How to Backup Office 365 Mailboxes Manually ?

Leena Taylor Paul
Updated: May 15, 2026 • Backup • 9 Min Read

Summary: You can backup Office 365 mailboxes using a dedicated backup tool that connects via IMAP or the Microsoft API. The tool saves all emails, contacts, and calendar items to local formats like PST, EML, or MBOX. Manual methods using eDiscovery or Outlook are also available but require more steps. A third-party tool provides the fastest and most complete backup.

However, Office 365 does not provide automatic local backups by default. Therefore, creating a backup protects your data from accidental deletion, ransomware, and account loss.

Is Office 365 backed up already?

The easiest answer to this is no.

Office 365 provides basic data protection. However, it does not replace a true backup solution. You get a 30-day retention period, but this does not cover all loss scenarios.

In Office 365 , you get a retention period of 30 days . You can’t count on a recycling bin every time.

A data gone once is Gone Forever.

This leaves with no option but to be ready for any situation . So , taking backup of Office 365 mailboxes is your own sole responsibility.

Here are common situations where you need to backup Office 365 data locally:

- When a User Deletes a Critical Email: A user may delete an important message by mistake. Office 365 has a recovery window, but it expires. Once that happens, the email is gone permanently.
- When a User Leaves the Company: Deactivating a user license removes access to their mailbox. Moreover, a local backup ensures you can retrieve their emails after the account is closed.
- Ransomware Attack: Ransomware can encrypt or delete your Office 365 data. Furthermore, a local backup lets you restore clean copies without paying the ransom.
- Retention Policy Gaps: Office 365 retention policies are complex. Unfortunately, misconfigurations can cause permanent data loss. Therefore, a local backup fills the gaps.

- Internal and External Security Threats: Malicious insiders and outside attackers can corrupt or steal mailbox data. A backup gives you a clean restore point for any security incident.

Note : Taking Backup is more like taking an Insurance Coverage for your data from data loss

-Emailbakup

How to Backup Office 365 Emails: 3 Options

Method 1 : Using Office 365 eDiscovery Manager
1. Assign Permissions: Grant eDiscovery admin rights Next: Create a new case Then: Manage and add members to the case Fourth: Perform content search on the case Last: Backup the content search result

Option 2: Backup via MS Outlook Desktop Client

Option 3: Use EmailBakup for Office 365 Mailboxes

Method 1 : Using Office 365 eDiscovery Manager

Notably, eDiscovery Manager is a built-in function provided by Microsoft Office 365 for basically extracting any type of digital evidences from Mailboxes during any legal case.

Additionally, the tool backs up Office 365 mailboxes from Outlook for Web, SharePoint, Skype for Business, and OneDrive. It runs as a desktop app on Windows.

Pre-Requirements and Steps

Pre-Requirements: You need admin permission. You must belong to the eDiscovery Manager role group. Ask your IT admin to confirm your access level before starting.

• Admin Permission is mandatory to perform Content Search or eDiscovery
• Must be a member of the Discovery Management Role Group.
• Make sure you are using Microsoft Edge or Internet Explorer.

Furthermore, it supports Windows 7, 8, 8.1, 10, and 11 (32-bit and 64-bit). Also, it requires .NET Framework 4.7 or later.

First: Assign eDiscovery permission. Navigate to Security and Compliance, select Permissions, then Roles.
Next: Create a new eDiscovery case. Go to Search, then eDiscovery. Click New Case.
Then: Manage the case. Add members who need access, and set their role within the case.
Fourth: Run a content search in the case. Add keywords and select the mailboxes or sites to search.
Finally: Export the search results. Download the backup from the export tab in the case.

1. Assign eDiscovery Permission to User for Backup

Then Click on Security & Compliance

Under Permission Tab , Check option “eDiscovery Manager”. Then Choose “Edit Role Group”

To edit role group , choose e-discovery Administrator & Click on Edit button

From the given list below Choose the member you need to add & give permission & Click on Add button.

2. Create a New eDiscovery Case

In Security & Compliance page, On the left hand tabbing, choose drop-down Search & investigation> then Choose eDiscovery.

On the right hand panel of the screen, Click on “Create a Case”

Under New Case, enter Name & Description of the , such that you can easily find it later & click on Save button.

