How to Backup Office 365 Mailbox | Easy 2 Ways!

If you are looking for efficient ways to backup Office 365 mailbox, you can read this post which offers 2 ways manually and automatically.


By Maggie Updated on August 11, 2023

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Do I need to backup Office 365 email?

Email serves as a vital component of businesses' operational processes and communication channels. On a global scale, an impressive 3.9 billion individuals utilize email, and within the realm of business accounts, Gmail and Outlook 365 emerge as prominent contenders.

Outlook Email

In the routine transmission of crucial data and information, employees often overlook the significance of the content they are disseminating. Yet, in the absence of a well-structured backup or recovery strategy, the jeopardy of email loss, whether unintentional or otherwise, looms large. This situation places a company's data integrity, regulatory adherence, and overarching reputation in a precarious position.

How to backup Office 365 mailbox

Here are 2 easy but reliable ways for you to backup Office 365 mailbox, namely, you can export PST from Office 365, or you can directly use professional third-party email backup software. Additionally, the second way is automatic.

Way 1. Manually export PST from Office 365

This .pst file is the easy way to backup the entire Office 365 mailbox. Now I will show you how to execute Office 365 export mailbox to .pst as follows:

Step 1. Log in to your email account in Outlook.

Step 2. Click File > Open & Export > Import/Export.


Step 3. Then, select Export to a file and click Next.

Export for a File

Step 4. Select Outlook Data File (.pst) and click Next.

PST File

Step 5. Select the email account you want to backup and be sure the Include subfolder box is selected.

Select Folder

Step 6. Choose the location where to keep your .pst file by clicking Browse…, then name the backup file and choose Finish.

Save PST File

Way 2. Auto backup Office mailbox via professional third-party software

If you're seeking a hassle-free and automated answer to safeguard your Office 365 emails, there's a valuable option at your disposal - AOMEI Backupper Professional. Widely recognized as a premier email backup application, this tool presents a smooth and efficient backup solution for your entire Outlook repository. This encompasses a comprehensive range of data, such as emails, contacts, attachments, notes, and calendars. Its compatibility extends to an array of Windows operating systems, encompassing Windows 11, 10, 8.1, 8, 7, XP, and Vista. And for Server users, try AOMEI Backupper Server.

❖It offers an Email Backup feature to back up various mail services, including Yahoo Mail, Gmail, iCloud Mail, Exchange, Outlook Mail, Zoho Mail, etc. Thus, like performing Qnap Gmail backup via this tool, you can also execute Office 365 email backup in a good manner.
❖It can create auto backups for emails with options like Daily, Weekly, Monthly, Event triggers, or USB plug-in. Furthermore, you can schedule tasks to wake your computer at specific times for backup purposes.
❖You can backup only changed files in Outlook through incremental backup (by default) or differential backup, thus saving a lot of backup time and hard disk space.

Please download this powerful backup software to have a try!

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

Step 1. Install and launch AOMEI Backupper on your computer. Click on Backup and select Email Backup.

Email Backup

Step 2. Click Add Email Data. Then in the pop-up window, choose Add Mailbox and fill in your Outlook account and password.

Add Email Data

Add Mailbox

Step 3. Select a destination path where you want to save the email backup image. For example, to backup Yahoo emails to hard drive, choose the Select a local path option, and specify an internal or external storage path as the backup destination.

Step 4. (Optional) To set up automatic backups, click Schedule Backup and choose a suitable backup frequency that meets your needs. Then, tick the Wake the computer to run scheduled tasks option.

Schedule Wake

Step 5. Finally, click Start Backup to initiate the Office 365 mailbox backup process.

Final words

The core objective driving users to backup Office 365 mailbox is to establish secure backups of their crucial data. Moreover, additional motivations encompass broadening accessibility and augmenting privacy, among other factors. This task can be accomplished either through export .pst file from Office 365 or with the help of professional email backup software-----AOMEI Backupper.

As a professional email backup software, namely the best Yahoo mail backup tool, this software offers an intelligent and adaptable approach to back up Outlook mailbox. Its intuitive interface facilitates the effortless creation of data backups to chosen destinations, ensuring a smooth operation. Furthermore, the software's restoration capability empowers users to swiftly recover their emails in the event of unexpected occurrences.

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.