Outlook Mail Backup

Prerequisites

To back up mail, make sure your users are active (enabled) and have a commercial or trial Microsoft 365 / Google Workspace license.

Getting Started with Mail Backup

To enable Mail backup, click Configure Backup on the dashboard, then turn on Mail backup services. Select Apply to enabled users to create Mail backup for all enabled users.

You can enable or disable Mail Backup service for one or for multiple users on Users page as described in Manage Users.

To create the initial backup, click Save. The backup task is created and will be scheduled automatically. You can monitor the backup task processing using the Task Manager. Once the initial backup is completed, you can view backed up contents.

If enabled, Mail backup jobs are scheduled to start automatically twice per day for all users.

To configure archive or backup options or to run an urgent backup job, select Mail in the horizontal menu bar of the dashboard.

If necessary, you can configure a backup job. To configure backup jobs, you can configure mail backup options as described below.

Additionally, you can perform a backup or restore job for selected objects, or restore all backed up objects to the same mailbox or specified mailbox.

Mail Backup Options

Click the Options button to access archive or backup options. On Backup Options specify backup job rules.

These rules will be applied to the backup job for selected user. To apply these criteria to backup job for all domain users, select the Apply To All Domain Users check box, then click Save.

Once you are done with configuring, get back to the Mail page to start a backup job.

Archive Options

Click the Options button to access archive options. On Archive Options specify archive job rules.

Refer to Create Mail archive for details on how to create mail archive.

These rules will be applied to the archive job for selected user. To apply these criteria to archive job for all domain users, select the Apply To All Domain Users check box, then click Save.

Once you are done with configuring, get back to the Mail page.

Create Backup Job for Selected Objects

You can back up specific messages in specific Outlook mail folders of the specific user.
To back up only selected mail messages perform the following:

1. Select a required user, then select the desired folder. By default, the Inbox folder is displayed, the rest of the mail folder are sorted according to the Exchange Online order. You can type the part of folder name to speed up navigation. This search works on the fly, you can speed up the processing of the long folder lists.

Point to the mail folder to see the full path to the folder.

You can export selected mail messages or mail folders to PST file, as described in Export to PST chapter.

2. The list of messages might be very long and hard to manage. Use Enter Search Request box above this list to look for items matching the certain criteria.
3. Configure mail backup options. Click Save.
4. Once you are done with configuring, get back to the Mail page.
5. Click the Backup Now button. You will be notified about the backup job creating event.

To view the progress of the created backup job, open the Task Manager.

Create Restore Job for a Specified Scope

You can restore backed up objects specific messages in specific Outlook mail folders of specific user.

To restore only selected mail messages perform the following:

1. Select the desired folder to enter a search request. By default, the Inbox folder is displayed, the rest of the mail folder are sorted according to the Exchange Online order. You can type the part of folder name to speed up navigation. This search works on the fly, you can speed up the processing of the long folder lists.
2. The list of messages might be very long and hard to manage. Use Enter Search Request box above this list to look for items matching the certain criteria.
3. Click Restore action. You will be notified about the backup job creating event. To view the progress of the created restore job, open the Task Manager.

Create Restore All Job

You can restore all mailbox items job to the same mailbox or to specified mailbox:

• To restore all mailbox items to the same mailbox, select the user, then click Restore All button and select Restore All Mailbox option. Confirm the restore job start.
• To restore all mailbox items to the another account mailbox, select the user, then click Restore All button and select Restore All Mailbox to... option. Pick an account you want to use as a restore destination.

To view the progress of the created restore job, open the Task Manager.