What is Office 365?

Office 365 is a cloud-based productivity and collaboration suite developed by Microsoft. It offers a complete ecosystem of applications such as Outlook, Word, Excel, PowerPoint, OneNote, and Teams, along with enterprise-grade cloud services including Exchange Online, SharePoint Online, and OneDrive for Business.

Unlike traditional desktop-based Office software, Office 365 operates on the cloud, enabling users to access, create, and share their data anytime, anywhere, and on any device. It ensures seamless synchronization, real-time collaboration, and enhanced data security backed by Microsoft’s global infrastructure.

Office 365 integrates advanced APIs to improve automation and connectivity:

• EWS (Exchange Web Services) enables programmatic access to Exchange Online mailboxes, allowing tools to read, move, and manage emails, calendars, and contacts securely.
• Microsoft Graph API is a unified gateway that connects to Microsoft 365 services, providing smarter, faster, and more scalable communication with Outlook, Teams, OneDrive, and more.

Why Do We Need an Office 365 Backup Tool?

Although Microsoft securely hosts all Office 365 data, it follows a shared responsibility model, meaning Microsoft protects the infrastructure, but data protection and retention are the user’s responsibility.

Accidental deletions, malware attacks, ransomware, or policy-based data purges can permanently erase critical emails, files, and contacts. Microsoft’s native retention period (14–30 days) is often not enough for long-term recovery.

An Office 365 Backup Tool provides:

• Complete data protection by creating offline copies of emails, contacts, calendars, and files.
• Long-term data retention beyond Microsoft’s default period.
• Quick recovery options in case of accidental deletion or account loss.
• Migration and restore flexibility across accounts, tenants, or platforms.

Exclusive Feature of Office 365 Backup Tool

Detailed Steps to Back Up Office 365

The SysInfo Office 365 Backup & Restore Tool is a reliable and efficient solution designed to securely back up and restore Microsoft 365 (Office 365) mailbox data. It enables users and administrators to export emails, contacts, calendars, tasks, and other mailbox items into multiple file formats. Follow the steps below to perform your Office 365 backup or restore process successfully.

Step 01: Download Office 365 Backup and Restore Tool

Follow the steps below to download and install the SysInfo Office 365 Backup and Restore Tool on your system.

1. Visit the Official Website

Go to SysInfo Office 365 Backup Tool and click “Download Now” to get the latest setup file.

2. Run the Installer

Open your Download folder, locate the setup file (SysInfoOffice365BackupSetup.exe), right-click, and choose “Run as Administrator” to launch the setup wizard.

3. Complete Installation

Follow the on-screen instructions, accept the license agreement, choose your installation path, and click Install. Once the process completes, click Finish.

4. Launch the Tool

Open the software from your desktop or Start Menu shortcut. The tool is now ready for use.

5. Activate the Software

Demo Version: Click Continue Demo to use limited features.

6. Licensed Version: Click Activate, enter your valid activation key, and unlock full access.

Step 02: Choose Backup to Back Up the Office 365 Mailbox

There are two options: Backup and Restore. First, we are moving forward with the Backup process. Then we will discuss the process of restoration.

Click on the Backup button to proceed.

Step 03: Click Continue to Proceed

The welcome screen of the SysInfo Office 365 Backup & Restore Tool appears immediately. It introduces the tool’s purpose and guides you through the upcoming steps for performing a backup or restore operation.

At the bottom of the screen, the interface visually summarizes the entire backup and migration process in six simple steps. Click Continue and proceed further.

Step 04: Microsoft Office 365 Login

The SysInfo Office 365 Backup & Restore Tool requires user or admin credentials to establish a secure connection between your Office 365 (Microsoft 365) account and the software. This authorization allows the tool to access mailbox data for backup, restore, or migration purposes.

Here, we have two login options:

1. 1. Use Modern Authentication: When you select this option, the tool will redirect you to your web browser for a secure Microsoft sign-in. Simply enter your Office 365 credentials and complete authentication. Once verified, your Office 365 account will be securely connected to the software using Microsoft’s OAuth 2.0 protocol.
   1. Enter your email ID and click Sign In.
      
