Step-by-step Office 365 Backup process

The software helps users to backup their Office 365 mailboxes and Exchange data into PST format. It is useful for both end users and administrators to backup their single as well as multiple mailboxes in PST format.

Backup a single Office 365/Exchange mailbox to PST

This tool allows you to backup a single Office 365/Exchange mailbox to PST. Follow the below steps to backup the single mailbox:

Step 1: Launch the Kernel Office 365 Backup and click Backup.

Run Kernel Office 365 Backup Tool

Step 2: To add a source Exchange Server/Office 365 mailbox for backup, click the Add button.

Add mailbox for backup

Step 3: Click on Use Modern Authentication while login (by using user client id and secret) and tap on OK.

Use Modern Authentication

Step 4: In the Office 365/Exchange Login page, provide the source credentials such as Tenant ID, Client ID, and Client Secret Value. Choose Single Mailbox/ Office 365 Group, enter Mailbox/ Office 365 Group Email ID, and click Add.

Provide the source credentials

Step 5: The software will display Please wait while current process finishes.

Fetching Mailboxes

Step 6: Verify the selected mailbox, click Set Filter and Migrate.

Verify Mailboxes and then Set Filter and Migrate

Step 7: In From Source, select Mailbox, Archive Mailbox, and Public Folder accordingly. After that, click on Migrate.

select Mailbox from Source

Step 8: The software will start Enumerating folders from your selected mailbox.

Enumerating folders

Step 9: In the Filter Selection window, choose the filtering options as required:

  • Review and search Mailbox Folders to Migrate: Select the folders to migrate.
  • Date Filter: Provide a date range to filter items.
  • Item Type Filter: Select Email, Journal, Task, Contacts, and Contacts/Appointment accordingly.
  • Exclude Deleted folder: Select to skip deleted items folder from migration.
  • Exclude empty folders: Exclude empty folders from the migration.
  • Select if you want to save all data hierarchy into a separate folder: Provide a folder name (to save the data inside a folder.)
  • Set operation timeout for larger emails while uploading/downloading: Select an upper time limit for backup (the backup will be rejected if it exceeds the limit).
  • Skip Previously Migrated Items (Incremental): Check the box to exclude the already migrated data and migrate only the additional data.
  • Request minimum items from the Server: The software will request server to retrieve files from the mailbox.

Finally click I am OK, Start Migration.

choose the filtering options as required

Step 10: In Save As wizard, select PST format and tick Split Outlook PST File After to create multiple PST files accordingly and click OK.

Select Output as PST then tick Split Outlook PST File

Step 11: Browse and select a specific folder to save PST files. Also, you can click Make New Folder and click OK.

Create or Browse folder to save PST files

Step 12: The software will start and show you the live migration process.

Migration process will start

Step 13: Once the migration process is completed, software will pop up Process completed. Please save the report to CSV and click on OK.

Process completed and save the report to CSV

Step 14: Download detailed migration report by clicking Save report to CSV.

Download, Save report to CSV

Step 15: Select a preferred location, enter the file name, and click on Save.

Select a preferred location to save CSV file

Step 16: Click on OK to end the process.

Click on OK to end the process

Step 17: Finally, access your migrated files at saving location.

Access your migrated files from saving location

Backup multiple Office 365/Exchange mailboxes to PST

To backup multiple Office 365/Exchange mailboxes, you need to have an Office 365 account with administrative privileges.

Step 1: Launch the application and click the Backup button.

For Backup multiple mailboxes, use Backup option

Step 2: Click on Add to map Exchange Server/Office 365 account with the software.

Map Exchange Server/Office 365 account
Note: To backup multiple Office 365 mailboxes, click Download Sample CSV File, enter the required mailbox details then click Import from CSV to import that CSV in the software. It will instantly map multiple mailboxes in the software.

Step 3: Select Use Modern Authentication while login (by using user client id and secret) in Choose Login Types and click OK.

Use Modern Authentication option

Step 4: Enter Exchange/Office 365 mailbox credentials such as Tenant ID, Client ID, and Client Secret Value. Select List all Mailbox using above credentials and Get User Mailbox(es).

Note: You can add Office 365, Hosted Exchange Server, or On-Premises Exchange details as required.
Enter Exchange/Office 365 mailbox credentials

Step 5: The software will start retrieving all mailboxes associated with the Office 365/Exchange Login account. The software will pop up Please wait while current process finishes.

Retrieving all mailboxes associated with the account

Step 6: The software will show all the mailboxes associated with your account. Select necessary mailboxes accordingly and click on Add.

