A shared mailbox is used by multiple users to send and receive emails from the same address. It can be created easily within the Office 365 admin center, but a user cannot access a shared mailbox directly. To have access to a shared mailbox, the user must be granted “Send As” or Full Access permissions to the mailbox.
When different people in an organization share a mailbox to send and receive emails, there are higher chances of a data breach. Also, it’s possible that your colleagues can accidentally or on purposefully delete some emails which might be important. You can still find the deleted data in the trash, but it will not stay there forever. So, it’s necessary to keep a backup of your data. Kernel for Office 365 Backup and Restore tool can help you back up and recover your shared mailbox data.
It is a powerful tool that can back up and restore all your Exchange/Office 365 mailboxes including the shared mailboxes. It is enriched with some great features, which includes:
- Saves Exchange/Office 365 mailboxes as PST without the help of Outlook.
- Works well with on-premises/hosted Exchange & Exchange Online.
- Filters mailbox data based on date, item type, etc.
- Preserves the original hierarchy of mailbox folders.
For a better understanding of the usefulness of this tool, let’s have a look at the working process of this tool.
Backing up shared mailboxes in Exchange Server or Office 365
The user-interface of this tool is very simple. So, it is easy to backup and restore mailboxes using this tool. To create a backup of your shared mailboxes, follow these steps:
Note: If you want to back up multiple mailboxes, then you need an Office 365 account with administrative privileges.
- Download the tool and install on your system.
- After launching the tool, a window will appear on the screen displaying the options of “Backup” or “Restore.” Choose the backup option like this:
- Now, to add the source from which you want to backup mailboxes (Exchange Server/Office 365), click the “Add” button.
- In the next step, enter the administrator account credentials, and select the option “List all mailboxes using above credentials,” and then click “Get User Mailboxes” button. All the mailboxes will display in the tool.
- In Office 365, primary mailboxes and shared mailboxes are listed separately. This tool display all the mailboxes together, so search and select the Shared mailbox separately. You can select primary mailboxes as well, and then click the “Add” button.
- The shared mailbox will be added to the tool, click Set Filter and Migrate.
- Now, select the option to migrate the shared mailboxes, and click “Migrate.”
- If you want to set any filters before migrating the mailboxes, then choose the filters from the “Filter Selection” window. After selecting the filters, click “I am OK, Start Migration” button.
- A pop-up window will appear on the screen with saving options, select PST and click OK.
- Select the location to save the backup PST file and click “OK.”
- It will take some time for the backup process to complete depending on the size and number of the mailboxes. And once the backup process is complete, the tool will display “Process Completed.” Click “OK” to finish the process. If you want to save this information in a CSV format, then click “Save the report to CSV.”
You can see all the Office 365 shared mailboxes in separate PST files to the specified location.
Office 365 is a widely used platform that offers some great features, and the shared mailbox is one of its very useful features. But, it can be very disturbing for anyone to lose critical shared mailbox data from Office 365. So, it’s necessary to keep Office 365 backup for them. You can use this tool to back up the shared mailboxes.