Step-by-Step Setup Guide: Backup Microsoft 365 Emails into MBOX Format

At work, email is the primary means of communication. Your mailbox contains critical files, discussions, and tasks if you utilize Microsoft 365. However, what would happen if something went wrong? Your data is protected when you have a backup. Saving Microsoft 365 emails in MBOX format is a common choice. This guide takes you step-by-step through the procedure.

Why Backup Microsoft 365 Emails into MBOX?

One versatile format is MBOX. It is compatible with several email programs, including Eudora/Apple Mail and Thunderbird. Additionally, it can be stored for later use. Even if you switch email providers, you can still view your emails using MBOX.

Key justifications for using MBOX-

• Utilizes a variety of email clients
• Switching between systems is simple.
• Easy to share and store

Maintaining a secure copy that functions anywhere is made easier by backing up to MBOX.

Manual Method to Backup Microsoft 365 Emails

Using an email client such as Thunderbird is part of the manual method. This is a straightforward breakdown:

Step 1- Set up Microsoft 365 in Thunderbird

• Launch Thunderbird on your PC.
• Create a new account
• Enter your password and Microsoft 365 email address.
• Finish the email syncing setup.

Step 2- Install the ImportExportTools NG Add-on

• Navigate to the Thunderbird menu.
• Look for ImportExportTools NG under Add-ons.
• Restart Thunderbird after installing the add-on.

Step 3- Export Emails to MBOX

• To backup a folder, right-click on it.
• Select the Export folder under ImportExportTools NG.
• Save the folder to your computer in MBOX format.

This approach is cost-free. However, if your mailbox is enormous, it can feel slow. The procedures must also be repeated for several folders. It could appear perplexing to non-technical users.

Smarter Way-Backup Microsoft 365 Emails into MBOX Format

Although a manual approach is effective, it is not always feasible. Using a backup program is a smart choice if you want a quicker and simpler method. The GainTools Office 365 Backup Tool, for instance, streamlines the procedure.

This is how it operates-

• Install the tool and launch it.
• Enter your Microsoft 365 login credentials.
• Choose the folders you wish to backup.
• From the various formats, select MBOX.
• Choose the location in which you want to save it.
• To allow the program to save your emails, hit the Backup Now tab.

That is all. No need to manage various procedures or configure add-ons. The tool backs up every email at once. If you do not want all the items at once, you can alternatively select particular folders, dates, or objects. This minimizes errors and saves time.

Benefits of Using the Application

• Fewer steps and a straightforward setup
• Save in MBOX/PST/EML/MSG and more formats.
• Export just the necessary data.
• Large mails are handled promptly.

You spend less time figuring things out when you use a tool. It takes very little work to keep your data secure.

Best Practices for Email Backup

Regardless of the approach you take, adhere to these excellent practices-

• Create frequent backups by setting up monthly or quarterly backups.
• Keep out of harm way. Keep your MBOX data on external storage or in a secure cloud.
• Verify your backups are functioning by opening the files.
• Keep things organized by labeling folders by project or year for easy access.

Good behavior increases the dependability of your backup.

The Closing Note

For protection against data loss, make an MBOX backup of your Microsoft 365 emails. If you are familiar with the setup procedures, you can utilize the manual Thunderbird method. However, if you want a simple, easy-to-use method, the Office 365 Backup Tool makes it much simpler.

The objective is the same in either case. A copy of your emails should be kept in a secure location. In this manner, you maintain control over your communication history regardless of what occurs.