Summary: If you are looking for an easy solution to Backup Outlook 365 to External Hard Drive then read this guide and you will have a complete insight into this process. Moreover, a reliable software is also discussed with step by step screenshots attached.
To avoid any kind of data loss (whether due to downtime from the server end or accidental deletion from your end) backing up your data will save you from such unpleasant situations.
Moreover, If you are an Outlook 365 user and your monthly subscription is about to end. And you don’t want to renew the plan. Then you can take a backup of your complete mailbox before it is ultimately deleted.
Now, you must be thinking about how to back up your Outlook 365 mailbox. Do not worry, cause this article will cover all the aspects and approaches of backup. So, stay tuned!
Further, it is always wise to listen to the experts’ advice. They suggest keeping a copy of your important emails saved in the system or storing it on an external hard drive. If you are not sure how to do it? Then read on to find the solution.
Also Read: If you are looking to Import PST to Office 365 then read the linked guide, you will get to know the step by step process with Network upload, PowerShell, and using a reliable and secure software solution.
Does Microsoft Offer Any Method to Backup Outlook 365 Data?
If you are curious about any approach through which you can save your important files manually. Then, yes with the Export/Import wizard of MS Office 365 you can save your mailboxes in PST file format.
This method is suitable if you have fewer number mailboxes. Otherwise, it will take ages to complete the process. Moreover, you may lose your data while saving a large number of mailboxes to your external hard drive.
But, another method is there to rescue you and will discuss the same shortly.
Let’s first have a look at the manual procedure to back up Outlook 365 emails.
[TIP: This method is only valid if Outlook is configured. Otherwise, you can’t use the Import/Export Wizard to save Outlook emails to the hard drive. So, make sure you configure the same beforehand.]
Step-1: Open your Microsoft Outlook account. Then, at the top left corner of the Outlook ribbon, click on ‘File’.
Step-2: Next, on the left-hand side you will find ‘Open & Export’, click on it. And select the ‘Import/Export
Step-3: Then, select the action ‘Export to file’
Step-4: Press the ‘Next’ button.
Step-5: After that, select the ‘Outlook Data file(.pst)’.
Step-6: Click on the ‘Next’ button.
Step-7: Now, select the mailbox folder you want to export.
Step-8: Tick the ‘Include sub folders’ checkbox to back up the entire mailbox. Else, select the folders of your choice to export from the list.
Step-9: Hit the ‘Next’ button.
Step-10: For saving the exported file, select ‘Browse’. Then, choose the location of your external hard drive to save Outlook (.pst) file. Also, under ‘Options’ select the radio button as per your need.
Step-11: At last, click on the ‘Finish’ button
[Suggestion: If you wish to protect your PST files with a password then you can enter the same else you can just ignore it and click on ‘OK’]
After following the above steps, without any delay Outlook will start the process. And, your mailboxes will be saved on your external hard drive in PST file format.
This method could be quite exhausting if you are a layman in the world of technology. However, you must have heard the saying every problem has a solution. So, the below method can help you take the backup automatically and efficiently.
Tried and Tested Method for Taking Backup of Outlook 365
If you do not want to worry about paying the subscription plan every month. Then, here is the one-time investment plan suggested by professionals. That is, use the software SysTools Office 365 Backup & Restore tool and backup all your important emails, and documents, and store them on an external hard drive.
Free Demo Version: this software comes with a free trial version that allows users to use it for free and users can verify the working and performance at no cost. Moreover, they can back up two Office 365 user accounts for free without paying any money. For further backup, they need to purchase a license.
The software is not only reliable but also has a user-friendly interface. And the best thing about taking the backup is, that you can offline access your emails.
Also, this tool maintains the folder hierarchy for your convenience.
Let’s discuss the steps to carry out the backup process.
Step 1. Download the software and go to the ‘Set up section. For Source, select ‘Office 365’ and for the destination, select ‘Outlook’.
Step 2. Next, choose the actions ‘Email’, ‘Contact’, ‘Calendar’, etc. under the ‘Workload Selection’
Step 3. Perform a selective backup by using the ‘Date-range Filter’ as shown below. Select the desired date range.
Step 4. Then, go to the ‘Source’ tab. And enter the ‘Admin Email’, along with that fill in the ‘Application ID’ created at the time of project creation.
Step 5. Then you have to validate the source user permission and click on ‘Next’
Step 6. Now, on the ‘Destination’ tab, select the ‘Backup folder path’ i.e path of your external hard drive
Step 7. You need to again validate. Then, click on the ‘Next’ button.
Step 8. After that, click on ‘fetch users’ to select a list of users.
Step 9. Finally, validate and click on ‘Start Backup’
You will find it helpful: If you are searching for a way to Import Emails from Outlook to Office 365 then go through the linked article, you will find the step by step complete guide that will help you to execute the entire task easily and safely.
Many Office 365 users must have found the best solution to back up Outlook 365 to an external hard drive. If you are taking a step towards saving your important emails then lay your trust in the suggestion given by professionals.