3. Manage and Add Members to the Case

Follow the steps to add member to the newly created case to backup Office 365 mailboxes

Start by: Go to Search and Security. Select Security and Compliance. Click eDiscovery to open the case management panel.
Click on Open Button & Choose “+Add” button under manage Role Groups
Finally Click on Save Button

4. Perform a Content Search

Select eDiscovery Under Search & Investigation tab on left hand panel .
Then Click on New Search .
Search Query: Add your keywords to create a new search. Choose locations such as specific mailboxes or all mailboxes. Click Run to start the search.

Then Click on Save & Run button.

5. Backup the Content Search Result

Download Results: Go back to Search and Investigation. Open the eDiscovery tab. Select your case and click Export to download the results.
From the above Ribbons choose More button & select Export Results for backing up backup Office 365 mailboxes & emails search result of eDiscovery search.
Under Output option, you get multiple options to Export the Result and then Click Export button.

Click on Download results button where you will be able to see the details of your Office 365 data items like Search Name, Started On, Size, Item etc.

Simply Copy your Export Key to the eDiscovery Export Tool Window

Note : The Export key is required for downloading the results. Make sure to to keep this key as anyone with this key can download your data.

Select the location & Click on Start Button .
Once your data has been downloaded , Click on Close > Finish button

Option 2: Backup via MS Outlook Desktop Client

Another way to backup Office 365 mailboxes data locally is by synchronizing your data to MS Outlook & creating PST out of MS Outlook to create local backup .

Note : For performing this process ,MS Outlook Installation is mandatory
This process will create backup in PST format only.

Specifically, follow the steps below to backup mailboxes from your Office 365 Account :

Open MS Outlook. Go to File Tab >Info >Choose Add Account
Under Email Address Enter Office 365 email ID & Enter Password also & Click on Connect.
Once your Account is fully setup, you will see a message saying : Account successfully Added. This process will synchronize all your Office 365 data directly into MS Outlook

Go to File Tab > Select Open & Export

import-export

Choose “Import-Export Wizard”.
Under new Import and Export wizard. Choose Export to a File & click Next.

export-to-a-file

outlook-data-file

Choose your Office 365 account data & Click on Next. You can also Choose “Include sub-folders”

Next browse your backup location & Click on Finish.

Option 3: Use EmailBakup to Backup Office 365

Why Email Bakup ?

Email Backup Software an advanced technology software that not only enables you to backup from Office 365 emails but also supports 60+ Email Servers & Domains. All you need is a few clicks & your task is achieved .

What benefits you get ?

Enables you to Backup emails from Diverse Email Servers
Archive emails with attachments, email folders , email labels & more
You can Download your data files in PST, EML & MBOX File
Save your emails in PDF, HTML, CSV, Text
Directly backs up your emails into Servers like Gmail, Office 365, IMAP
Choose your Custom Time Scope for Backup
Search & Filter emails for detailed Fine Tuning

Conclusion

In summary, this blog is aimed at providing the best solution to users for backing up emails & mailboxes from Office 365 Account . Since most businesses nowadays are dependent on Office 365 platforms for collaborating with their Users. Its always good to have a safe & secure backup with You ! Choose the best way that suits you .

Troubleshooting and FAQs

Common Errors When Backing Up Office 365 Mailboxes

Authentication fails with correct credentials: If MFA is enabled on your account, use an app password or configure OAuth authentication in your backup tool settings.
Backup captures only the Inbox: Set your tool to back up all mailbox folders. Office 365 includes Sent Items, Drafts, Archive, and custom folders that must be explicitly selected.
Large mailboxes stop mid-backup: Microsoft throttles IMAP connections for heavy usage. Use incremental backup mode so the process resumes from the last successfully saved email.
Shared mailboxes are not included: Shared mailboxes require Full Access permission and may need a separate connection in your backup tool. Check your tool’s documentation for shared mailbox support.

FAQ: Backing Up Office 365 Mailboxes

Does Office 365 automatically back up my emails? No. Microsoft provides data redundancy but not a user-controlled backup. You must create your own backup to protect against accidental deletion.
What formats can I use to backup Office 365 mailboxes? Common formats include PST, EML, MBOX, PDF, MSG, and HTML depending on the tool you use.
Can I backup multiple Office 365 mailboxes at once? Yes. Admin-level backup tools support bulk export of multiple user mailboxes in a single operation.
Will a backup affect my Office 365 account performance? No. Backup tools connect via IMAP or API and download copies. They do not modify or delete your mailbox data.
Can I restore backed-up Office 365 emails to a different account? Yes. Backup files in PST or EML format can be imported into any compatible email client or account.