In today’s digital age, data security and backup are paramount. Many businesses and individuals rely on cloud-based services like Office 365 for their email communication. While cloud storage is convenient, it’s always wise to have a backup of critical data stored on a local hard drive. In this blog, we will explore two methods to backup Office 365 emails to a hard drive: the manual solution and Professional solution i.e., Advik Office 365 Backup tool. Let’s dive in!
Important reasons to backup Office 365 emails
- Data Loss Prevention: Office 365 provides reliable email services, but data loss can still occur due to accidental deletion, malicious activity, or system failures. Having a backup ensures that you can recover lost or deleted emails.
- Human Error and Accidental Deletion: Users may inadvertently delete important emails or folders, and without a backup, it can be challenging or impossible to recover them. A backup acts as a safety net against human errors.
- Malicious Attacks and Ransomware: Cybersecurity threats like phishing attacks, ransomware, or hacking attempts can compromise Office 365 email accounts. With a backup, you can restore your emails if they are affected by such attacks.
Method 1: Backup Office 365 Emails using Manual Solution
The manual solution involves to export PST from Office 365 in a local hard drive using the built-in export functionality provided by Microsoft Outlook Application. Here’s how you can do it:
Steps for the same are as follows;
Step 1. Open Microsoft Outlook and log in to your Office 365 account.
Step 2. Click on “File” in the top-left corner and select “Open & Export.”
Step 3. Choose “Import/Export” from the list of options.
Step 4. In the Import and Export Wizard, select “Export to a file” and click “Next.”
Step 5. Choose “Outlook Data File (.pst)” and click “Next.”
Step 6. Select the email folder(s) you want to export. You can choose specific folders or select the entire mailbox.
Step 7. Choose the location on your hard drive where you want to save the exported PST file and click “Finish.”
Step 8. Once the export process is complete, you will have a PST file containing your Office 365 emails. Copy or move this file to your desired location on the hard drive as a backup.
While the manual solution is a viable option, it does have some limitations. It requires technical knowledge, time, and effort, particularly when dealing with large mailboxes or multiple accounts. Moreover, it doesn’t offer advanced features like incremental backups or automation.
Method 2: Backup Office 365 Emails to Hard Drive using Professional Solution
Advik Office 365 Backup tool is a professional software designed to simplify the process of backing up Office 365 emails. It offers several advantages over the manual solution, that we will discuss later. Now lets take a look on the steps to backup Office 365 emails to Hard Drive
Step 1: Download and Install the Advik Office 365 Backup Tool.
Step 2: Launch the Advik Office 365 Backup Tool in your system.
Step 3: Authenticate Your Office 365 Account in the software panel.
Step 4: Select Desired Saving options from the list. (e.g., PST, EML, MSG, etc.)
Step 5: Specify the destination folder on your hard drive where you want to save the backup files.
Step 6: Start the Backup Process.
That’s it! You have successfully backed up your Office 365 emails to your hard drive using the Advik Office 365 Backup tool. You can now access and restore your emails from the backup files whenever needed.
Advantages of using Professional Tool
Easy Setup and User-Friendly Interface: Advik Office 365 Backup tool provides a straightforward setup process and a user-friendly interface, making it accessible for both technical and non-technical users.
Selective Backup: You can choose specific folders or entire mailboxes for backup, giving you more control over the backup process.
Wide Range of Output Formats: This tool supports various output formats, including PST, EML, MSG, MBOX, PDF, and more. This flexibility allows you to save your emails in the format of your choice.
Conclusion:
Having a backup of Office 365 emails is essential to protect your valuable data from potential risks. While the manual solution can be effective, it requires technical expertise and time. On the other hand, using a dedicated tool like Advik Office 365 Backup offers a more convenient and feature-rich approach, allowing you to automate the Office 365 backup process, choose specific folders, and save emails in multiple formats.
Remember, it’s always better to be safe than sorry when it comes to backup Office 365 emails. Choose the method that best suits your needs and ensure the security and availability of your Office 365 emails even in the face of unforeseen circumstances.
