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How to Archive Office 365 Mailboxes Locally?

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Creating an archive of Office365 mailboxes occasionally becomes an incredibly needy task. Because Office 365 doesn’t make available the backup of data in the local drive and the PST becomes the first preference for having the backup. Well, there are lots of different solutions are available to helps you archive Office 365 mailboxes locally. However, not all of them will fulfill your requirements in security and functionality.

Why it is important to Archive Office 365 Mailboxes?

  • Accidental data deletion
  • Retention policy gaps
  • Security intimidation –internal and external
  • Hardware malfunction
  • Legal and compliance requirements

Archive Office 365 Mailboxes via Manual Method

The freeway to archive mailboxes from Office 365 account is using eDiscovery manage. This solution is rather technical and can only be performed by the Office 365 administrator only. So if you are an Admin and familiar with the working steps of the Exchange Admin center, then follow the steps below to archive Office 365 emails

  1. Run and Log-in Office 365 with your Administrator credentials
  2. Now, Go to Admin Center and select Exchange
  3. Click Permissions to access. Go to Admin Roles >> Discovery Management
  4. From the Discovery Management option, hit ‘+’ sign to add Roles
  5. After that click on ‘Mailbox Import/Export’ below roles
  6. Within the ‘Members’, click again the ‘+’ sign and click once on the user name
  7. Click on “Save” when the necessary steps finished
  8. After that, here Go to “Compliance Management >> in-place eDiscovery & hold” option and click New (+)
  9. From “In-Place eDiscovery & Hold” dialogue box, enter the name and click Next button
  10. Now, select the all mailboxes by clicking on “Search all mailboxes” or the also selected ones by “Specify mailboxes to search” option and click once more on the ‘+’ sign
  11. Place the filters and go with Next button from the next ‘Search query’ display
  12. From “In-Place Hold Settings” dialogue box you can identify the number of days for which the items are to be reserved before they are deleted from the server
  13. Now, click the “Finish” there.
  14. After a verification message, click on “Close”
  15. Finally, the search list will be presented, after that click on the downward bullet to export the .pst files

Drawbacks of the manual way of archiving are:

  • The manual method is a lengthy procedure and takes unpredicted time.
  • Complete emails, calendars, contacts, and all contents cannot be exported.
  • There are no filter items given to export items
  • Only execute this way which is expert technically

Archive Office 365 Emails using Automated Tool

The easier way to archive a particular or all mailboxes of Office 365 is via the automated Microsoft Export tool. This tool allows to backup of user mailbox, archive mailbox, shared mailbox from Office 365 account.

Features of these tools are:

1. Archive emails, contacts, calendars, tasks from Office 365 account.

2. Downloads user mailbox along with shared mailbox and Office 365 archive mailbox

3. Spilt PST option to get variable size pst file

4. User and Admin login options.

5. Save the archived data to the desired location on the computer

Simple Working Steps of the tool:

1. First Download the tool and launch it on windows OS.

2. Then login into the tool using either an admin account or a normal user account.

Note: Login in with an admin account allows you to create an archive of other Office 365 user account without their account password. Additionally, you can also create an archive of the shared mailbox when logged in as Admin.

3. Select the User accounts whose archive needs to be created.

4. Choose the email-format for archived emails (PST, EML, or MSG)

5. Browse the location where you wish to save the archived emails and hit the Export button.

That’s it, Now the tool will start downloading the mailboxes into selected format. Once done, the tool will provide notifications of its completion. Then you can save the report and exit the tool.

Wrapping up

If you are looking for a simple solution to archive Office 365 mailboxes, then this article is for you. Here, we have mentioned two solutions for archiving emails from Office 365 account. If you are an administrator with good working experience in the Exchange Admin center then you can go for eDiscovery method. Else, take the help of the above recommended automated tool to perform the task quite easily. To check its functioning, a demo version of it is also accessible, which permits backup of the first 100 items per folder freed.