How to Backup Online Archive Mailbox?

Do you know how to backup online archive mailbox? If not, then this article is for you. Here, I will explain 4 simple solutions which I have found from the internet. So, without wasting any time, let’s start the blog.

Know About Online Archive

In Microsoft 365, Online Archive is a mailbox where your emails are stored in it for future accessibility. Not to be confused with the archive folder, it is an additional mailbox which you have to first enable from the settings. Then, it automatically move your old or less important emails emails to the archive mailbox.

When you have enabled the features, you can also see this in Outlook along with the primary mailbox. But, it is not a backup solution to store your data, it helps you to manage your emails but if you want to store your data. then you have to backup and to do this, I have provided methods that you can use.

Reasons to Backup Online Archive Mailbox

The main purpose of the online archive mailbox is to secure your emails. However, there comes times when you also need to backup the archive mailbox. But what are those instances and why you need them, all explained in this section.

• In some cases, users mistakenly delete their archive mailbox. So, if you have the backup of the mailbox then you can easily restore the data.
• Microsoft mainly operates in a shared responsibility model. It means that it provides you with an archive mailbox to save your data. But, it is your own responsibility to properly secure them.
• Industries require to retain their emails and all the data for legal or regulatory compliances. Therefore, it is compulsory to take a backup of the archive and all the mailboxes.
• If you are switching to other services. Thus, you have to first store your mailbox including an online archive.

Hence, there are several reasons for backing up archive mailboxes. Now, to know how you can do that follow the methods below.

Backup Online Archive with PowerShell

There is no direct cmdlet to save your Online Archive mailbox. But, with the help of search mailbox content. So, below are the ways that you can use.

1. Open PowerShell and connect to Exchange Online, with this command: Connect-ExchangeOnline -UserPrincipalName [email protected]
2. Now, we use below command to find and save the online archive: New-ComplianceSearch -Name “ArchiveBackup” -ExchangeLocation “[email protected]” -ContentMatchQuery “kind:email”
   Start-ComplianceSearch -Identity “ArchiveBackup”
3. Lastly, save your file with this command: New-ComplianceSearchAction -SearchName “ArchiveBackup” -Export.

Save Online Archive Mailbox using eDiscovery Option

Microsoft Purview Compliance Center can also be used to download the Online Archive mailbox. In this, you must have access to global administration and you must be a member of the eDiscovery manager role group.

1. To be a member of eDiscovery, go to the Roles & scopes and Permissions button.
2. Click on the Roles option. Edit the eDiscovery Manager role group. Click on the Export option.
3. Add your account in the list of eDiscovery Administrator options. Hit the Save button.
4. Now, create a new search in the Content search section. Provide the name and description.
5. Switch Exchange Mailboxes to On. Choose the users and groups for the specified users who you want to save the online archive data.
6. Now, go to the Search option and then click the Actions button. Export the results.
7. After exporting the data, click on the Downlist and copy the key.
8. Open the eDiscovery tool and paste the key to store the archive mailbox with other data.

Backup Online Archive Mailbox using Outlook

If you have enabled the online archive, then you can see the mailbox in your Outlook desktop application. So, it is very easy to save your data by going through the steps below.

1. Login to the MS Outlook and go to the File option.
2. Click on the Open & Export button. Select the Import/Export option.
3. Choose Outlook data file option, click on Online Archive mailbox.
4. Provide a destination location and save your data.

Limitations of Using Manual Methods

The above methods can easily help you to download your Online Archive mailbox. However, some users may find issues when following the methods.

• For IT professionals, the manual method is a time-consuming process. Because you have to follow so many steps to get your data.
• There can be problems with PST files that are created manually. Such a large file can cause corruption issues.
• A non-technical user can make mistakes during the process and lose some of the data as well.

Hence, before using these methods you must consider these problems. To completely avoid this, you can use the professional method recommended by multiple experts.

Save Online Archive Data using Professional Method

Other than the manual method, there is professional software that can easily save your data. SysTools Microsoft 365 Backup Software is such a great utility that can help you in downloading your data. With this wizard, users can save the data from any mailbox including the online archive. It is very easy to use because of its simple and user-friendly interface. If you want to know how this software works then follow the steps below.

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Steps to Backup Online Archive Mailbox

1. Download and install the software on your devices.
2. After activating the tool, you have given two options to connect your Office 365 account.
3. You can use admin mode where you can give access to the admin account. Another one is used to give permissions for user accounts.
4. In both the cases, you have to provide the administrator credentials. But, in the user option you can only backup your data from the user account.
5. After giving access to your account. Select the MS 365 Archive and Outlook options.
6. Choose the email option below and use date filter to save selective archive data.
7. Now, provide your O365 admin email and application ID. Also, validate the details.
8. Then, provide the destination to store your resultant file. Also, specify the file size which you want to store them. Validate this as well.
9. Either choose Fetch Users or Import Users to add the users from your source account.
   After adding the users, click on the validate button to verify it. Then, hit the Start Backup button.

Final Words

After reading this article, you can now know how to backup online archive data. Here, I have explained why you need to save your online archive mailbox. Then, provide you different ways to do them. Users can easily use the manual solution. But, the professional method would be a better choice. Because of its advanced features and fast process.

Read Also: How to Migrate Archive Mailbox to Office 365?