Office 365 is a popular suite developed by Microsoft, widely used for both personal and business communication. It’s easy to use and allows you to store a large number of emails. Sending and receiving emails is fast and straightforward with Office 365’s user-friendly interface. However, storing your emails on the cloud may not always be the safest option, as unforeseen mishaps can lead to losing access to all your important emails. Because of this, many users ask, “How to backup Office 365 emails to external hard drive?” In this blog, we’ll explore the three best methods to download all your emails from Office 365 account. So, if you have the same query then read this blog till the end to know more.
Why is Office 365 Email Backup Important?
The reality is that data can be easily lost. Here are some common reasons why data loss occurs in Office 365 which will be useful for you to backup your Office 365 email data:
- Hardware Failure: Emails and their data can be corrupted and lost forever if the storage system fails. This applies to both cloud servers and personal computers.
- Security Threats: Even if your data is stored on cloud servers, it’s not completely safe. A cyberattack can cause serious damage to your organization’s data.
- Retention Policy Issues: Office 365’s retention policy can be complex, so having a backup ensures that users have more control and flexibility with their data.
- Accidental Deletion: Whether it’s a simple mistake or an unintentional action, accidentally deleting data can disrupt your entire system and lead to significant data loss.
Top 3 Methods to Backup Office 365 Emails to PC
There are three main ways to save your Office 365 emails to your PC:
- Configure Office 365 with the Microsoft Outlook Desktop Application
- Use the Office 365 web portal
- A professional method for backing up Office 365 emails
Let’s look at each method in detail:
How to Download Office 365 Emails via Outlook?
There are many different types of email accounts you can add to Outlook including Microsoft 365. Some third-party email providers require you to change some settings on their websites before you can add these accounts to Outlook.
follow these steps:
- Select File> Add Account.
- Enter your email address and click “Connect”.
- In the new window tab, enter your password again, Select OK> Finish to start using your email account in Outlook.
How to Export Office 365 Emails from Web Portal?
- Log in to your MS Office 365 account on the web portal.
- Tap on Settings and select “View all Outlook settings”.
- Select General >> Privacy & Data.
- In the New Window tab, click on “Export Mailbox” as shown below.
- Now, the export process will start and it will take around 4 days to complete the process.
- Once the process is complete, you will receive an email containing a PST download link.
Drawbacks:
- A lengthy process as it takes 3-4 days to export your data.
- No filter options are available there, you will get pre-defined results.
How to Backup Office 365 to External Hard Drive Automatically?
Try Mail Backup Tool and download emails from your Office 365 mailbox in just a few simple steps. This software is an efficient tool designed to easily download emails from your Office 365 account. It offers more than 30+ export options for your convenience, and you can select specific folders to save your files without any restrictions. Additionally, the Office 365 Backup Wizard is compatible with all versions of the Windows operating system.
Download now to take advantage of its extensive features and back up your data quickly and for free.
Steps to Backup Outlook 365 Emails to External Hard Drive
- Download and Install this software and choose Office 365 from the lists.
- Enter your Office 365 login credentials to sign in.
- Choose the folders that you wish to export.
- Tap and select the saving option of your choice.
- Now, choose your destination path & click Backup to start the backup process.
Wait a moment, and your files will be downloaded to the location you selected.
Benefits of Using an Automated Software
Besides this, the Office 365 Backup tool has some impressive features that you can’t find in another tool;
- Simple User Interface: This key feature makes the software easy to use, even for those without technical skills.
- Bulk Account Backup: With this feature, you can backup multiple Office 365 accounts at once.
- Folder Selection: The software scans and displays all folders and subfolders to select exactly what you want to backup.
- Email Filter: Advanced email filters allow you to refine your backup by selecting specific emails based on your needs.
- Multiple File Formats: This tool lets you choose your preferred format for exported files.
- Transfer Emails to Cloud Server: In addition to backing up, you can transfer your emails from one account to another.
- Backup Files at Your Desired Location: You can choose exactly where to save your backup files to avoid the hassle.
Final Words
This article explains the complete methods to backup Office 365 emails using various methods, including both manual and software-based approaches. While the manual method can be helpful if you’re having trouble, using automated software i.e., Office 365 Backup Wizard makes the process much easier and saves you time. Simply install and run the software—it’s easy to use and doesn’t require any complicated steps.
Frequently Asked Questions
Q1. Is Office 365 backup Wizard compatible with Windows 11?
Ans. Yes, it is compatible with all versions of the Windows operating system. i.e., windows 11,10, vista, XP.
Q2. Apart from backup, can I move my emails to other desktop clients?
Ans. Yes, you can move your emails using the IMAP feature of this software to any other email client.
