How to Backup Shared Mailbox Office 365

Discovery can help you backup the shared mailbox manually. Also, you can auto-backup emails via professional email backup software AOMEI Backupper.


By Maggie Updated on August 31, 2023

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User case: Backup a shared mailbox


I need to find a way to backup an Office 365 shared mailbox (standard, no license) to Onedrive (with license). I use Outlook on the web.

Can you help me please?



- Question from Microsoft Community


Shared mailbox in Office 365 is an important and valuable feature provided by Microsoft. It enables administrators to grant multiple users access to a specific mailbox. This functionality contributes to enhancing collaboration, productivity, and overall efficiency for businesses, regardless of their scale. Moreover, shared mailboxes offer increased flexibility and control when it comes to managing and accessing emails within an organization.

Shared Mailbox

Being a crucial part of the Office 365 suite, it becomes equally important to backup shared mailbox Office 365 along with the other user mailboxes.  How to backup shared mailbox in Office 365? Here are 2 ways, both manually and professionally.

Manual way: eDiscovery to backup Mailbox Office 365

eDiscovery, which stands for Electronic discovery, is a process to locate and provide electronically stored information that can serve as evidence in legal cases. The eDiscovery tool allows you to search and export the content of a shared mailbox to a PST file. This approach necessitates proper permissions and administrative access. Here is how you can execute eDiscovery Office 365 export to PST.

Part 1. Add an eDiscovery Manager

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

Step 2. From the Security & Compliance drop-down, click on Permissions and navigate to eDiscovery Manager.

Click Permissions

Step 3. On the eDiscovery Manager window, click on Edit role group option.

eDiscovery Manager

Part 2. Find the desired emails

Step 1. Once the role is assigned, go to Security & Compliance. Then choose Search & Investigation > Content Search + New Search.

New Search

▸In the Add Conditions wizard, you will see various types of filters. To enable any filter, tick the particular condition and press the Add button.
▸Specify a location for migration. You can choose complete mailbox migration or migration of some selected mailbox files. Click on the Modify option to choose selected emails.
▸After selecting the location, click on the Save & Run button. It will open the Save Search window.
▸Fill in the Name and Description field with the required details. At last, press the Save button.

Click Save

Part 3. Export PST from Office 365

Then after performing these steps, go back to the Content Search windows to evaluate the search operation.

Step 1. Press the Refresh button and then open the query. It will open a new wizard.

Step 2. Check for the completion of the search and then press the Export results icon.

Export Results

Step 3. Once the Export process finishes, you can save the results by clicking on the Download Results option. From the same window please copy the Export Key. It will be used in the later installation process.

Download Results

Step 4. Click on Install to start downloading the tool.


Step 5. Once it is downloaded, paste the Export Key and select the location at the end of doing PST backup Office 365 admin.

Step 6. Click on the Start task to export the searched content into PST format.


Auto way: backup shared mailbox Office 365 via professional email backup software

We have to admit the previous method is efficient but looks a little bit complex. It involves many steps to backup shared mailbox office 365 using eDiscovery. Luckily, there’s an easy-to-use and reliable email backup and restore software, AOMEI Backupper for you. You can customize your backup needs via its wonderful features:

▶It offers the Outlook Backup feature to backup all of your emails, contacts, notes, calendars, and tasks in Outlook to a local, external, or network drive.
▶The Pro version can run well on all Windows PC systems including Windows 11, 10, 8.1, 8, 7, Vista and XP. If you are a server user, please try AOMEI Backupper Server.
▶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.

Here is the guide to backup shared mailbox, before you start please download this software on your PC and launch it:

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

Step 1. Please add your Microsoft 365 email account to Outlook.

Step 2. Then in the AOMEI Backupper window, choose Backup > Outlook Backup.

Outlook Backup

Step 3. 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 4. Choose a destination path to save your shared mailbox backup. You can choose a local path, incorporate a network or NAS location, or utilize a cloud drive for saving purposes.

Select Backup Destination

Step 5. Please ensure your selections and then click on Start Backup to backup Shared mailbox Office 365.


Backup shared mailbox Office 365 can be executed via eDiscovery and reliable email backup software----AOMEI Backupper Pro. This software supports various mail services, including Yahoo Mail, Gmail, iCloud Mail, Exchange, Outlook Mail, Zoho Mail, etc. For example, You can backup Gmail inbox via this software in a good manner.

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.