How to Archive Office 365 Account Data – Efficient Email Archiving Solution

Nowadays most of the users archive their cloud data for providing additional security. Which help to keep an online or offline copy of their mailbox data and protect them from the data loss situations. There are several types of Office 365 email archiving solution are available. In this blog, we are going to see a few of such Office 365 archiving solutions and how to archive Office 365 account using these methods.

Expert Suggesion:

For fast and secure archival of Office 365 mailbox data you can go with the automated solution provided by SysTools. Find the free demo version here:

In-Place Office 365 Data Archiving

In-place archiving of Office 365 accounts is a security method provided by Microsoft to secure the email data in the online platform itself. Microsoft provides additional mailbox storage to archive the mailbox data. This user needs to activate the Archive Mailbox so that, the user can move the primary mailbox data to the archive mailbox and secure the Office 365 data. Follow the below steps to enable and archive emails in Office 365.

• Go to Office 365 admin centre and Sign In to the account.
• Then select the Data governance option from the Security and Compliance Center.
• Click on the Archive. An archive page will open where you can see all mailboxes connected to your Office 365 account.
• Select the mailbox to enable the mailbox for it.
• Click Yes on the appeared warning to enable archive mailboxes.

After completing the enabling process now you can start to archive messages in Office 365 into the archive mailbox. Follow the steps mentioned below to archive Office 365 account data.

• Log in to the Outlook account.
• Open the email folder from which you want to archive the email messages.
• Select the email messages and click on the archive option from the top pane of the Office 365 account.
• Or, you can also select and right-click to select the archive option.

After that, the selected email message will be automatically moved from the primary mailbox to the archive mailbox

Office 365 Email Archiving Solution by Outlook Desktop Application

User can create local archival of the Office 365 email data using the Outlook desktop application. It will allow you to save the copy of email data selectively and also folder wise. You can perform Office 365 data archiving through the following steps.

To archive emails selectively

• Initially, open the desktop Outlook and sign in with your Office 365 account.
• Go to the mailbox folder from which you need to archive the email data.
• Select the email from the open folder and right-click to move into the archive mailbox.

To archive Office 365 account folder data

Instead of archiving each email data selectively, user can also archive their entire folder data together for securing the complete folder data.

• Go to the Account Information tab of Outlook and select the Tools option from it.
• Choose the Clean Up Old Items from the drop-down options
• An archive window will pop up with all Outlook folders from which select the folder which you need to archive.
• Provide the date to archive the folder data within that date range and the destination location to which the data need to be saved
• Finally, click OK to start the archival process.

Automated Office 365 Email Archiving Solution

Through the above-mentioned methods, user can only archive their Office 365 email data. But for most of Office 365 users, the security of their entire mailbox data is important together with the email message. For archive Office 365 account data the better option is to go with a fast and secure third party tool. SysTools Office 365 backup tool is an efficient solution which helps to save mailbox data such as email, contact, calendar, task, etc. Its expert feature helps the user archive Office 365 in PST & EML. Follow the steps mentioned below to efficiently archive Office 365 data using the alternate solution. Download the free demo version of the tool from here:

Step 1: Once the software is installed successfully log in to the Office 365 account using the credentials. If you are an Admin user then you need to check the Application Impersonation box to access the user account data.

Step 2: After verifying the user credentials you need to select the Office 365 backup Option to archive Office account data into the system.

Step 3: Then, select the mailbox item which you need to archive from your office 365 account and browse the destination location to save the archived data. Then click on the Export button.

Step 4: Then select the Mailbox items and file format in which you need to save your archived data. Also, you can provide the date filter for selectively archiving the data from the Office 365 mailbox. After that click on the Start button to begin the archival process.

Final Words

In this article, we mention various Office 365 email archiving solutions. Most of the manual processes are time-consuming and need a large amount of effort to succeed. So that to avoid such a situation we also mention the most efficient tool based alternate solution also, which will help you archive your Office 365 account without any tension. You can follow any of the methods mentioned in the above section according to your preference.