Office 365 Backup & Restore Process

Steps to Backup Office 365 Mailbox

A step wise guide to showcase how you can take backup of Office 365 Mailbox items and save as Outlook PST on your local machine

Application Pre-Requisites

  • Internet Connectivity is Required for Smooth Backup Of Office 365 Mailbox Account
  • Office 365 account must have Office 365 license assigned, you must be able to access OWA.
STEP 1

Run Office 365 Backup

Launch SysTools Office365 Backup v3.0 and Click on Account button for login into Office 365 Account.

Run Office 365 Backup
STEP 2

Enter Login Credentials

Enter Office 365 Username & Password and click on Sign In.

Enter Login Credentials

Redirect to new window, Enter Username & password again to verify login.

Enter Username Password again
STEP 3

Select Categories

Checkbox beside Mails to backup only Mails

Checkbox beside Documents to backup only documents

Checkbox beside both Mails & Documents to backup both mails and documents

Mails & Documents
STEP 4

Apply Date Filter

Provide the custom Date filter including the "from" and "to" constraints to define the start and end date.

  • Mails Filter(Applicable only on Sent Date)
  • Mail Filter
  • Documents Filter(Applicable only on creation date)
  • Doc Filter

STEP 5

Apply Document Extension Filter

Checkbox beside "Document Extension Filter" to include extension types or exclude extension.

  • Include Extension: Choose this option and type in the field specific extension(eg. .jpg, .txt, .docx ) file you want to include in backup.
  • Exclude Extension: Choose this option and type in the field specific extension(eg. .jpg, .txt, .docx ) file you want to exclude in backup.

After applying filter click on Next button. New tab will Open.

Include & Exclude
STEP 6

Schedule Backup

Take immediate backup or schedule backup for Office 365 Mails & Documents. Choose time, date and day to schedule Office 365 backup using multiple in-built schedulers. Choose one of them to start the backup process:

Backup Items
STEP 7

Select the radio button corresponding to "Backup Now" labeled text.

Backup Now
STEP 8

Next choose "Path" to save backup. A new window will open, select location and folder to save backup. Next click on "Ok" button.

Note: Choose location with sufficient space to save backup

Path
STEP 9

After browsing the final destination to save backup. Click on"Finish" button to start backup process

Finish
STEP 10

New Window pop-up with a message "This user is replaced user. Backup for this user will start from replacement date". Click "Ok" button.

Ok
STEP 11

Backup process will start in few seconds. To reschedule backup, click on "Update" button before the backup process starts.

Note: "Update" button will not work once backup process starts.

Update
STEP 12

The software will now start backup process. Tool preview live progress report i.e.

ID | Backup Path | Item Count | Size | Last Backup On | Next Backup On | Status | Logs | Schedule | Filters

Click on "View" button or press key Alt+V to preview the backup Mails & Documents

Progress


STEP 13

Also once backup process completes. Click on Explorer tab or Alt+X to preview backup Mails & Documents

PST10

Note: Software backup Mails in EML file format and Documents in original file formats.


Export Office 365 Backup to PST


STEP 14

Click on Export button on the Main Office 365 Backup Window

Export
STEP 15

Incase viewing Mails & Documents. Click on Export tab or Alt+E to select backup emails & documents to export.

Export1
STEP 16

Select emails and documents, you want to export >> Next checkbox beside Mails & Documents as shown below:

Export2
STEP 17

Apply Date range filter (Applicable only on sent date) using "From" and "To" constraints if required. Next select destination path to save PST file as shown below:

Export3
STEP 18

Advance Setting

Next click on Advance Setting, a new window will pop-up with option: Split PST After & Maintain Folder Hierarchy

  • Split PST After: Checkbox beside this to split PST into smaller size. Just specify size of PST you want to export.
  • Maintain Folder Hierarchy: This Option maintains the folder hierarchy of emails & documents within PST file.

Once done with this, click on Apply button.

Export5
STEP 19

Now click on Export button to start exporting to PST file format.

Export6
STEP 20

Export process will start, view progress report. Click on Stop button if want to stop the export process.

Export7

Once export process completed. A new window pop-up with message "Export process completed successfully". Click Ok button.

export8
STEP 21

Visit destination path to view PST file created

Export9


STEP 7

Select the radio button corresponding to "One Time" labeled text.

