How to Backup Office 365 to Local Storage?

Rollins Duke   
Published: October 5th, 2023 • 6 Min Read

Due to some professional purpose, I need to backup Office 365 to local storage/ server. I tried 2-3 products for the same but, nothing worked. With lots of hope, I am posting the problem on my social media account page. I assume that one of my friends will definitely suggest the best solution. Please inbox me the same ASAP. Thanks in advance!”

Business Professionals, Corporates, and Enterprises consider getting Office 365 backup to local storage as a means of data security. It enables Microsoft customers to protect vital information by downloading and saving it at a secondary location. The idea to backup Office 365 to local server comes with lots of reasons. Therefore, it is important to be known the best approach to backup Office 365 to local computer storage.

5 Step Guide to Backup Office 365 to Local Storage

  1. Install and run software on your computer.
  2. Fill Microsoft 365 credentials and press Login.
  3. Use checkboxes to select Office 365 items.
  4. Choose a desired saving option and use filters.
  5. Set local storage as destination and press Backup.

Note: Complete the above-mentioned steps to backup Office 365 to local server or storage according to your choice. Still, if you want to understand all the steps then keep continue reading this blog post.

How to Backup Office 365 to Local Server?

This method comprises a solution named Office 365 Backup Software. It is a dedicated program that enables users to backup Outlook 365 to local storage in a trouble-free manner. There is no requirement for any high technical server configurations to backup O365 tenants to local storage. The major point to prefer this solution is that ‘it is a direct solution – none of the intermediate apps are needed to store O365 data in local storage.

  1. Start the mentioned software and enter your Microsoft 365 email id and press Login. If you are login with an admin account then check the “I am Admin” option.
    enter office 365 credentials
  2. Thereafter, Microsoft’s authenticated login window will be open to login. Enter Microsoft 365 account credentials and Sign In to your account.
    office 365 password
  3. Now, you can see all Office 365 items in the software panel. Select the required O365 folders from the whole data.
    select required office 365 folders
  4. After that, choose a saving option according to your choice and need such as PST, MSG, EML, EMLX, MBOX, OLM, PDF, DOC, RTF, etc.
    saving option
  5. The tool also provides various email filter options to backup Microsoft 365 to local storage between a specific date range, by specific email address, and by specific subject.
    advance filters
  6. Now set the destination path to store the resultant data locally. However, this application automatically chooses the desktop as the default destination path.
    browse destination path
  7. Click on the Backup button to start the process of Office 365 backup to local storage.
    backup office 365 to local storage
  8. Thereafter, Outlook 365 to local storage backup process has been completed successfully. You can see the flash message of completion.
    office 365 backup to local storage
  9. This utility automatically creates a log report file i.e., SavingLog.txt which has information about the exported backup.
    log report
  10. Lastly, the software will automatically open the local storage path. Now, get the resultant data into the selected file extension.
    resultant data

How to Backup Microsoft 365 to Local Storage via eDiscovery?

  1. Login to your Microsoft 365 admin account and choose the Admin option.
    admin center
  2. Choose Security & Compliance option from Exchange Admin Centers (EAC).
    security & compliance
  3. Click on Permissions and assign the eDiscovery Manager role to the specific user account.
  4. Users can easily assign required permissions and roles by clicking on the Edit icon.
    ediscovery manager
  5. Click on More Resources to open the Microsoft purview compliance portal. Choose Content Search >> New Search option.
    content search
  6. Thereafter, a new wizard will be opened, now enter the search name and description. The locations option allows specifying Office 365 data that users want to store on local drives.
  7. The Conditions option permits to set of multiple filter options as shown in the respective screenshot. After choosing a filter, hit on Submit to continue and press Done for closing the current window.
  8. The search process is running in the background, you can see the search status by clicking on the Search button.
    data connectors
  9. After that, hit on Actions and then click on the Export results option.
  10. Under Export, results choose Output options accordingly.
    output options
  11. Hit on the Export button to search again for seeing about the status is completed or not completed.
    backup microsoft 365 to local storage
  12. Now copy Unique Export Key by clicking on the Copy to clipboard. Thereafter, press the Download Results button.
    download results
  13. Lastly, eDiscovery Export Tool will be open, now paste Unique Export Key in a specific field. Browse local storage as the destination path. Click on the Start button to start the process to export Office 365 mailbox to PST. After completion of the task. Get resultant data in PST file extension.
    ediscovery export key

Why Software Is More Suitable?

  • There are several aspects due to which the automated solution is more suitable than the manual one. We would explain this point by drawing a differentiation table between both the solutions to backup Office 365 to local server.
  • The software does not demand any administrator permissions to backup Office 365 to local storage. While the eDiscovery method demands many administrator permissions to get O365 data to local drive.
  • Its interface is so simple that it enables a novice user to download Office 365 emails locally without any hurdle. While different technicalities need to be known while executing the manual methods to backup Office 365 to local storage.
  • There are no chances of a data breach while using this solution to backup Office 365 into local storage drive. If a single thing goes wrong, an attacker will get a full chance to harm your Office 365 data.
  • This solution provides more than 30 file formats to archive data locally. While using eDiscovery allows you to get Office 365 backup to local storage in PST format.

The Verdict

If you are a little bit confused, remove your confusion by testing the trial edition of the above-mentioned tool. It is available on the official website for those who wish to backup Office 365 to local storage via this approach. You can download its setup file on Windows and Mac OS for free and examine each & every feature. The only limitation of this approach is that it allows the backup of only 25 emails from each selected folder. This can simply be removed by upgrading this best utility from the free version to the PRO version.