   2. Click Yes if your Licence type is E5, else click No.
      

   IF YES

   IF NO

   C. Then, choose your Microsoft Office 365 account. D. Here, enter your password and click on Sign In.

   C. If you don't have an E5 Licence type, click No and enter these details. Client ID: A unique Application (App) ID assigned when you register the tool in Azure AD. It identifies your app to Microsoft 365. Tenant ID: A unique identifier for your Microsoft 365 organization or domain (directory ID). Secret ID: A secure password-like value generated in Azure AD that authenticates your registered app along with the Client ID. To get the Client Secret ID and credentials - Client Secret ID login credentials. D. Then choose your account. E. Enter the password and click Sign in.

2. Modern Authentication (By using the user client ID and secret): This method requires entering the following details to establish a secure authentication connection with Office 365. After that, click Authenticate.
   • Application (Client) ID: Unique ID assigned to your registered app in Azure AD.
   • Directory (Tenant) ID: Identifier of your Microsoft 365 organization (Azure directory).
   • Client Secret Value: A secure key generated for the app to authenticate access.
   • Microsoft Azure Admin ID: The admin account used to grant permissions and authorize the connection.

   Permission Required:

   1. User.ReadWrite.All
   2. Mail.ReadWrite
   3. Contacts.ReadWrite
   4. Calendars.ReadWrite

   Prerequisites

   • The Office 365 admin account must have permission to access Microsoft Graph APIs.
   • Domain-wide API scopes should be enabled for the source domain.
   • The destination folder on the local system must have write access.
   • Ensure antivirus, firewall, and real-time protection are temporarily disabled during the backup process.

   Click here to get more information.

   

Step 05: Select User & Mailbox

In this step, you need to select the Office 365 users and their source mailboxes to back up. The tool provides two convenient methods for adding users and three source mailbox types to choose from.

1. Get Sub User
   • Add User from CSV File: Import multiple user accounts by uploading a pre-formatted CSV file containing user email IDs and credentials.
   • Add User Automatically: Allows the tool to detect and add users linked to the authenticated Microsoft 365 account.
2. Select Backup Option
   • Primary Mailbox: Backs up the main mailbox containing emails, calendars, contacts, etc.
   • Online Archive: Exports archived mailbox data stored in the user’s online archive.
   • Public Folder: Backs up shared data or folders accessible to multiple users.
   • Shared Mailbox: Allows multiple users to send, receive, and manage emails from a common Office 365 mailbox.
   

Step 06: Select Folder from Mailbox Hierarchy

After adding users and mailboxes, the tool will display a complete mailbox hierarchy for each account. You can expand the folder tree to view all mailbox folders, such as Inbox, Sent Items, Drafts, Archive, Deleted Items, and more.

Simply check the boxes beside the folders you want to include in the backup. This feature allows for selective folder backup, giving you full control over what data gets exported.

Step 07: Choose the Backup Option

In this step, you need to choose the backup format or destination where your Office 365 data will be saved. The tool offers multiple options to ensure compatibility with different platforms and user needs.

Available Backup Options:

• Office 365: Restore or migrate data directly to another Office 365 account or tenant.
• G Suite: Export and migrate mailbox data to a Google Workspace (Gmail) account.
• IMAP (Internet Message Access Protocol): Transfer data to any email server that supports the IMAP protocol.
• PST (Personal Storage Table): Save mailbox data in Outlook-compatible PST format for local access or future import.
• PDF (Portable Document Format): Export emails and attachments into readable, printable PDF files.
• EML (Electronic Mail): Save each email as an individual EML file for use in various email clients.
• MSG (Mail Storage File): Export messages in MSG format, compatible with Microsoft Outlook.
• MBOX (Mailbox File Format): Create MBOX files for use with clients like Thunderbird, Apple Mail, or Eudora.
• MBOX (Mailbox File Format): Create MBOX files for use with clients like Thunderbird, Apple Mail, or Eudora.

Backup To Email Clients

In this section, we’ll explain how to back up Office 365 mailboxes using various email clients such as Office 365, G Suite, and IMAP. Once that’s covered, we’ll move on to the next part, where you’ll learn how to back up Office 365 data into different file formats for flexible storage and accessibility.

Step 08: Log in with Different Email Clients

In this section, you will learn how to log in using different email clients such as Office 365, G Suite, and IMAP. Each platform requires a specific authentication approach based on its security protocols. The tool supports multiple login methods to ensure a smooth and secure connection.

