. Choose the source as Office 365 & destination as Outlook.
Step 2. Choose the required mailbox items that you want to backup. Apply the date filter if required.
Step 3. Use Office 365 admin account’s credentials to log into the software and validate the required permission.
Step 4. Define the location on your local PC to save the backed-up data.
Step 5. Create a mapping of users and select the required mailboxes from the list.
Step 6. Validate the respective permissions and hit the start backup button to backup Office 365 emails locally.
How to Backup Office 365 Emails Using Outlook Desktop Application
Note: Users should have Microsoft Outlook installed on their system.
- Open the Control Panel of the system and select the Mail option.
- Click on Add button in the subsequent window.
- Choose Manual setup or additional server types in the opened window, then hit Next.
- Select Office 365 option >> enter your login credentials >> press Next.
- Now, you will receive the Autodiscover.xml window where you must enter Office 365 details.
- After this, it will complete the configuration process in Outlook.
Now, open Microsoft Outlook, and all the email messages will be downloaded to your system. This process will take time depending on the number of emails stored in your mailbox. Once, all your emails are synchronized, you must implement the following procedure to get all your emails in the PST file:
• Open Microsoft Outlook and click on the File button.
• Go to Import & Export option and the new window will open.
• In this window, select the Export to a File option.
• Now, select the option i.e. Outlook data file (.pst).
• Check the Include Subfolders option & hit the Next button.
• Enable Replace duplicates with items exported option and click on the Finish button to backup Office 365 emails.
Conclusion
Users can go for any of the above-mentioned methods to backup Office 365 emails in local storage. However, the manual method is not suitable for the users as it takes so much time and effort and requires technical knowledge as well. Moreover, if the mailbox is size is large, then there are chances that Microsoft Outlook may get frozen. On the other hand, the automated tool is a quick and reliable way to download all your emails in a short time.