Next choose Start Date and Time to schedule Office 365 mailbox backup date

One Time
STEP 8

Next choose "Path" to save backup. A new window will open, select location and folder to save backup. Next click on "Ok" button.

Note: Choose location with sufficient space to save backup

Path
STEP 9

After browsing the final destination to save backup. Click on"Finish" button to start backup process

PST3
STEP 10

New Window pop-up with a message "This user is replaced user. Backup for this user will start from replacement date". Click "Ok button.

PST4
STEP 11

Backup process will start in few seconds. To reschedule backup, click on "Update" button before the backup process starts.

Note: "Update" button will not work once backup process starts.

PST4
STEP 12

The software will now start backup process. Tool preview live progress report i.e.

ID | Backup Path | Item Count | Size | Last Backup On | Next Backup On | Status | Logs | Schedule | Filters

Click on "View" button or press key Alt+V to preview the backup Mails & Documents

PST5


STEP 13

Also once backup process completes. Click on Explorer tab or Alt+X to preview backup Mails & Documents

PST10

Note: Software backup Mails in EML file format and Documents in original file formats.


Export Office 365 Backup to PST


STEP 14

Click on Export button on the Main Office 365 Backup Window

Export
STEP 15

Incase viewing Mails & Documents. Click on Export tab or Alt+E to select backup emails & documents to export.

PST10
STEP 16

Select emails and documents, you want to export >> Next checkbox beside Mails & Documents as shown below:

PST5
STEP 17

Apply Date range filter (Applicable only on sent date) using "From" and "To" constraints if required. Next select destination path to save PST file as shown below:

PST10
STEP 18

Advance Setting

Next click on Advance Setting, a new window will pop-up with option: Split PST After & Maintain Folder Hierarchy

  • Split PST After: Checkbox beside this to split PST into smaller size. Just specify size of PST you want to export.
  • Maintain Folder Hierarchy: This Option maintains the folder hierarchy of emails & documents within PST file.

Once done with this, click on Apply button.

PST5
STEP 19

Now click on Export button to start exporting to PST file format.

PST10
STEP 20

Export process will start, view progress report. Click on Stop button if want to stop the export process.

PST10

Once export process completed. A new window pop-up with message "Export process completed successfully". Click Ok button.

PST10
STEP 21

Visit destination path to view PST file created

PST10


STEP 7

Select the radio button corresponding to "Daily" labeled text.

Next choose Start Date and Time to schedule Office 365 mailbox backup date. Software will automatically start backup on that particular Date and time.

Note: Once Daily backup is scheduled, software will daily start backup at that time. In below screen, backup will start daily at "04:52:26 PM"


STEP 8

Next choose "Path" to save backup. A new window will open, select location and folder to save backup. Next click on "Ok" button.

Note: Choose location with sufficient space to save backup

PST2
STEP 9

After browsing the final destination to save backup. Click on"Finish" button to start backup process

PST3
STEP 10

New Window pop-up with a message "This user is replaced user. Backup for this user will start from replacement date". Click "Ok button.

PST4
STEP 11

Backup process will start in few seconds. To reschedule backup, click on "Update" button before the backup process starts.

Note: "Update" button will not work once backup process starts.

PST4
STEP 12

The software will now start backup process. Tool preview live progress report i.e.

ID | Backup Path | Item Count | Size | Last Backup On | Next Backup On | Status | Logs | Schedule | Filters

Click on "View" button or press key Alt+V to preview the backup Mails & Documents

PST5


STEP 13

Also once backup process completes. Click on Explorer tab or Alt+X to preview backup Mails & Documents

PST10

Note: Software backup Mails in EML file format and Documents in original file formats.


Export Office 365 Backup to PST


STEP 14

Click on Export button on the Main Office 365 Backup Window

Export
STEP 15

Incase viewing Mails & Documents. Click on Export tab or Alt+E to select backup emails & documents to export.

