Steps for Office 365 Backup & Restore

Follow step by step guide to backup and restore data using Office 365 Backup & Restore tool.


Pre-Requisites:

Pre-requisites for Office 365



Step by Step Procedure to Perform Office 365 Backup

STEP 1

If your tool is not activated, then see the activation steps here. Activation Steps

The Tool provides the FAQ section in the "Activate" window itself. You can also click on "Help" button to view more details.

Activation Steps

Once activated, you will get this screen in the "Setup" tab to select Source & Destination for backup.


SysTools Backup

You can also apply the number of users for concurrent backup. To do this, go to "Settings" tab.


STEP 2

Select “Office 365” as a source platform and “Outlook” as destination platform.

enter source and destination users

The tool does not require Outlook installation on your system. The destination simply signifies that the backup format is set to "PST".


STEP 3

In the same screen, select the categories that you want to backup from Office 365 under the Workload selection.

workload screen


STEP 4

Using the Date-Range Filter option you can perform the date based selective backup of the mailbox data. Click on Next.

filters

The emails, contacts and calendars are stored in the PST file, while the documents (docs, slides, sheets, drawings) are downloaded to your local computer.


STEP 5

Now in the Source Office 365 window, enter Admin Email Id for the validation of the source platform. Also, provide the Application Id created during project creation. See how to create project for Office 365. Office 365 Project Creation Settings


Source screen


STEP 6

After validating, the permissions will be granted to the source user. Click on Next.

provide details


STEP 7

Now, browse the backup folder path to set the destination where PST file will be saved.

Make sure that the folder path is within 20 characters.

validate
STEP 8

Validate the correct permissions and click "Next".

destination validation

STEP 9

On the Users screen, there are several ways in which you can add users from the source account that needs to be processed.

  • Fetch Users: It will automatically fetch Users from Source domain.
  • Import Users: This will import users through CSV.
  • Download Template: This downloads a template to be used as a sample for creating CSV file.

users

STEP 10

The list of users is now, displayed on the screen.

user list


STEP 11

Click on Validate to authorize selected user source account(s).

validate users

Once the users are validated, click on "OK" button.

validate users



STEP 12

After the validation is successfully completed, click on Start Backup button from the ribbon bar to start the backup process.

Validation Completed


The software will check your license and provide details. Click "Start" to finally start the backup.

Stop Migration


STEP 13

You can view the Backup Status in multiple formats.

List View:

List View

Tile View:

Tile View


STEP 14

The successful backup status will then be displayed on the software panel.

status

STEP 15

After successful backup, click on Download Report

  • Summary Report - The summary report downloads a single report displaying all the user accounts alongwith backup details of emails, contacts, calendars and documents.
  • Detailed Report - The detailed report downloads individual reports of all/selected G Suite user accounts with their backup details.

report downloaded


STEP 16

Re-Run Backup option is also provided in order to perform the backup again.

  • Retry Failed Items: To backup the data which didn't download.
  • Re-Run Full Backup: To perform the entire backup process again.
  • Delta Backup: To backup the newly arrived data without duplication.

backup options



Step by Step Procedure to Perform Office 365 Restore

STEP 1

Click on the "Restore" button to switch the window to restore option.


STEP 2

Choose "Outlook" as Source platform and "Office 365" as Destination platform.


STEP 3

In the same screen, select the Categories that you want to restore from Outlook under the Workload selection.

Using the Date-Range Filter option you can perform the date based selective restoration of the mailbox data. Click on Next.


STEP 4

You will now come to Source screen where you have to select the folder path where the Outlook PST files are stored.



STEP 5

You will need to put PST files in the folders (created with the name of target O365 email IDs) as described below:

Create a folder in root drive, like:

E:/PST/[email protected]/(put all PST files of user1)
E:/PST/[email protected]/(put all PST files of user2)
E:/PST/[email protected]/(put all PST files of user3)
etc...

And then select the folder "E:/PST/" into our tool as "Backup Folder Path".

After selecting the path, click on "Validate" button to validate permissions.


STEP 6

After successful validation, click on Next button.


STEP 7

Now you will come to destination screen where you need to enter Admin Office 365 Email and Application ID and validate the permissions.   Steps to Get Application ID


STEP 8

On the Users screen, there are several ways in which you can add users from the source account that needs to be processed.


Fetch Users: Tool fetches the folders name from given source location and shows them as source users name.

users

Import Users: This will import users through CSV.

users

Download Template: In this option, you can download a CSV template in which you can add source and destination users manually.

users

STEP 9

The list of users is displayed on the screen.


You can select users based on the Priority and view the Selected Users only.

priority

STEP 10

Click on Validate to authorize selected user source and destination resources.


STEP 11

After the validation is successfully completed it will show against the Destination permissions. Click on Start Restore after that.


Users can also Stop Restore if required while the restore is In Progress.

Stop Migration

STEP 12

You can check the mailboxes with complete migration under Completed tab.


STEP 13

After completion of migration, click on the Download Report button to generate the detailed migration report.

Download report

The tool provides two options for downloading the reports:

Summary Report: The summary report will be a single .csv file containing migration reports of all the selected users for migration.

migration summary


Detailed Report: Here, you get the option to save the detailed migration report of the mailboxes you want to. Select the mailbox and click on Download button.

report downloaded

Choose the destination location where you want to save the Detailed Report.

report downloaded


STEP 14

Re-Run Restore option is also provided in order to perform the restore again.

  • Retry Failed Items: To restore the items that were failed during the process.
  • Re-Run Full Restore: To perform the entire restore process again.
  • Delta Restore: To restore data from a new Outlook data file into the account.


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