Let’s explore the login process for each client type in detail:

1. Office 365
   The tool offers two secure methods to log in to your Office 365 account:
   1. Use Modern Authentication:
      This option redirects you to your default web browser, where you can sign in using your Microsoft 365 credentials. Once authenticated, the tool connects securely via OAuth 2.0, ensuring your password is never stored or transmitted.
   2. Modern Authentication (Using Client ID and Secret):
      In this method, you connect through a registered Azure Active Directory (AAD) application. You’ll need to provide the following details:
      • Application (Client) ID
      • Directory (Tenant) ID
      • Client Secret Value
      • Microsoft Azure Admin ID

      Note: This approach is ideal for admin-level or organization-wide backups and ensures enterprise-grade security.

      
      

   Note: if you want to map users, then you have to use Modern Authentication (By using the user client ID and secret). Because you can only map users with multiple accounts.

   Precaution: Use the same authentication method as before, as the tool supports only one-to-one or many-to-many mapping, not one-to-many or many-to-one.

2. G Suite
   To connect your G Suite (Google Workspace) account, the tool uses a service account–based authentication method that provides secure, organization-level access to user mailboxes. You’ll need to provide the following details to establish the connection:
   • Admin Email Address: The primary administrator email ID of your Google Workspace domain.
   • Service Account ID: The unique ID generated when you create a service account in your Google Cloud Console.
   • P12 File: A private key file downloaded during the service account setup, used to authenticate the tool securely with Google servers.
   
   
3. IMAP
   For IMAP-based email accounts (such as Yahoo, Zoho Mail, AOL, or any custom mail server ), the tool connects using standard IMAP configuration settings. You’ll need to provide the following details to authenticate and establish a secure connection:
   • Username: The full email address of the IMAP account you want to back up.
   • Password: The account password or app-specific password (if two-step verification is enabled).
   • Host: The incoming mail server address (e.g., imap.mail.yahoo.com, imap.zoho.com, etc.).
   • Port: The IMAP port number used by your email server (commonly 993 for SSL connections).
     
   
   Tip - Use this reference to Enable IMAP in different email clients.

   Create App Passwords

   Use these references to create app passwords for different email clients.

   Gmail Zoho Mail Yahoo Mail Office 365

   Yandex Mail HotMail iCloud AOL

   Important Note: When signing in via IMAP using webmail credentials, use your regular password. However, for email clients, you must use an app-specific password.

Step 09: Apply the Advanced Filters

The tool provides several advanced filters and customization options to ensure a smooth and precise backup process. You can apply the following settings and then click Next.

1. Remove Duplicates: Automatically skip duplicate emails based on To, From, Subject, and Body fields.
   
2. Save Mail Without Attachments: Exclude attachments from backup to minimize file size.
   
3. Free Up Server Space: Delete items from the server after they are successfully backed up.
   
4. Map Data with Default Folder: Ensure that mailbox data is organized and restored in its respective default folders (Inbox, Sent Items, Drafts, etc.) for easy access.
   
5. Date Filter: Backup only emails and items that fall within a specific date range.
   
6. Custom Folder Name: Assign a unique name to the destination folder, allowing better identification and organization of your backup files.
   

Step 10: Map Users

In this step, you need to select and map the source Office 365 mailboxes that you want to back up or migrate. The screen displays a complete list of all your available Office 365 users or groups detected automatically or imported via a CSV file.

Here’s what to do:

1. Choose the User List Option
   1. Select either “Add User Automatically” (to fetch all users directly from Office 365) or “Add User from CSV File” (to import users manually).
2. Select Mailboxes for Backup
   1. Check the boxes beside the users or groups whose mailboxes you wish to back up.
   2. You can select one or multiple users as per your requirement.
3. Confirm the Mapping
1. Review the list of mapped mailboxes under the Destination column.
2. Once confirmed, click Next to proceed with the backup or migration process.

Step 11: Initiate Back-up of Office 365

This is the final step where the actual Office 365 mailbox backup or migration begins. Here, you can review and confirm the source and destination details before initiating the process by clicking Backup.

