How to Backup Office 365 Shared Mailboxes?

Typically, an email address is designed for individual users, enabling direct one-to-one communication. However, businesses often need a collaborative platform where multiple individuals can access and utilize a single email address, enabling one-to-many or many-to-one communication. Office 365's Shared Mailbox functionality transforms the conventional mailbox by allowing multiple users to access and efficiently manage it, enhancing collaboration and productivity.

Users with an Outlook mailbox email address can access Office 365 shared mailboxes that are made available and accessible to them. Setting up a shared mailbox requires administrative privileges, enabling the admin to manage permissions and invite collaborators through account settings. When adding collaborators, various mailbox permissions can be assigned, including full access, send as, and send on behalf.

When multiple individuals within an organization share a mailbox for sending and receiving emails, the risk of a data breach significantly increases. Additionally, there's a possibility that your colleagues may inadvertently or intentionally delete important emails. While deleted data can often be retrieved from the trash, it is not a permanent solution. Therefore, it's imperative to maintain a backup of your data. The Kernel for Office 365 Backup and Restore tool offers the solution you need to securely back up and recover your shared mailbox data.

This formidable tool is capable of efficiently backing up and restoring all your Exchange/Office 365 mailboxes, even including shared mailboxes. It boasts a rich array of impressive features, such as:

• 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 exceptionally user-friendly, making it a breeze to backup and restore mailboxes. To create a backup of your shared mailboxes, simply follow these straightforward steps:

Note: If you want to back up multiple mailboxes, then you need an Office 365 account with administrative privileges.

1. Download the tool and install on your system.
2. After launching the tool, a window will appear on the screen displaying the options of “Backup” or “Restore.” Choose the backup option like this:
3. Now, to add the source from which you want to backup mailboxes (Exchange Server/Office 365), click the “Add” button.
4. 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.
5. 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.
6. The shared mailbox will be added to the tool, click Set Filter and Migrate.
7. Now, select the option to migrate the shared mailboxes, and click “Migrate.”
8. 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.
9. A pop-up window will appear on the screen with saving options, select PST and click OK.
10. Select the location to save the backup PST file and click “OK.”
11. 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.

Final Words

Office 365 is a widely adopted platform, renowned for its impressive array of features, among which the shared mailbox stands out as particularly valuable. However, the prospect of losing vital data from these shared mailboxes within Office 365 can be distressing. Hence, it becomes essential to maintain an Office 365 backup for them. Utilizing this tool, you can effortlessly create backups for your shared mailboxes, ensuring data security and peace of mind.