Why it’s important to backup office 365 mailbox to PST?


Among organizations, email communication is important for communicating with colleagues or clients. As Office 365 is introduced for users, it eases email communication tasks for all. Most users think that Office 365 is a cloud-based service, so there is no need to keep a backup of crucial data. But there are always risks of cyber attacks, virus attacks, etc., even if you are working on a cloud-based service. For this, users must backup Office 365 mailbox to PST file format. As we all know, Office 365 keeps the essential data of an organization, so users require a secure and quick way to perform this task. In this guide, we will elaborate on the manual method and professional third-party tool to take a backup of your Office 365 mailbox.

What are the benefits of taking a backup of your Office 365 data?

  • Backing up your Office 365 data into PST format helps to make the data portable in local storage, as the PST file is easily accessible and portable.
  • Users can avoid future accidental or intentional data loss situations by taking the backup Office 365 mailbox to PST format.
  • In case you want to delete your account and look to export this account’s data to another one.
  • Keeping a regular backup of your important data can help in preventing data loss from various future mishaps.

We have shared the common reasons to back up MS Office 365 emails. Apart from this, organizations could be more reasons to perform this task which can vary for each organization. In the following paragraphs, we have elaborated on the solutions to Backup Office 365 mailbox to PST format in a hassle-free manner. So, read all the solutions carefully to understand the complete working procedure.

Techniques to back up your MS Office 365 mailbox

Users can try the manual or professional method to accomplish this backup task. Manually, users can go with the eDiscovery method that Microsoft offers to take back up. Most importantly, the manual method is a bit complicated to use, and users need to be more careful while processing the backup task. So, to backup Office 365 mailbox to PST format easily, we have shared step by step procedure of the manual way that you can follow to do this backup task.

The EDiscovery Method for taking the backup of Office 365 emails

Step1: Open the Microsoft Office 365 login page and log in with your account.

Step2: Go to the Office 365 Admin center and tap on the Security option.

Step3: Choose the Permission option and select eDiscovery manager from the list.

Step4: On the next page, select the Edit button.

Step5: Pick eDiscovery administrator and press the Save button.

Step6: Afterwards, go to the search option and choose the content search option.

Step7: On the new page, select the new search option.

Step8: Enter the name and other details for your new search and hit the Next button.

Step9: Select the location or search the mailbox that you want to backup in PST file format. Click Next.

Step 10: Choose the keywords and apply conditions as per requirements. Thereafter, tap the Next button.

Step11: Review your search setting, and after that, hit Submit. To make changes in search settings, click Back.

Step 12: Find your search from the search list and then press the Action option.

Step13: Now tap the Export result option, and select your Output option. At last, click the Export option.

Step 14: Navigate to the Export tab and select your last export. After that, click on the Download Results button.

Step15: Scroll down and copy the Export key.

Step 16: Open the eDiscovery Export Tool, paste the Export key and select the location where you want to save the PST file.

Step17: Finally, click the start button to begin the backup Office 365 mailbox to PST format.

Limitations of the eDiscovery method

  • This manual method takes a longer time in processing the Office 365 mailbox.
  • Users need prior technical expertise to handle the manual method process.
  • Backup of the selective items is not possible with the manual method.
  • A single human error may lead to the chances of data corruption.
  • It doesn’t maintain the structure of the folder while processing the backup task.

With these difficulties, users need to think before executing this backup task. So, for an effortless procedure to backup Office 365 mailbox to PST format, users can choose the Shoviv professional third-party tool. In the next paragraph, we are sharing the features and working procedures of the Shoviv third-party tool.

Features of the Shoviv Third-party automation

Shoviv software provides a professional third-party tool name Shoviv Office 365 Backup and Restore Tool. This automation is the best solution if you are looking to backup Office 365 mailbox to PST file format. It works without any size or counts limitations; users can include Office 365 mailboxes of any size. This tool perfectly keeps the structure of the folder and meta properties without making any modifications. Users will be enabled to choose the needed items using its filter option. This option helps users to make a backup of particular items.

  1. This software provides many file formats to keep a backup of Office 365 data like PST, HTML, MBOX, MSG, etc.
  2. It enables users to create or run multiple jobs without affecting the speed of the backup process.
  3. Moreover, it offers a user-friendly GUI; novice users also backup Office 365 mailbox to PST file format without any concern.
  4. The data of the Office 365 remains unaffected; this software doesn’t harm or misplace any data.
  5. It allows users to set the timer for large items, which will help them get rid of getting stuck on a single item.
  6. Users also use the incremental export option to resume the backup process if it gets paused. This option also helps to prevent users’ data from duplicating items.
  7. After completing the process to backup Office 365 mailbox to PST file format, it generates a report of the whole process.

Working of the Shoviv third-party software

Step1: Install the Shoviv Office 365 Backup and Restore Tool.

Step2: Open the software and press the Connect Office 365 tab.

Step3: Enter the Project name and other details to connect with Office 365. After that, click the Ok button.

Step4: Choose the mailbox that you want to proceed.

Step5: Go to the Backup directory option and choose the path where you want to save the PST file.

Step6: Navigate to Backup jobs and opt for the mailbox type from the options.

Step7: Afterwards, select the (+) option to create a new backup job.

Step8: Use the filter option by date or folder-wise criteria to add needed items.

Step 9: In the scheduler option, choose the Start job immediately after creating the job. If you want to schedule the job, click the Job Schedule option.

Step10: Choose the PST file format option to backup Office 365 mailbox to PST format. Then, click on the Create backup job.

Step11: It will run the process after creating the job successfully.

Step 12: Tap the Save report button to export the report of the whole process in your system. At last, press Finish.


We have understood the procedure of the manual and professional methods to backup Office 365 mailbox to PST format in this guide. In the end, we suggest users try the Shoviv Office 365 Backup and Restore Tool for a quick backup of the Microsoft 365 mailboxes. Users can also try its free trial version to explore more about this software.