SysTools
Email Backup Wizard

Backup Web-Based Mailboxes

Using the SysTools Email Backup Wizard, it becomes easier to download, and export data from single as well as multiple mailboxes from web-based email services. Add the email account to the software and back up data from the account to a local storage device.

Export in Several File Formats

During the backup procedure, there are several email formats that can be chosen as the export type. These formats include:

• Windows: PST, MBOX, EML, MSG, & PDF
• Mac: PST, PDF, MBOX, EML, EMLX, TXT, MSG, CSV, HTML, & MHT

The data after being exported can be accessed in the compatible email client.

Multiple Filtering Options

There are various email filters offered by the Email Backup software. The filters can be used to export specific data files from a user’s mailbox. Date-filter allows to choose dates from and to for setting a time zone to download emails from the given period. Category filter allows to choose items which the files are to be saved from.

Preserve Folder Structure

While creating a backup, the SysTools Email Backup Tool ensures that the structure of the folder is not modified and displays the same hierarchy as before backup. There are no alterations made to the data as well and the integrity is kept intact. All the metadata and properties of the emails are also maintained in a proper way.

Option to Delete Data after Download

With the help of the Email Backup Wizard the data can be removed from the mailbox after exporting it to local system. The Delete after Download feature should be marked during the procedure and the tool will remove all the exported emails from the mailbox post-backup.

Different Naming Patterns

To save the emails from user’s mailbox(s), the Email Backup Software provides various naming convention patterns to rename the emails and save locally. The following are including in these patterns; Subject, Subject + Date, From + Subject + Date, etc.

Real-time Dashboard

A centralised control panel that allows administrators and MSPs to monitor and control backups for multiple mailboxes from a single screen. The dashboard shows the live status of backups, failed accounts, and completed jobs. Admins can perform bulk actions without touching each account individually, like:

• Start
• Stop
• Pause
• Re-run backups

This is critical for organisations handling multiple clients.

Secure Access with Credential-Based Authentication

Only those with proper account credentials, such as a username and password, can initiate the backup procedure. This prevents unauthorised users from exporting, deleting, or modifying backups. Moreover, the email backup tool also does not save users’ credentials anywhere, which adds an extra layer of security.

End-to-End Encryption

During the backup process, email data is transferred over secure connections provided by the email service, such as Microsoft 365, Gmail, or IMAP with SSL/TLS. All exported emails are saved only to the user-selected destination path, like the local drive, external device, or network location.

This ensures that mailbox data remains protected while being downloaded to the system.

Comprehensive Download Report

After every backup session, SysTools Email Backup Wizard generates a detailed and summary log report in CSV file format that summarises the entire process. This report includes information such as:

• Number of emails and folders downloaded
• Skipped items
• Any errors encountered during the operation

These logs help administrators verify the success of the backup.

Support for Modern Authentication (OAuth 2.0)

SysTools Email Backup Software supports OAuth 2.0 sign-in for Microsoft 365 and Gmail accounts. This allows users to authenticate securely through the official Microsoft and Google login pages without sharing or storing passwords in the software. It ensures compatibility with environments where Basic Authentication is disabled.

Resume Interrupted Backup

If the backup process stops due to a network issue or any unexpected interruption, it does not start from the beginning. Instead, it resumes from where the backup last stopped when you run it again. This avoids duplicate downloads and saves time.

Email Preview Before Export

Before starting the backup, you can preview mailbox folders and verify the emails that will be downloaded based on your selected filters. This helps you confirm you’re exporting the right data and avoids unnecessary downloads.

Supports Large Mailboxes

SysTools Email Backup Wizard can handle large mailboxes efficiently without slowing down or crashing during the operation. It can process thousands of emails smoothly, even when the mailbox size is large. There is no file size limit with this.

PST Split Option & Unicode PST Support

When exporting to PST, you can split large PST files by size and generate Unicode PST files compatible with modern Outlook versions.

Support for Custom IMAP Servers

SysTools Email Backup Software allows you to configure custom IMAP server details to back up emails from business domains or private mail servers. You can enter the server address, port number, and encryption type to establish a secure connection. This makes the tool useful for those organisations that are using their own domain-based email hosting.

Compatibility with Windows & Mac OS

It is engineered for both Windows & Mac OS machines and can be used on all prior versions:

• Mac: macOS 10.8 and later (including macOS 11 Big Sur and above)
• Windows: Windows Server 2012/2016, Windows 10 (64-bit), and Windows 11 (64-bit)