1. Source: Displays the email addresses of the source Office 365 users whose mailboxes you have selected for backup.

2. Mailbox: Indicates the type of mailbox being processed, such as Mailbox, Online Archive, or Public Folder.

3. Destination: Shows the target mailbox or destination platform where the backup or migration data will be saved.

• During the backup or migration process, a progress bar will display the real-time status of ongoing operations. Avoid closing the tool or shutting down your system to prevent interruptions or incomplete backups.
• Stop: Click the Stop button if you wish to immediately halt the ongoing backup or migration. This will pause all active data transfers, including emails, contacts, and folders.
  
• Once the process is completed, a confirmation message will appear stating “Migration has been completed”. Click OK to finish and proceed to view the detailed backup report.
  

Backup To Any File Format

We have already covered the process of backing up Office 365 mailboxes using different email clients. Now, we’ll move on to backing up Office 365 data into various file formats. For demonstration purposes, we’ll continue with the PST format. If you wish to export to another format, simply select it, and the remaining steps will remain the same. The initial seven steps apply here as well, and we’ll now proceed with Step 8.

Step 08: Apply Filters

When exporting Office 365 data to a specific file format, the tool offers multiple advanced filters and customization options to refine your backup. Apply the desired settings according to your needs and then click Next to continue.

1. Remove Duplicates based on To, From, Subject, Body: Avoid saving duplicate emails using these parameters.
   
2. Save mail without attachment: Export only the email body without downloading attachments.
   
3. Free up server space: Automatically delete emails from the server after successful backup.
   
4. Skip previously migrated data: Prevent re-exporting already backed-up emails.
   
5. Date Filter: Backup your emails within a specific date range.
   
6. Custom Folder name: Assign a custom name to the output folder for better organization.
   

Note: If you have selected the Skip Previously Migrated Emails option, you cannot use the Custom Folder Name filter simultaneously.

7. Split PST by size: Divide large PST files into smaller, manageable parts in terms of MB and GB.
   
8. Destination path: Choose the folder location where the backup files will be saved.
   

Step 09: Start Backup

Here, users can verify and configure the source and destination details before starting the backup process. Once you confirm these details, click Backup to start the process.

The screen displays four main columns:

1. Source: Lists the Office 365 user mailboxes that will be backed up.
2. Mailbox: Shows the type of mailbox (e.g., Primary Mailbox, Archive, or Public Folder ).
3. Destination: Displays the selected file format or platform where the backup will be saved (e.g., PST in this case).
4. Destination Path: Indicates the exact folder path on your local system where the backup files will be stored.
   

• During the backup or migration process, a progress bar will display the real-time status of ongoing operations. Avoid closing the tool or shutting down your system to prevent interruptions or incomplete backups.
• Stop: Click the Stop button if you wish to immediately halt the ongoing backup or migration. This will pause all active data transfers, including emails, contacts, and folders.
  
• Once the process is completed, a confirmation message will appear stating “Migration has been completed”. Click OK to finish and proceed to view the detailed backup report.
  

Complete Steps to Restore Office 365

The SysInfo Office 365 Backup & Restore Tool also offers a powerful Restore feature that allows users to import PST or OST files back into their Office 365 mailboxes with complete data integrity. This ensures that all emails, contacts, calendars, and other mailbox items are safely restored to their original structure.

Step 01: Choose the Restore Option

We have already learned how the Office 365 backup process works. Now, we’ll move to the Restore section to import or restore your previously backed-up PST or OST files into Office 365.

To begin, simply click on the “Restore” button on the main dashboard.

Step 02: Click Continue to Proceed

The welcome screen of the SysInfo Office 365 Backup & Restore Tool appears immediately. It introduces the tool’s purpose and guides through the upcoming steps for performing a backup or restore operation.

At the bottom of the screen, the interface visually summarizes the entire backup and migration process in six simple steps. Click Continue and proceed further.

Step 03: Select PST/OST File

This is the first step in the restore process, where you choose the file type you want to restore to Office 365. You can upload PST (Personal Storage Table) or OST (Offline Storage Table) files, depending on your data source.

• PST: Used for Outlook backup files or exported mailbox data.
• OST: Used for restoring offline Outlook mailbox data.
• Select Single File: Choose this option if you want to restore a single PST or OST file at a time.
• Select Folder: If you have multiple PST/OST files saved in one folder, select this option.
• Path of Selected File/Folder: Once you select the file or folder, its path will appear here.
• Select File Button: Clicking “Select File” opens the system directory where you can browse and upload the desired PST or OST file(s).
  

