Technology

How to Take Backup Of Outlook Web Mails? Easy Solution

In the corporate world, emails are a prominent medium for business communications. And most of the users prefer Microsoft Outlook 365 as a trusting email client. The ease of the cloud-based interface let the users access their emails, contacts, etc from anywhere.

However, when it comes to saving their emails for offline access, many Office 365 users have the confusion about how to take a backup of Outlook Web mails?

This is why we’ve come up with this article to help you find the best solution for keeping a copy of all the important emails on your PC.

Must Read: How to Import PST files to Office 365 Mailbox?

What Are The Various Ways To Take Backup Of Outlook Web Mails?

Basically, there are three ways to export your data and save it on your system. They are,

  1. Using Expert-recommended Automated Tool 
  2. Through Import/Export Wizard
  3. eDiscovery utility for exporting emails

Out of the above three, the last two methods are manual. Microsoft offers these approaches. However, these methods are not user-friendly because it involves lots of technicalities.

Further, for using the eDiscovery utility, you must have known each and every detail of Office 365.

Now, coming to the automated method, it’s the most convenient way that you can use to save your Outlook webmails. Many industry specialists have approved this approach for its distinct features. We’ll discuss it in depth shortly.

But, first, let’s know the three methods one by one.

Comfortably Take Backup Of Outlook Web Mails Using Expert-recommended Automated Tool

Backing up data is really essential to safeguard your files and emails from external security threats. More importantly, relying on the right medium like SysTools Office 365 Backup Tool. Soon, you will know the reason, why many experts suggest using this software.

But, before that, know the straightforward steps for executing the backup process.

Step-1: Install the backup tool and run it on your system. After that, configure the source and destination as ‘Office 365’ and ‘Outlook’ respectively. Here ‘Outlook’ implies that data will be saved in pst file format.

Step-2: Next, under the ‘Workload Selection’, select the ‘Email’. Select ‘Contact’, ‘Calendar’, etc for saving them to your system as well(optional).

Step-3: Also, there is an option to backup selective emails. To do so, just click on the ‘Date filter’ checkbox and choose the desired date range. Then click ‘Next

Step-4: Next, on the ‘Source’ tab, type the correct ‘Admin Email’, the ‘Application ID’ 

Step-5: Then, you need to ensure that all the permissions are valid by clicking on the validate button. 

Once you confirm the same, click ‘Next’

Step-6: Next, on the ‘Destination’ tab, you have to specify the ‘Backup folder path’. And, select the file size(so that PST will get split once reached to selected size)

Step-7: After that, you need to confirm that the destination permissions are legit by clicking on the ‘Validate’ button. 

Once it’s verified, click ‘Next’

Step-8: Now, it’s time to define the source users by clicking on the ‘fetch users’. After fetching, select the source emails that you want to take backup. Then, once again click on validate button for final verification.

Step-9: Finally, click on the Start Backup to take a backup of Outlook webmails.

Now, How To Take Backup Of Outlook Web Mails Manually Through Import/Export Wizard?

You can use this method for saving a few emails to your hard drive. However, you need to make sure that your Outlook account is already configured before stepping into the actual procedure.

Once you confirm the above, follow the below steps:

  1. Open Outlook>> click on the ‘File’ button present at the top left of your screen. 
  2. Next, click on the Open & Export option>> select the Import/Export
  3. Then, choose the Export to a file>> click on the ‘Next’ button.
  4. In the next window, under ‘Create a file of type’, specify the file format as Outlook Data file(.pst)>> click on ‘Next’
  5. After that, click on the folder that you want to take backup.
  6. Next, select the Include subfolders checkbox to backup the entire mailbox. Otherwise, just select the folders you want to backup from the list>> Click on ‘Next’
  7. Now, choose the destination path by clicking on Browse for saving the Outlook (.pst) backup file. 
  8. In addition, under Options, select the desired radio button as per your choice.
  9. At last, click the Finish button to take a backup of Outlook Webmails.

Let’s face the fact that no organization is dealing with a few emails in day-to-day business. The numbers are in the hundreds or thousands as per the size of an organization.

Hence, this is definitely not the method for saving bulk emails to your PC.

Now, it’s time to put some light on the 2nd manual approach.

Also Read: Transfer Emails from Lotus Notes to Outlook 2016 

Take Backup Of Outlook Web Mails By Using eDiscovery Utility

This is quite a lengthy and complex approach. It requires a remarkably good technical skillset to nail this method.

Above all, you need an admin account to attempt the procedure. If you own one or have the access then simply follow the below steps.

  1. Navigate to Microsoft 365 admin center>> click on Security in the menu.
  2. Next, go to Permissions in the menu.
  3. Now, click on the eDiscovery manager checkbox>> click on the Edit Role Group.
  4. In the Edit Role Group dialogue box, click on ‘Choose Roles’. 

[Note: The Export must be listed among Selected Roles. If it is not present then click on Edit>> add roles.]

  1. Now, redirect to the home page of the Microsoft 365 admin center. And, select Compliance in the menu. 
  2. After that, expand the menu present on the left-hand side of your screen and select Content search>> click on the ‘New search
  3. After that, click on the ‘Add conditions’ button.
  4. Once the menu pops up on the screen mark the ‘Type’ checkbox>> press the ‘Add’ button>> click on Save & run’ 
  5. Then, type a name>> give the description box for your search>> click Save.
  6. Now, click on the ‘Back to saved searches’ in the Content search.
  7. Next, select the search query, then wait for the process to complete. At last, click ‘Export Results’

In case you are new to Office 365 then it’s certain that this method is not going to help you.

But, you don’t have to worry since we’ve already discussed the fit-for-all automated method in the beginning. 

Now, let’s briefly discuss how the software is gonna benefit you.

Unbeatable Features of The Tried and Tested Tool

Below are a handful of characteristics of the software.

  • Along with emails, you can backup contacts, calendars, tasks, etc.
  • For single or multiple users, the tool lets you save your data in batches for your convenience.
  • Interestingly, admins can download shared mailbox data as well.
  • Precisely, you are going to experience an uninterrupted backup process.
  • More importantly, the software maintains data integrity throughout the process. Hence, there is no chance of data loss.

Also Read: How to Export Office 365 Archive Mailbox to PST?

On a Final Note

Many Office 365 users are now realizing the importance and benefits of backing up their crucial emails. But, unfortunately, they are not aware of a convenient method to do so. Thus, we’ve discussed three different methods through which you can save your data at the desired location. Choose the most appropriate method and download your emails!

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