Backup Shared Mailbox in Office 365: Manual & Automated Way

An individual who receives a warning of less storage space from Microsoft 365. The company’s admin looking for precautions for the shared mailbox from Microsoft 365 system crashes or other employees mistakenly deleted the mail. In both cases, they are looking for data backup of the shared mailbox to export in a local system to free up storage space and prevent data loss in the Microsft Office 365.

Microsoft 365 offers a manual option of backup/exporting shared mailbox in the PST file using the eDiscovery tool. Still, it requires some preconditions to use which lowers the user experience. To keep all the user’s concerns in mind there are third-party solutions to improve the user’s experience. In this blog, you will understand how to use the eDiscovery tool i.e. manual method and the automated solution provided by third-party to backup shared mailbox in Office 365.

Backup of Shared Mailbox in Office 365 Manually- eDiscovery Tool

eDiscovery, or Electronic discovery is the complete process of identifying and delivering electronic information that can be used as evidence in legal cases. Use eDiscovery tools in Microsoft Purview to search for content in OneDrive for Business, SharePoint Online, Microsoft Teams, Microsoft 365 Groups, and Viva Engage teams. Users can search mailboxes and sites in the same eDiscovery search and export the search results in PST files.

Preconditions Using the eDiscovery tool to Backup Shared Mailbox in Office 365

Backup data is essential to protect your files and emails from external threats. Taking a Backup of a shared mailbox in Office 365 by using the eDiscovery tool has some important preconditions to know before performing the process.

Some of the Important Precondition to know while using eDiscovery:

• A user must have Global Admin privileges to perform the process.
• The user system should be (32-bit or 64-bit) versions of Windows 7 & below versions
• The user must have Microsoft .NET Framework 4.7
• Process compatible on these browsers: Internet Explorer 10 & Later Versions
• If using Mozilla Firefox or Google Chrome Browsers, ensure click-once extensions are installed in the system.
• An active mailbox is attached to the shared mailbox account where the user wants to export.

Note: The first 4 steps are easy after that, the steps are frustrating to perform. Go forward if you already know about the eDiscovery tool. Or scroll down and see the steps of a automated solution.

Steps to use the Microsoft eDiscovery Export Tool to backup shared mailbox inOffice 365

• Step 1. Login to your Microsoft 365 account & Go to the admin section.
• Step 2. Go to the Security & compliance centre.
• Step 3. Go to the permission option & click on roles
• Step 4. Click on eDiscovery.
• Step 5. Click on the New Search/ Content Search button.
• Step 6. Enter a name and description for the search, then click Next.
• Step 7. Switch on the status of a specific location in the Location section.
• Step 8. In the Conditions section, select the users and folders you want to export and click Next.
• Step 9. Page redirect to Content Search section then click on Export pst.
• Step 10. Click on the Action button & choose export result.
• Step 11. In the Export section, select Export to a PST file (.pst) and then click Next.
  
  Your process to export the shared mailbox is scheduled, you can sit back and wait for the process to be done.

Automated Method to Backup Office 365 Shared Mailbox- Third Party Solution

Systools offers one of the best solutions, which is rated by Office 365 administrators to backup shared mailboxes from the Office 365 Backup & Restore Tool. It allows users to have full data protection from external threats by storing sensitive information in the offline environment.

Steps to use the automated Tool to backup shared mailbox in Office 365.

• Step 1. Download & Open Office 365 Backup Software.
• Step 2. Select Office 365 Categories to Take Backup.
• Step 3. Enter Admin Email ID and Application ID.
• Step 4. Backup Office 365 Email in Selected Export Option.

Key Features

1. You can easily take backup of emails, contacts, and calendars to PST.
2. Capable of taking backup of the shared mailbox as well as the user’s mailbox.
3. It also maintains data integrity & hierarchy throughout the backup process.
4. Easily download data in batches for single or multiple users.
5. Offers the Date Filter for the selective data backup according to a specific date range or on a
6. priority basis.

Conclusion

In this article, we help you to understand all the possible solutions to take Backup Office 365 Shared Mailbox in a hassle-free manner. Using the automated third-party tool makes backing up all your Office 365 mailbox data easy and quick with just a single click, unlike the built-in Microsoft 365 eDiscovery tool. Conversely, the manual method requires specific preconditions for performing backups. It is only capable of taking backups one by one which takes a long time.

Frequently Asked Queries

Can I restore a backup shared mailbox in Office 365?

Yes, you can restore a backup shared mailbox by using third-party solutions some third-party provide backup & restore options together.

How frequently should I backup a shared mailbox?

It depends on the volume and criticality of the data within the shared mailbox. It is advisable to schedule regular backups, such as daily or weekly, to ensure timely protection of data.

How secure are third-party backup solutions for Office 365?

Third-party backup solutions implement robust security measures, such as encryption, access controls, and compliance certifications, to ensure the confidentiality and integrity of backed-up data. It is essential to choose a trusted provider with a proven track record in data protection and before use, check the reviews of the users.