Microsoft Office 365 Email Backup Solutions

Microsoft Office 365 Email Backup Solutions – Comparison Guide

Many customers, small businesses, prefer Microsoft Office 365 because it combines online services (email, cloud storage, collaboration), on-premise software (Word, Excel, PowerPoint, and more), and various other business tools for a reasonable monthly charge.

Without the need to maintain your email, files, or SharePoint infrastructure, Microsoft Office 365 allows your company to operate from anywhere, at any time. However, even though Microsoft hosts the infrastructure, you are still responsible for backing up business-critical Office 365 data.

Every company’s greatest worry in the digital age is data loss. It is impossible to overstate the importance of safeguarding sales records, financial reports, trade secrets, official and personal information, and other corporate data. Unfortunately, while many businesses choose cloud solutions to protect their data, this does not mean that they get automatically backed up.

In the event of mailbox corruption, accidental or malicious attempts to destroy them, the end-user may be accountable for data recovery.

Let’s have a look at the several native methods for backing up Microsoft Office 365 before deciding on the best Office 365 Email backup solution.

Native method to backup Office 365 mailboxes

Backups of SharePoint and OneDrive

Microsoft stores backups of its data in data centers all over the world. The data get replicated in at least two Microsoft datacenters, with backups retrievable over 14 days. You can activate and configure the versioning of lists and libraries in SharePoint Online to use this feature. It can get done on the SharePoint Document Library and List Versioning Settings page. Within 93 days, even data that has been deleted from the Recycle bin and sent to the site collecting Recycle Bin can get restored.

Exchange Online Backup

The Exchange Online Archiving feature in Exchange Online provides limitless email archiving space. If Microsoft 365 detects that the storage limit is about to be exceeded, the archive mailbox will continue to grow. This feature is known as auto-expanding archiving. This feature applies to shared mailboxes as well.

Only premium Exchange Online Plan 1 and Plan 2 subscriptions with licensed Exchange Online Archiving can get activated. To enable the archiving functionality, utilize the Security and Compliance Center or PowerShell. The auto-expanding feature, on the other hand, requires PowerShell to enable.

What factors should you consider before selecting an Office 365 Backup solution?

Some customers choose to maintain their Office 365 backups on-premises, which is OK if they have more local storage. Still, the public cloud is the ideal option for Office 365 backups due to its lower price, easy setup, and endless scaling.

Because there are so many Office Email 365 Backup solutions to select from, it’s critical to conduct an Office 365 Cloud Backup comparison to choose the best one for your business. If you’re not sure how to pick a Cloud Backup for Office 365, consider the following criteria:

How does the solution protect your data from being intercepted or stolen while in transit or storage? Is the solution capable of encrypting data? If so, how reliable is it?

How many restore options will you have? How fast will you be able to restore? Is it possible to restore only one object, or does the entire backup have to be restored? How quickly can you locate the relevant email or archive file?

Top 5 Office 365 Backup solution

If you’re looking for proper Office 365 Cloud Backup solutions, continue reading to find 5 of the finest Office 365 Cloud Backups below and pick the finest one based on the criteria listed above or your requirements.

Shoviv Office 365 Backup and Restore Software

Backup Office 365 mailboxes to PST files are simple using Shoviv Office 365 Backup and Restore. In terms of speed and user-friendliness, the software is cutting-edge. Any Outlook version and Windows operating system can open and view the created.pst files. It’s the most efficient method for backing up your mailbox software. The software also generates a detailed report at the end of the procedure.

Veeam Backup for Office 365

Veeam Office 365 Backup solution reduces the risk of losing control and access to your Office 365 data, including Exchange Online, SharePoint Online, OneDrive for Business, and Microsoft Teams, keeping your data safe and accessible at all times. In addition, it allows companies to download Office 365 email and data and back it up on their servers or another cloud provider.

Altaro Office 365 Backup solution

Altaro’s Office 365 Backup solution enables the user to backs up and recovers all of your company’s Office 365 emails and files stored in OneDrive and SharePoint to Altaro’s Microsoft Azure infrastructure. You may also manage and monitor your backups using Altaro’s cloud-based administrative panel. You’ll also have access to an infinite amount of backup storage.

The top three Office 365 Backup solutions are shown above; you can compare their features and benefits to find the best backup option for your Office files. But in terms of user-centric, the Shoviv Office 365 backup solution is one of the finest software to have in your bucket to take backup of Office 365 data. Now, let’s take a quick look at the feature of this tool:

Most prominent of Shoviv Office 365 backup tool

  1. All of the Shoviv Office 365 Backup application capabilities get created with user-centric processing in mind. It is one of the most effective backup and recovery solutions for Office 365 emails.
  2. The “Filter” option in the Shoviv Office 365 email backup tool is beneficial in preventing unneeded data from being saved up.
  3. Shoviv Office 365 mailbox backup works asynchronously. It is designed with superior technology so that it can handle numerous jobs at once with ease.
  4. It goes without saying that when a user is taking backup of data, the user’s work will progress, and there will be some data increment. As a result, some data will be added to the mailboxes until the backup procedure gets completed. When the user does a backup, the newly added data get automatically combined with the old; and a full backup of all data, including the increased data, is performed in a PST file, with no duplication.
  5. A trial version is also available to download and test the software’s capabilities. In addition, users can back up the first 50 items/folders with the software’s free trial edition.


Each service is competent and capable of backing up and restoring your files. However, minor details, such as user interface design and friendliness, end-user self-restore capabilities, ransomware protection, and so on, are essential.

We suggest you look for the Shoviv tool for backup of Office 365 emails that offer its free trial version to backup/restore the first 50 items/folder. In the end, the decision gets based on your business needs and personal preferences for choosing the best Office 365 backup solution.

About Ambika Taylor

Myself Ambika Taylor. I am admin of For any business query, you can contact me at [email protected]