How to Backup Emails from Outlook Exchange Server

Backing up emails from Outlook Exchange Server is crucial for data security and continuity. This comprehensive guide explores manual and automatic methods to help you make email backups, ensuring you preserve your email data effectively.


By Sebastian Updated on April 3, 2024

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Backing up emails from the Outlook Exchange Server is essential to safeguard crucial business communications, prevent data loss, and ensure uninterrupted workflow. This guide explores multiple methods on how to backup emails from Outlook Exchange Server, offering step-by-step instructions and expert tips for seamless email data preservation.

What is OutLook Exchange Server

Exchange Server is a robust email and calendar management system widely adopted by businesses worldwide. It serves as the backbone for internal and external communication within organizations, facilitating seamless collaboration and information exchange. With Exchange Server, users can access their emails, contacts, calendars, and tasks from virtually anywhere, ensuring productivity even on the go.

Microsoft Exchange Server

One of the key features of Microsoft Exchange Server is its integration with Microsoft Outlook, a widely used email client. So, people also call it Outlook Exchange. This integration allows users to synchronize their emails, contacts, and calendars effortlessly, providing a unified experience across multiple devices. Additionally, Exchange Server offers advanced security measures to safeguard sensitive information, such as encryption and data loss prevention policies, ensuring the confidentiality and integrity of corporate communications.

Why It Is Important to Backup Exchange Server

Ensuring the security and integrity of your Exchange Server mailbox data is essential for maintaining smooth business operations. Here's why backup email in Exchange is crucial:

Data Protection: Safeguard your critical business communications and information from accidental deletion, hardware failures, or malicious attacks.
Business Continuity: Maintain uninterrupted access to email services, even in the face of unexpected disruptions or system failures.
Compliance Requirements: Meet regulatory and compliance standards by preserving email records and ensuring data retention policies are followed.
Risk Prevention: Minimize the risk of data loss or corruption, which can result in financial losses, legal liabilities, and reputational damage.
Disaster Recovery: Establish a reliable backup strategy to quickly recover mailbox data in the event of disasters such as natural calamities or cyber security incidents.

How to Make Email Backup from Exchange Server

In this section, we've got you covered with not just one, but two methods to backup your emails on Exchange. If you prefer a hands-on approach, we've got detailed steps to guide you through the process of manually backing up your emails. On the other hand, if you'd rather let technology do the heavy lifting for you, we've also got a solution that sets up automatic backup tasks. Whether you're a do-it-yourself enthusiast or someone who prefers things to run smoothly in the background, there's an option here that's just right for you!

Automatically Backup Emails from Exchange Server

If you need to back up Outlook Exchange Server e-mail on a regular basis, the easiest and most straightforward way is to use a professional backup tool, such as AOMEI Backupper professional, the Exchange e-mail backup and restore tool. It provides a variety of backup services and it includes saving Exchange mailbox data and being able to easily restore it when needed.

Its built-in Outlook backup feature provides a more secure and comprehensive approach to all users with mail backup and recovery needs. Just log in to your Outlook account and use this backup feature to automatically back up at regular intervals. You can back up all your files in your entire Outlook mailbox with just a few clicks. In addition, it provides a variety of custom backup solutions for users to choose from, such as full backup, incremental backup and differential backup. Users can choose according to different needs, to achieve differential backup required content.

• AOMEI Backupper has an easy user-friendly interface, users can make data backup and recovery with several simple steps.
• Except for email backup, it also offers other data backups like system backup, disk backup, file backup, partition backup, and cloud backup.
• It is compatible with most storage devices on the market, including internal/external hard drives, USB drives, SSD/HDD, SD cards, and more.
• This backup and recovery tool runs on all Windows Operation Systems. No matter whether you use Windows 11/10/8/7/Vista/XP, it will work just as fine.

Now, download AOMEI Backupperand check how to back up Outlook emails automatically.

Download Free Trial Win 11/10/8.1/8/7/XP
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1: First, you need to log in with your Outlook account on your computer. Then, open this tool and click Backup >> Outlook Backup.

Outlook Backup

2: Tap Add Outlook data and select the email account as well as the mailbox you want to backup. Then Choose OK.

Add Gmail

3: Select the saving location to store your Outlook backup PST files.

Select Destination

4: In the last step, click Schedule Backup and Enable it. Choose if you want to automatically save your email backup Daily/Weekly/Monthly/Event triggers. Click Start Backup to begin this task.

Schedule Backup

Manually Backup Mailbox Data from Exchange Server

If you're a regular user of Outlook, you probably know that the easiest way to save your email data is to back up Outlook to a PST format. The same applies to Exchange Server. You can back up Exchange Server data faster and more efficiently by exporting it as a PST format.

Here is how exactly to do it manually:

1: Follow the instruction: EAC >> Recipients >> Mailboxes >> More options and select Export to a PST file.

Export to a PST File

2: Select whether you want to backup the mailbox or the mailbox’s archive, and click Next.

Select the Source Mailbox

3: Then, choose the saving path and filename, continue to click Next.

Select the Target Path

4: Lastly, decide if you want to receive notification messages and click Finish.

Notification Message

FAQs on Outlook Exchange Server Backup

Q: Can I schedule backups with AOMEI Backupper?

A: Yes, AOMEI Backupper allows you to schedule backups at specific times to ensure regular data protection.

Q: Is it necessary to backup Outlook Exchange Server emails regularly?

A: Yes, regular backups are essential to mitigate the risk of data loss due to system failures, cyber threats, or accidental deletions.

Q: Can I backup emails from multiple Outlook accounts simultaneously?

A: Yes, AOMEI Backupper supports backing up data from multiple Outlook accounts in a single operation, streamlining the backup process.


In summary, it's really important to keep your email data safe from Outlook Exchange Server. This helps keep your business running smoothly and your information secure. By using the methods we've talked about in this article, you can make sure your email communications are backed up properly. If you want a simple and reliable way to do this, AOMEI Backupper is a great choice. It makes backing up your email data easy and stress-free, so you can feel confident that your important business info is always protected.

Sebastian · Editor
Sebastian, a professional editor at AOMEI, brings personal product experience and a user-focused mindset to solve data protection issues. With valuable technical insights and a dedication to user experience, he simplifies complex concepts and provides reliable solutions. Sebastian's expertise and skills make him an invaluable resource for readers seeking technical guidance.