Launch the software from the installed location or go to Start » All Programs » SysTools Teams Backup Tool.
You can use the demo version to see the software interface. But if you want to activate the full version of the software, then click on the Activate tab and proceed with tool activation. Activation Steps
Under Resource & Workload Selection, select Users and enable the required workload backup options, including User and User Teams. Then, click Next to continue.
Click the Teams tab under Resource & Workload Selection to select and configure the required Microsoft Teams workload for backup.
Under the Teams tab, select the Teams workload and enable Channel Message and Files options to back up channel messages, documents, and message attachments. Then, click Next to continue.
Enter the Microsoft 365 Admin Email address and the Application ID in the respective fields. Then, click Validateto verify the required permissions and proceed further.
Click the Validate button to check the required file system permissions for the selected backup folder. Once the permissions are successfully validated, click Next to continue.
Once all the required permissions are successfully validated, click Next to proceed with the backup configuration.
Click the folder icon and select the desired Backup Folder Path where you want to save the Microsoft Teams backup data.
After selecting the backup folder path, click Validate to verify the required permissions for the selected destination folder.
Once all the required destination permissions are successfully validated, click Next to proceed further.
Under the Users section, click Fetch Users to retrieve users directly from the source account. Alternatively, use Import Users to add users through a CSV file or Download Template to get the required CSV template.
Choose the desired location to save the CSV template, and then click Save to download it to your system.
Open the downloaded CSV template and enter the required Source User email address. Set the MarkForExecution value to TRUE for the users you want to include in the backup process. Save the CSV file after adding the user details.
Click Import Users to upload the updated CSV file containing the required user details for the backup process.
Click the User List CSV File field and browse to select the updated CSV file containing the user details from your system..
Click Fetch Users to automatically retrieve and display all available users from the connected Microsoft 365 source account.
A confirmation message will appear for fetching users from the configured source account. Click Continue to proceed and fetch the users.
Wait for the software to complete the process. Once finished, a confirmation message will display the total number of users successfully fetched from the Microsoft 365 source account.
Select the required Teams users from the list by checking the boxes next to their accounts. You can also mark users as favorites using the star icon for quick identification.
Click the More Options icon next to Start Backup and select Import Users to add multiple Teams user accounts at once.
Click the Validate button to verify the selected Teams user accounts before proceeding with the backup process.
Once the selected Teams users are successfully validated and processing is complete, click OK to close the dialog.
There are three options available to load Teams into the software: Fetch Teams to retrieve Teams directly from the configured Microsoft 365 source account, Import Teams to add Teams using a CSV file, and Download Template to download the CSV template for importing Teams.
The steps to use Import Teams and Download Template are the same as explained earlier in the Users window.
Go to the Teams tab and click Fetch Teams to retrieve all available teams from the configured Microsoft 365 source account.
After fetching the Teams, select the required Teams from the list that you want to include in the backup process.
Select the required Teams using the checkboxes. You can also use the top checkbox to select all the Teams at once.
Click the three-dot menu to access additional options, including Team List, Team List Template, Fetch Teams, and Import Teams.
After selecting the required Teams, click Validate to verify the permissions for the selected Teams before starting the backup process.
Once the validation is complete, the Source Permission status will be displayed for each selected Team, confirming that the required permissions have been successfully validated.
After successful validation, click Start Backup to begin backing up the selected Microsoft Teams data to the configured destination.
A confirmation window will appear displaying the total purchased licenses, consumed licenses, and available licenses. Review the license details, then click the Start button to begin the Microsoft Teams backup process.
If you need to cancel the ongoing backup process, click the Stop Backup button. Use this option carefully, as once the backup is stopped, it cannot be resumed. To continue, you will need to start a new backup operation from the beginning.
The Completed status indicates that the selected Microsoft Teams have been backed up successfully.
Click Backup Actions to access the available backup options:
- Retry Failed Items: Reprocesses only the Teams that failed during the previous backup attempt.
- Re-Run Full Backup: Performs a fresh backup of all selected Microsoft Teams, regardless of any previous backup.
- Delta Backup: Backs up only the newly added or modified Teams data since the last successful backup, reducing backup time and storage usage.
Click Download Report to export the backup results in either of the following formats:
- Backup Summary Report: Downloads an overview of the backup operation, including the total number of Teams processed, successful backups, failed items, skipped items, and the overall backup status.
- Detailed Report: Downloads a comprehensive report containing item-level information such as Team names, backup status, timestamps, error messages (if any), and other detailed backup logs for auditing and troubleshooting.
Choose the destination folder, specify the report name if required, and click Save to download the selected backup report to your local system.
After downloading the reports, navigate to the selected destination folder to access them.
Go to the Settings tab and enable the Multiple Accounts option. Then, use the Concurrent User slider to set the number of users to be processed simultaneously per account. Click Save to apply the settings.