PST10
STEP 16

Select emails and documents, you want to export >> Next checkbox beside Mails & Documents as shown below:

PST5
STEP 17

Apply Date range filter (Applicable only on sent date) using "From" and "To" constraints if required. Next select destination path to save PST file as shown below:

PST10
STEP 18

Advance Setting

Next click on Advance Setting, a new window will pop-up with option: Split PST After & Maintain Folder Hierarchy

  • Split PST After: Checkbox beside this to split PST into smaller size. Just specify size of PST you want to export.
  • Maintain Folder Hierarchy: This Option maintains the folder hierarchy of emails & documents within PST file.

Once done with this, click on Apply button.

PST5
STEP 19

Now click on Export button to start exporting to PST file format.

PST10
STEP 20

Export process will start, view progress report. Click on Stop button if want to stop the export process.

PST10

Once export process completed. A new window pop-up with message "Export process completed successfully". Click Ok button.

PST10
STEP 21

Visit destination path to view PST file created

PST10


STEP 7

Select the radio button corresponding to "Weekly" labeled text.

Next choose Start Time and "Day Of Week" on which backup will taken. Software will automatically start on that day of week.

weekly
STEP 8

Next choose "Path" to save backup. A new window will open, select location and folder to save backup. Next click on "Ok" button.

Note: Choose location with sufficient space to save backup

PST2
STEP 9

After browsing the final destination to save backup. Click on"Finish" button to start backup process

PST3
STEP 10

New Window pop-up with a message "This user is replaced user. Backup for this user will start from replacement date". Click "Ok button.

PST4
STEP 11

Backup process will start in few seconds. To reschedule backup, click on "Update" button before the backup process starts.

Note: "Update" button will not work once backup process starts.

PST4
STEP 12

The software will now start backup process. Tool preview live progress report i.e.

ID | Backup Path | Item Count | Size | Last Backup On | Next Backup On | Status | Logs | Schedule | Filters

Click on "View" button or press key Alt+V to preview the backup Mails & Documents

PST5


STEP 13

Also once backup process completes. Click on Explorer tab or Alt+X to preview backup Mails & Documents

PST10

Note: Software backup Mails in EML file format and Documents in original file formats.


Export Office 365 Backup to PST


STEP 14

Click on Export button on the Main Office 365 Backup Window

Export
STEP 15

Incase viewing Mails & Documents. Click on Export tab or Alt+E to select backup emails & documents to export.

PST10
STEP 16

Select emails and documents, you want to export >> Next checkbox beside Mails & Documents as shown below:

PST5
STEP 17

Apply Date range filter (Applicable only on sent date) using "From" and "To" constraints if required. Next select destination path to save PST file as shown below:

PST10
STEP 18

Advance Setting

Next click on Advance Setting, a new window will pop-up with option: Split PST After & Maintain Folder Hierarchy

  • Split PST After: Checkbox beside this to split PST into smaller size. Just specify size of PST you want to export.
  • Maintain Folder Hierarchy: This Option maintains the folder hierarchy of emails & documents within PST file.

Once done with this, click on Apply button.

PST5
STEP 19

Now click on Export button to start exporting to PST file format.

PST10
STEP 20

Export process will start, view progress report. Click on Stop button if want to stop the export process.

PST10

Once export process completed. A new window pop-up with message "Export process completed successfully". Click Ok button.

PST10
STEP 21

Visit destination path to view PST file created

PST10


STEP 7

Select the radio button corresponding to "Monthly" labeled text.

Next choose Start Time and "Day Of Month" on which backup will taken. Software will automatically start on that day of the month.


STEP 8

Next choose "Path" to save backup. A new window will open, select location and folder to save backup. Next click on "Ok" button.

Note: Choose location with sufficient space to save backup

PST2
STEP 9

After browsing the final destination to save backup. Click on"Finish" button to start backup process

PST3
STEP 10

New Window pop-up with a message "This user is replaced user. Backup for this user will start from replacement date". Click "Ok button.

PST4
STEP 11

Backup process will start in few seconds. To reschedule backup, click on "Update" button before the backup process starts.

Note: "Update" button will not work once backup process starts.

PST4
STEP 12

The software will now start backup process. Tool preview live progress report i.e.

ID | Backup Path | Item Count | Size | Last Backup On | Next Backup On | Status | Logs | Schedule | Filters

Click on "View" button or press key Alt+V to preview the backup Mails & Documents

PST5


STEP 13

Also once backup process completes. Click on Explorer tab or Alt+X to preview backup Mails & Documents

PST10

Note: Software backup Mails in EML file format and Documents in original file formats.