Displayed mailboxes under Mailbox Name

Step 7: Verify all the selected mailboxes and click on Set Filter and Migrate.

Verify all the selected mailboxes

Step 8: Select the source options from Mailbox, Archive Mailbox, or Public Folder for migration and click Migrate.

Select the source options

Step 9: The software will start Enumerating folders from the Office 365 account.

Starting Enumerating folders

Step 10: In the Filter Selection window, choose the filtering options as required:

  • Review and search Mailbox Folders to Migrate: Select the folders to migrate.
  • Date Filter: Provide a date range to filter items.
  • Item Type Filter: Select Email, Journal, Task, Contacts, and Contacts/Appointment accordingly.
  • Exclude Deleted folder: Select to skip deleted items folder from migration.
  • Exclude empty folders: Exclude empty folders from the migration.
  • Select if you want to save all data hierarchy into a separate folder: Provide a folder name (to save the data inside a folder.)
  • Set operation timeout for larger emails while uploading/downloading: Select an upper time limit for backup (the backup will be rejected if it exceeds the limit).
  • Skip Previously Migrated Items (Incremental): Check the box to exclude the already migrated data and migrate only the additional data.
  • Request minimum items from the Server: The software will request server to retrieve files from the mailbox.

Finally click I am OK, Start Migration.

Apply filters, then click I am OK, Start Migration button

Step 11: In the Save As dialogue box, select the PST file, tick Split Output PST File After to create multiple PST files, and click OK.

Save to PST and Split Output PST File

Step 12: Provide a destination to save PST file. Also, you can Make New Folder to save all your backed-up files by clicking OK.

Provide destination to save PST file

Step 13: The software will start the backup process and show the live backup process in the following wizard.

Now Backup process starts

Step 14: Once the process is completed, software will pop up Process completed. Please save the report to CSV and click OK.

Backup Process completed. Save the report to CSV

Step 15: To download a detailed migration report, click on Save report to CSV.

Download a detailed migration report

Step 16: Select preferred location and enter the CSV file name to Save migration report.

Save migration report

Step 17: After all, click OK to end the backup process.

click OK to end the backup process

Step 18: Access all your backed PST files in the designated location.

Access saved PST files

Step-by-step process to restore Office 365 data

Kernel Office 365 Backup and restore tool helps you to import PST files to Office 365, and Exchange (both on-premises & hosted). The tool allows you to import PST files to single/multiple Exchange or Office 365 mailboxes simultaneously.

Importing PST files to a single Office 365/Exchange mailbox

Import PST or OST files of Office 365/Exchange account with this method.

Step 1: Launch the Kernel Office 365 Backup & Restore software.

Launch Office 365 Backup and Restore tool

Step 2: Click on Add option in the Add Source section.

Add option in the Add Source section

Step 3: Browse and select the PST files, then click Open.

Browse and select the PST files

Step 4: In Add Destination section, click on Add to map Office 365/Exchange mailbox.

Add Destination

Step 5: In Choose Login Types section, select Use Modern Authentication while login (by using user client id and secret) and click OK.

choose Modern Authentication

Step 6: In Office 365/Exchange Login wizard, enter the Tenant ID, Client ID, and Client Secret Value. Tick Single Mailbox/Office 365 Group, enter Mailbox/Office 365 Group Email ID, and click Add.

Enter Office 365/Exchange login details

Step 7: The software will start fetching mailboxes associated with the credentials and shows you Please wait while current process finishes message.

fetching mailboxes

Step 8: Verify the PST file and destination mailbox. Click on Set Filters and Migrate.

Verify the file from Source and Destination

Step 9: In Migration Type Selection, select Mailbox, Archive Mailbox, and Public Folder according to your need, then proceed to Migrate.

Note: The Archive Mailbox option will appear if archiving has been enabled for the mailbox. The Public Folder option will appear if the mailbox has the right to access the public folder.
Select mailbox type

Step 10: The software will start Enumerating folders of the PST files.

Enumerating folders of the PST files

Step 11: In the Filter Selection section, select the filtering options as required:

  • Review PST Folders to Migrate: Select the folders to migrate.
  • Date Filter: Provide a date range to filter items.
  • Item Type Filter: Select Email, Journal, Task, Contacts, and Calendar/Appointment accordingly.
  • Exclude Deleted folder: Select to skip deleted items folder from the migration.
  • Exclude empty folders: Exclude empty folders from the migration.
  • Select if you want to save all data hierarchy into a separate folder: Provide a folder name (to save the data with hierarchy inside a mailbox folder)
  • Set Operation Timeout for larger emails while uploading/downloading: Select an upper time limit for migration (the migration will be rejected if it exceeds this time limit).
  • Skip Previously Migrated Items (Incremental): Check the box to exclude the already imported data.
  • Select if migrating to Office 365 Group: Select the checkbox if you are moving PST to the Office 365 group.

