Computers and Technology

Why Backup Office 365 Email? Know the Reasons

Summary: This article describes the answer to the user query i.e. “Why Backup Office 365 Email?” If you are also having the same query then read this guide and follow the steps.

For the last couple of years, with the introduction of the cloud, many businesses and organizations prefer to use Office 365. And Outlook is an integral part of Office 365 for sending/receiving business emails. 

As Outlook 365 is a cloud-based email client, comes with certain limitations. Such as the exact destination path of the documents stored on the cloud is unknown. So, you can not be certain that at the very moment who is accessing your files.

Hence, Email backup is not only essential but also plays an important role in the smooth running of a business. However, unfortunately, many organizations neglect to perform this business practice.

If you are still wondering why you should backup Office 365 email then keep up with the article. 

Let’s discuss what unpleasant consequences you may avoid by saving your emails.

Importance of Office 365 Email Backup

It may sound disagreeable, but the tech giant Microsoft is not perfect in all pendik escort | İstanbul Escort Bayan ways. Why did I say so? To answer that, I would suggest you, go through the fine prints of the service agreement of Microsoft.

There you will find that Microsoft does not take any responsibility if there is a data loss due to any disruption or outage. You would be surprised that in 2020, many European regions were heavily affected due to the Microsoft outage. Hence, it is your responsibility to protect your crucial data by taking backup.

Secondly, at some point in time companies decide to delete the accounts of their ex-employees. As you know once you delete your account the data contained will also get permanently deleted. So, it is always recommended to backup all necessary files and emails before deleting the account.

Further, if you decide to permanently delete an email then restoring the same will be next to impossible. Hence, email backup seems the only viable option.

[Note: Always ask yourself this question, ‘will I be needing this in the future?’ before permanently deleting any email. If you are absolutely certain then only hit the delete button.]

Another reason to back up your important files is to safeguard them from external security threats. You must be aware of the rising Ransomware attacks. And Office 365 can not protect your data as it operates on a shared responsibility model.

Also, there are some unfortunate situations that occur where you accidentally delete your important email. If it is soft-deleted then you can recover it. But, if it is hard-deleted then you may start worrying as it can’t be recovered. 

Hence to avoid such distressful situations experts suggest making a wise decision of taking backup. After this question “Why Backup Office 365 Email?” Now the main question is:

How Can You Backup Your Office 365 Emails?

There are many native or you can say manual methods available. However, they are quite exhausting and not suitable for a non-technical person.

If you are not so sure about the best approach to save your crucial information. Then do not worry here you will find the most convenient method to export Office 365 emails locally.

You will be pleased to know that many organizations and business entities are now following the professional recommendation. That is they are considering the automated method by using Trusted Software SysTools Office 365 Backup & Restore.

Well, with this tool you not only backup emails but also reduce the risk of data loss.

Detailed Software Steps with Screenshots to Export Office 365 Emails Locally

Just follow the below steps and be free from worries related to Office 365 email backup.

Step-1: At first, open the tool. Then go to the ‘Set up’ tab. Next, choose ‘Office 365’ as the source and ‘Outlook’ as the destination.

Step-2: After that, just below the backup configuration, under the ‘Workload Selection’, tick ‘Email’, ‘Document’, ‘Contact’ checkboxes.

Step-3: Also for your convenience, you can carry out a backup of selective files using the ‘Date-range Filter’

Step-4: Then, go to the ‘Source’ tab. And enter the ‘Admin Email’, in addition to that give the ‘Application ID’ created at the time of project creation.

Step-5: Next comes the validation of the source user permission. Validate and click on the ‘Next’ button.

Step-6: After that go to the ‘Destination’ tab. And select the desired destination location under ‘Backup folder path’

Step-7: Now you have to again validate the permissions. Then click on the ‘Next’ button to export Office 365 emails locally.

Step-8: Then click on the ‘fetch users’ and tick a list of users.

Step-9: Finally do the validation and hit the ‘Start Backup’ to start the process.

After successfully following the above steps you will easily save a copy of all your important information for future reference. 

[Expert’s Advice: Most SaaS applications usually don’t have an in-built data protection facility as a result can’t secure your data from external as well as internal threats. Hence the adoption of Office 365 email backup is a wise move.]

Final Thoughts

After reading the article you must have understood the demand for email backup. Relying on one of the best email clients Microsoft Outlook 365 is good however only you can save your important information from any unexpected technical disaster. Hence what could be better than taking backup using tried and tested software. In this way, this guide answered the user query “Why Backup Office 365 Email?”

Must Read: If you ever tried to migrate MS teams to another tenant, then you must have encountered the complexities of this task. Therefore it is suggested to use a Professional Microsoft Teams Migration Software to accomplish this task safely.

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