Step 04: View the listed Files

After selecting your PST or OST files, the tool navigates to the List Files panel. This step allows you to review, manage, and confirm the files you wish to restore before proceeding.

1. File List Table: Displays all the selected PST/OST files along with their paths.
2. Remove Button: If you accidentally added the wrong file, select it from the list and click “Remove.”
3. Remove All Button: Click “Remove All” to clear the entire list of added files in one go.
   

Step 05: Restore PST/OST to Office 365

In this step, you are required to sign in to your Office 365 account to begin restoring your PST or OST files into Microsoft 365 mailboxes. The tool provides two authentication options to ensure a secure and flexible login process:

1. Use Modern Authentication
   • This method allows you to log in securely using OAuth 2.0, Microsoft’s latest and most secure authentication protocol.
   • It supports Multi-Factor Authentication (MFA) and ensures your credentials are never stored locally or shared externally.
2. Modern Authentication (Using Client ID and Secret)
   • For administrators or IT professionals, this option uses App Registration credentials (Client ID and Secret) for domain-wide authorization.
   • It is ideal for efficiently managing multiple mailbox restores across an organization.
     

Step 06: Use Advanced Filters and Features

This step enables you to apply advanced filters and customization options, ensuring a smooth and selective restoration of your PST or OST files into Office 365. Each option helps you control what data is restored and how it is organized.

1. Remove duplicates based on To, From, Subject, Body: You can remove duplicate items from your mailbox based on specific parameters.
   
2. Save mail without attachments: Enable this option to restore emails without their attachments, which helps reduce file size and speed up the restoration process.
   
3. Skip previously migrated emails: If you’ve performed a previous restore, this option ensures the tool skips already migrated data, preventing duplication or overlap.
   
4. Date Filter: You can set a Start Date and End Date to restore only emails or items within a specific date range.
   
5. Custom Folder Name: Specify a custom name for the destination folder in Office 365 where the restored data will be stored.
   

Step 07: Map Users

In this step, you need to map your selected PST or OST files to the Office 365 mailboxes where the data will be restored.

The screen lists all the available destination users from your connected Office 365 account. You can view each mailbox under the Destination column and select the appropriate one for restoration.

Step 08:Start Restoration Process

In this step, you are about to restore your PST or OST files into their respective Office 365 mailboxes.

The interface displays a table where each source file is matched with its target mailbox, ensuring accurate data restoration.

1. Source: Shows the full path of the PST/OST files you selected for restoration.
2. Mailbox: Displays the mailbox type (e.g., PST, OST) being restored.
3. Source Mailbox: Displays the connected Office 365 account from which the data originated.
4. Destination: A drop-down menu where you select the destination mailbox type, choose between Mailbox, Online Archive, or Public Folder based on where you want to restore your data.
5. Restore: Starts the restoration process and transfers your PST/OST file data into the selected Office 365 mailboxes.

- The interface provides a clear overview of progress, including live status updates and control options to manage the ongoing restoration process.

- Stop: Instantly cancels the ongoing restoration process. Once stopped, the process will not resume automatically, and partially restored data will remain in the destination mailbox.

- Once the restoration process is completed, the tool automatically displays a confirmation pop-up to inform you that the process has finished.

Why Choose SysInfo Office 365 Backup Tool?

The SysInfo Office 365 Backup Tool is designed to make your data protection effortless, secure, and reliable. It ensures that every email, contact, and file from your Office 365 account is safely backed up without any data loss or complexity. With its intuitive interface, even non-technical users can perform backups confidently.

The tool stands out because it offers modern authentication security, incremental backup, and multiple saving formats, including PST, MBOX, and PDF, with complete data integrity. Whether you want to prevent accidental deletions, migrate data, or simply keep an offline copy, this tool makes the process fast, safe, and stress-free.

Exclusive Benefits

System Requirements

Installation Guide

TroubleShooting Guide

When to Contact Support?

If you encounter any issues that cannot be resolved using the troubleshooting guide, it is recommended to contact the SysInfo Technical Support Team for expert assistance. You should reach out when the tool fails to authenticate, crashes during backup or restore, does not accept your license key, or produces incomplete or corrupted backup files. Support is also available if you face difficulties configuring Azure permissions, understanding error codes, or using specific features. Before contacting, keep your license details, software version, and any error screenshots ready to help the team diagnose the issue quickly.

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