Finally click I am OK, Start Migration.

Apply filters and click I am OK, Start Migration button

Step 12: The software will show the live migration status in the toolbar.

Displayed live migration status

Step 13: Once the process is completed, the tool will pop up Process completed. Please save the report to CSV and click OK.

Save report to CSV

Step 14: Click on Save report to CSV to generate a migration report in CSV format.

Download detailed migration report

Step 15: Select preferred location, enter the specific name, and click on Save.

Select preferred location to save Downloaded report

Step 16: Click on OK to end the migration process.

Click on OK to end the migration process

Importing PST files to multiple Office 365/Exchange mailboxes

Import single or multiple PST files into multiple Office 365 mailboxes using an Office 365/Exchange account with Global administrator credentials.

Step 1: Launch the software and click on Restore.

Run the software to import PST to multiple mailboxes

Step 2: Click on Add in the Add Source section.

Add PST in Add Source section

Step 3: Browse and select PST files and proceed to Open.

Browse PST file from Local folder

Step 4: Click on Add in the Add Destination section.

Add Destination

Step 5: In Choose Login Types, select Use Modern Authentication while login (by using user client id and secret).

Use Modern Authentication

Step 6: Enter Tenant ID, Client ID, Client Secret Value, and Mailbox/Office 365 Group Email ID on the Office 365/Exchange Login page. Click on List all Mailboxes using above credentials and select Get User Mailbox(es).

Enter credentials

Step 7: The software will start fetching all the mailboxes associated with given credentials and show Please wait while current process finishes in the toolbar.

fetching all the mailboxes associated with account

Step 8: The tool will preview all the mailboxes, select your preferred mailbox, and click Add.

Preview all the mailboxes, displayed under Mailbox Name

Step 9: Select your Destination Account and click Set Filter and Migrate.

Select your Destination Account

Step 10: In Migration Type Selection page, select Mailbox, Archive Mailbox, and Public Folder according to your need. Click on Migrate.

Select Mailbox type

Step 11: The software will start Enumerating folders from the selected PST files.

Enumerating folders

Step 12: In the Filter Selection section, select the filtering options as required:

  • Review PST Folders to Migrate: Select the folders to migrate.
  • Date Filter: Provide a date range to filter items.
  • Item Type Filter: Select Email, Journal, Task, Contacts, and Calendar/Appointment accordingly.
  • Exclude Deleted folder: Select to skip deleted items folder from the migration.
  • Exclude empty folders: Exclude empty folders from the migration.
  • Select if you want to save all data hierarchy into a separate folder: Provide a folder name (to save the data with hierarchy inside a mailbox folder).
  • Set Operation Timeout for larger emails while uploading/downloading: Select an upper time limit for migration (the migration will be rejected if it exceeds this time limit).
  • Skip Previously Migrated Items (Incremental): Check the box to exclude the already imported data.
  • Select if migrating to Office 365 Group: Select the checkbox if you are moving PST to the Office 365 group.

Finally click I am OK, Start Migration.

Apply filters and Review PST Folders to Migrate

Step 13: The software will show the live migration process.

Check migration process in Status section

Step 14: Once the restore process is completed, the software will show Process completed. Please save the report to CSV and click on Save.

Process completed

Step 15: To download a detailed migration report, click Save report to CSV.

Click on Save report to CSV.

Step 16: The software will pop up a Save As prompt, select preferred location, enter the file name, and click Save.

Select location to save CSV

Step 17: Finally, click on OK to close the migration process.

Click on OK to close the migration process

Importing PST files to multiple Office 365/Exchange mailboxes using CSV files.

Import PST files to multiple Office 365 mailboxes with the help of a CSV file.

Step 1: Launch the Kernel Office 365 Backup & Restore and click on Restore.

Click on Restore button

Step 2: Click on the Download Sample CSV File option.

Download Sample CSV File button

Step 3: Browse and select the destination path and click OK to save the CSV report.

Browse and select the destination path

Step 4: Fill in the credentials on the CSV file.

Add credentials on the CSV file

Step 5: Click on Import from CSV to Browse CSV file.

Click on Import from CSV button

Step 6: Select the credential stored CSV file.

Select stored CSV file

Step 7: Map the PST/OST file to the Office 365 mailbox and proceed (for this, go to step 9 of Importing PST files to a multiple Office 365/Exchange mailbox).

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