How to Backup Data Selectively from Office 365?

Organizations need Office 365 data protection for a number of reasons, depending on the business. These factors include keeping operations up and running smoothly, guaranteeing regulatory compliance, and satisfying all conceivable legal needs. However, the expense of data loss is what these firms are most concerned with avoiding. The financial effect, regulatory penalties, legal fees, security costs, public relations costs, stock value loss, brand value loss, reputational harm, and customer attrition are included in this cost. The combined cost of data loss can reach millions of dollars, burdening businesses and having an effect on their bottom line.

Organizations have come to the realization that data stored in the cloud is not always protected from data loss, whether due to ransomware, other nefarious actions, or simple mistaken data removals. Any prior misunderstandings on the obligations for data security and protection in Office 365 data have mainly been cleared up.

The security of the data on the platform is a shared duty between Microsoft and the Microsoft 365 user, under Microsoft's Shared Responsibility Model. However, it is solely the user's obligation to guarantee that this data is securely backed up using a professional solution and is retrievable when necessary.

How to Take Selective Backup of Office 365 Data?

If you have configured an Office 365 account with the Outlook application, you can use its inbuilt export method to selectively save the folders.

  1. In the Outlook application, you need to click File in the toolbar. click File in the toolbar
  2. In the Open & Export section, go to the Import/Export wizard. Import/Export wizard
  3. Click the ‘Export to a file’ option. Click Export to a file
  4. To create a file of type, choose Outlook Data File (.pst) and click Next. Select Outlook Data File (.pst)
  5. The Export Outlook Data File page is crucial because you can select the folders whose data is vital. You can choose the folder easily. You can use the checkbox to add subfolders to it. Also, click Filter to select more minute data. After selecting the data, click Next. add subfolders
  6. When you click the Browse button, then you can save the PST file at any defined location. The Options section helps you in managing the duplicate items. Then click Finish. manage the duplicate items

After taking a backup, you can go to the saved location and access the PST file there. But this method has many limitations because this method cannot take the selective backup of personal folders, archive mailbox, and shared mailbox. If the number of folders and emails is higher, then the process may take a significant time to complete. So, you should use professional backup software that can export Office 365 data to PST on your own terms, and Kernel Office 365 Backup software is the exact answer. The software can migrate an unlimited number of mailboxes from an Office 365 administrator account and save them in the desired backup file.

  1. When you start the software, you can add the Office 365 mailbox using the Add button. Add the Office 365 mailbox
  2. For Exchange Server name, type and input Mailbox Login ID and the Office 365 administrator password. Then choose the second option to list all mailboxes associated with the administrator. Click Get User Mailbox(es). Get User Mailbox(es) Now, use the checkboxes to select the mailboxes and click Add.
  3. The software will verify the mailboxes and enlist them for backup. Then you can click the Set Filter and Migrate option. Set Filter and Migrate
  4. Use the drop-down to select among primary mailbox, public folder, and archive mailbox in the Migrate Type Selection page. Then click Migrate. select among primary mailbox, public folder, and archive mailbox
  5. The Filter Selection page shows you all the filters that can select mailbox data based on several criteria like Date Filter, Item Filter, Exclude Deleted Folder, Exclude empty folders, save all data hierarchy into a new folder, set operation timeout, skip previously migrated items. Then click I am OK, Start Migration. Filter Selection page
  6. There are multiple output formats (PST, MSG, HTML, MHTML, DOCX, DOC, PDF, EML) that you can select to save the Office 365 data. Click OK. save the Office 365
  7. Select the destination for the backup file. Click OK after selecting the backup. Select the destination for the backup file
  8. The software has taken the backup and shows that process is complete. You should click OK. Office 365 Backup done


Office 365 mailboxes can support data up to 50 GB. The Public folder, archive mailbox, and shared mailbox can also contain data up to multiple GBs. So, if you are working with these types of folders on your Office 365 accounts, you cannot take a simple manual backup. So, you should use Kernel Office 365 Backup Software. It also supports backup Exchange Online mailbox to PST, and you can follow the same procedure to back up the mailboxes. The software is designed to handle large mailboxes. There is a free version of the software that can export 10 items per folder. You can use it to get a clear idea about the software.

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