Top 3 Ways to Backup Mailbox Office 365 Admin

You can backup Mailbox Office 365 admin in 3 ways, via MS Outlook, content search eDiscovery and professional email backup software. Let’s start to read!


By Maggie Updated on September 4, 2023

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User case: backup of user mailbox through amin center


I need to take a backup of a user's mailbox but can't do it through Outlook on their machine. The main reason for this is that I want to retain any emails that might otherwise be moved to a .pst, as I assume doing this means I couldn't restore them because they hadn't been deleted.

Is there a way to do this through the admin center, or another way that doesn't involve speaking to the user about it?




Why need to backup email from Office 365 admin portal?

Office 365 is a widely used platform that offers a range of features for managing email messages and attachments. It includes applications like Outlook, OneDrive, Word, Excel, PowerPoint, Skype, and more, which can enhance business performance. However, similar to other email clients, vulnerabilities and issues can arise in your Office 365 account. For added security, it's recommended to backupmailboxOffice365admin.

Outlook Email

Many people feel the need to save their Office 365 mailbox information on their computers, PCs, or hard drives for important reasons.

▶One reason is when the Office 365 admin portal isn't working due to technical issues: This can happen when switching from Office 365 to a different email service. To avoid any problems during this transition, it's wise to create backups of Office 365 emails and data.

▶Sometimes, changes need to be made in the Office 365 admin portal: For instance, employees might leave a company but still want to keep their important data.

▶Creating backups of Office 365 mailbox content is also crucial to prevent losing data: There are risks like ransomware and cyber attacks, so having backups provides a safety net.

In a nutshell, making copies of Office 365 admin portal data locally is important because of these reasons. It ensures data is safe and can be easily accessed when needed.

Easy ways to backup email from Office 365 admin portal

Way 1. Backup via MS Outlook

Step 1. Please login your email account to Outlook.

Step 2. Then choose File > Open & Export > Import/Export.

Import and Export

Step 3. In the Import and Export Wizard window, choose Export to a file and click Next.

Export to A File

Step 4. Then choose Outlook Data File (.pst) and click Next to proceed.

Outlook Data File

Step 5. In the Export Outlook Data File window, select the email folders to save and the Include subfolders should be chosen as well.

Select Folder

Step 6. Select a location to save your .pst file by choosing Browse…, then you can give it a name and choose Finish.

Save PST File

Way 2. Content search eDiscovery to backup office 365 data

Microsoft Admin Center offers an inbuilt Content Search eDiscovery tool that allows users to search the required data in Exchange online and back up them into a PST file.

Step 1. Log into Microsoft 365 portal and then access Microsoft 365 admin center > Admin Center and open it.


Step 2. Then select Security & Compliance > Permissions.


Step 3. Then in the next window, select eDiscovery Manager as shown in the screenshot.

eDiscovery Manager

Step 4. On the eDiscovery Manager window, click on Edit role group option.

Edit Role Group

Step 5. One the role is assigned, go to Security & Compliance to choose Content Search > + New Search.

New Search

Step 6. Afterward, specify the data to be exported from Office 365 mailboxes to PST file format in the search window. Here you can use the Add conditions to make the search process more specific.

Add Conditions

Step 7. Here, click on Specific Locations and click on Modify…

Specific Locations Moodify

Step 8. Select emails or specify the mailboxes through Choose users, group option.

Step 9. You can also export mailboxes from SharePoint sites and Public folders by enabling the Public folders option.

SharePoints Sites

Step 10. Click on Save & run to proceed.

Save and Run

Step 11. Under the Save search section, fill in a suitable name for the search and add a description. Then, click on Save.

Save Search

Step 12. Once the Save button is clicked, the tool will start the search in the background.

Searching Window

Step 13. Click on More > Export results.

Export Results

Step 14. Under the Export results window, click on Export to export Office 365 mailbox to PST from admin portal.


Step 15. Now click on the Exports tab to view the list.


Step 16. Click on Download results to set up eDiscovery PST Export Tool. From the same window please copy the Export Key. It will be used in the later installation process.

Download Results

Step 17. Click on Install to start downloading the tool.


Step 18. Once it is downloaded, paste the Export Key and select the location at the end of doing PST backup Office 365 admin.

Step 19. Click on the Start task to export the searched content into PST format.


Way 3. Professional email backup software to backup your email

If you're looking for an easy and automatic way to protect your Office 365 emails, there's a great option available: AOMEI Backupper Professional. This well-regarded email backup software offers a simple and effective solution for backing up your entire Outlook data. This includes everything from emails and contacts to attachments, notes, and calendars. It works smoothly on various Windows versions like Windows 11, 10, 8.1, 8, 7, XP, and Vista. And if you're using a server, you can give AOMEI Backupper Server a try.

✿Incredible backup mode: You can set auto backup for your emails in Daily, Weekly, Monthly, Event triggers, or USB plug-in mode. Additionally, you can set schedule backup tasks to wake up your computer at specific times for backup purposes.
✿Flexible backup method: When you create a full copy of your emails, you can then only backup the changes in Outlook through incremental or differential backup, saving a lot of backup time and disk space.
✿Various backup locations: You can choose from various backup devices such as backup emails to external hard drives, local disks, USB flash drives, and NAS devices to store your backed-up Exchange mailbox emails.

Here is the guide to backup Mailbox Office 365 via this software. Before you start, please make some preparations:

▶Download this software on your PC and launch it correctly.

▶Please add your Office 365 mail account to Outlook.

Download Free Trial Win 11/10/8.1/8/7/XP
Secure Download

Step 1. Launch the program and click on Backup, then select Outlook Backup.

Outlook Backup

Step 2. To save data in Outlook 365, begin by clicking on Add Outlook Data and choosing the specific data you wish to preserve. Afterward, simply click OK to proceed.

Add Outlook Data

Step 3. To designate a storage location for Exchange 365 mailbox emails and other items, click on the second box. From there, you can choose a local path, incorporate a network or NAS location, or utilize a cloud drive for saving purposes.

Select Backup Destination Path

Step 4. To enable scheduled backup, select from the options of Daily, Weekly, Monthly, Event triggers, or USB plug-in frequencies. Additionally, ensure that the Wake the computer to run scheduled task option is checked to guarantee proper execution.

Schedule Backup

Step 5. Please ensure that you have selected all the email folders and then click on Start Backup to initiate automatic backups of Exchange 365.

Wrapping up

You have 3 options to backup mailbox Office 365 admin, you can backup via MS Outlook, content search eDiscovery, and reliable third-party software AOMEI Backupper. AOMEI Backupper is fantastic because it can not only can backup Outlook Maik, but also support other mail services, including Yahoo Mail, Gmail, iCloud Mail, Exchange, Outlook Mail, Zoho Mail in its Email Backup feature. Meanwhile, you can use this software to perform email backup optimization to improve the whole backup performance.

Maggie · Editor
Maggie is a technical editor from AOMEI and troubleshoots technical problems against data protection. She has received professional and systematic technical training. With a focus on user experience, security, and problem-solving, she always puts herself in the readers' shoes and provides them with valuable technical insights.