Export Office 365 Backup to PST


STEP 14

Click on Export button on the Main Office 365 Backup Window

Export
STEP 15

Incase viewing Mails & Documents. Click on Export tab or Alt+E to select backup emails & documents to export.

PST10
STEP 16

Select emails and documents, you want to export >> Next checkbox beside Mails & Documents as shown below:

PST5
STEP 17

Apply Date range filter (Applicable only on sent date) using "From" and "To" constraints if required. Next select destination path to save PST file as shown below:

PST10
STEP 18

Advance Setting

Next click on Advance Setting, a new window will pop-up with option: Split PST After & Maintain Folder Hierarchy

  • Split PST After: Checkbox beside this to split PST into smaller size. Just specify size of PST you want to export.
  • Maintain Folder Hierarchy: This Option maintains the folder hierarchy of emails & documents within PST file.

Once done with this, click on Apply button.

PST5
STEP 19

Now click on Export button to start exporting to PST file format.

PST10
STEP 20

Export process will start, view progress report. Click on Stop button if want to stop the export process.

PST10

Once export process completed. A new window pop-up with message "Export process completed successfully". Click Ok button.

PST10
STEP 21

Visit destination path to view PST file created

PST10


Steps to Restore Office 365 Mailbox

A step wise guide to showcase how you can restore your Office 365 Mailbox items and save as Outlook PST or EML in your local machine

STEP 1

Launch the Office 365 Restore tool and click on Login.

Start >> All Programs >> SysTools Office365 Restore >> SysTools Office365 Restore and Click on Login button for login into Office 365 Account.

Run Office 365 Backup
STEP 2

Enter Login Credentials

A window for User Name and Password will appear. Sign in with Office 365 account only

Enter Login Credentials
STEP 3

Select Office 365 Restore

Choose the Office 365 Restore radio button to move your PST data to Office 365 Cloud, click Next.

Select Office 365 Restore
STEP 4

Select Mailbox Items

In your New Window, click on Browse to browse the PST file, select PST file and click on Open button

Select Mailbox Items
STEP 5

Restore Items

Now click on Restore.

Restore
STEP 6

Maintain Hirearchy

A Select Category Window will appear which includes Mails, Calenders, Tasks, Journals and Contacts. Select Create Folder Hierarchy to maintain the hierarchy of your PST file even in your Office 365 Cloud, But this feature is only present for Mail Folder. Select Apply Date Filter to choose for a particular time period, if you don't want your entire PST file to migrate.

Export Items
STEP 7

Start Restoring

Now, click on Start to start the process.

Start Restoring
STEP 8

Status Report

The progress of restoring is displayed in the window.

report
STEP 9

Restore Completed

After completion, a message 'The Restoration process is completed' will appear.You can now, login to your Office 365 Outlook account to check the migrated file.

restore completed
  • Admin account of Office365 must have Office 365 license assigned, you must be able to access OWA for admin.
  • Admin account of Office365 must be impersonated. How to Apply impersonation, watch video.
  • Check if you have login as administrator on your machine (where tool is running)?

STEP 1

Run Office 365 Restore

Start >> All Programs >> SysTools Office365 Restore >> SysTools Office365 Restore and Click on Login button for login into Office 365 Account.

 


STEP 2

Enter Login Credentials

Enter Office 365 Username & Password. Select Application Impersonation and click on Sign In.


STEP 3

Select Office 365 Restore

Select Office 365 Restore to read data from PST & store it to Office 365 account.



STEP 4

Browse CSV File

Browse CSV file containing email id of users and path of PST files. Select one or more users whose mailbox need to be restored.




STEP 5

Select Restore

Click on Restore button to begin restoration process.




STEP 6

A new window will appear with advanced options such as select category, folder hierarchy, and date filter.





STEP 7

Now, click on Start button





STEP 8

Restore Process Status

It will take some time to restore mailbox items. In the below screen, you can see completed & pending status of the process.





STEP 9

Restore Process Completion

Once restore process is completed, the message will be displayed. Just click on OK button.


Download Office 365 Backup Download