How to Backup Office 365 Shared Mailbox? – On Desktop Perfectly

Published By Siddharth Tehri
Published On May 17th, 2023
Reading Time 7 Minutes Reading
Category Office 365

Nowadays, Office 365 is prominently used by most enterprises for maintaining a non-stop workflow. Besides the amazing applications, Office 365 also offers the functionality of a shared mailbox. This type of mailbox can only be created by an administrator for particular departments. O365 shared mailbox also comprises similar importance to Exchange Online primary mailbox. Hence, it is necessary to backup Office 365 shared mailboxes to an on-premises location. So the data can be protected from any catastrophic data loss situation.

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For accessing the shared mailbox, the admin needs to grant appropriate permission to the users who belong to the particular department. So that only they can view the data and reply to the messages on behalf of the shared mailbox address. A shared mailbox can be used by multiple users at a time.

So, there is a high chance of data loss by accidental or purposeful deletion of data. Even though the deleted data can be accessed from the trash it will not stay there for long. Once it is removed from the trash it will not be accessible forever. So backup Office 365 shared mailbox is important to keep your data securely.

Unfortunately, Office 365 makes it difficult for users by not providing any backup technique for the same.

Also Read: Office 365 PST Import TargetRootFolder with Inbox | Sent Items Manually

Why Need to Backup Office 365 Mailboxes?

Though Microsoft Office 365 is a cloud service, that provides regular backups an additional layer of protection from error and intentional malicious actions of users. Therefore, you can easily recover deleted items from a backup even after the Office 365 retention period has expired. It keeps a local copy of your Office 365 mailboxes if it is required by regulatory compliance.

Backup Office 365 Shared Mailbox Using Automated Way

It is an easy-to-use method known as Revove Office 365 Email Backup Tool is available. This tool can protect shared mailbox data by saving them in a safe location. So, in the case of any cloud attack where the company lost the mail, it can be easily restored without losing any data information.

Moreover, it helps you to back up the data of the O365 shared mailbox, primary mailbox, or admin mailbox to the system. Using this utility you are capable of restoring Emails records that are saved in PST on your Office 365 account. It also offers two popular file types i.e.Outlook PST and single EML format. So, users can easily back up Office 365 mailboxes to PST or EML file format locally. Download the free version of this tool that can be downloaded from the below button:

Now, after knowing about the tool let us move towards its working steps to back up O365 shared mailboxes in a very easy manner.

Learn the Step-by-Step Process of the Automated Tool

Following are the quick steps to take a backup of your Office 365 shared mailboxes without facing any trouble. Let us take a look below!

1. Install & Open Office 365 Backup Software.


2. Now, select Office 365 Categories to Take Backup


3. Enter the Admin Email ID and Application ID

admin id

4. At least, Backup Office 365 Email selected Export Option.


Advanced Features & Benefits of the Software

  • You can easily take backup of emails, contacts, and calendars to PST.
  • Capable of taking backup of the shared mailbox as well as the user’s mailbox.
  • It also maintains data integrity & hierarchy throughout the backup process.
  • Easily download data in batches for single or multiple users.
  • Offers the Date Filter for the selective data backup according to a specific date range.

Hope you get all your answers related to your query to back up the Office 365 shared mailbox easily. And, if you haven’t got any reliable solution or searching for a manual method then follow the below steps to perform this task manually as well:

Manual Method to Backup Office 365 Mailbox

Here, you get a manual method to backup Office 365 Shared Mailboxes into two different steps to perform this task. Using this method you may face some technical issues. So, let’s begin with the same!

Step 1: Backup Shared Mailbox in Office 365 Using the eDiscovery

Backup data is essential to safeguard your files and emails from external security threats. Backing up a shared mailbox in Office 365 by using eDiscovery can be a daunting & error-prone task. Check below why:

Some of the Important Prerequisites to know while using eDiscovery:

  • Estimated Time: No fixed time, it varies depending on the amount & size of the search results that will be exported.
  • You just need to assign permissions before you can perform this process or you should have Global Admin privileges.
  • Using to export search results to PST file must fulfill the following system prerequisites:
  • It should be (32-bit or 64-bit) versions of Windows 7 & below versions
  • You have Microsoft .NET Framework 4.7
  • You should be using these browsers:
  • Using Internet Explorer 10 & Later Versions


  • If you are using Mozilla Firefox or Google Chrome Browsers, make sure that you need to install the click-once extensions.
  • There should be an active mailbox attached to the shared mailbox account that you want to export.
  • To make sure that I set up local Internet settings correctly in Internet Explorer.

Ensure https://* is added to your Local intranet zone.

Step 2: Way to Backup Shared Mailbox in Office 365

  • To navigate to Microsoft 365 admin center >> click on security in the menu.
  • Next, go to Permissions in the menu.
  • Now, click on the eDiscovery manager checkbox >> click on Edit Role Group.
  • In the Edit Role Group dialogue box, click on “Choose Roles”.
  • Now, redirect to the home page of the Microsoft 365 admin center. And, select Compliance in the menu.
  • To expand the menu present on the left-hand side of your screen and select the Content search >> hit on “New Search”
  • Click on the “Add Conditions” button.
  • Once the menu pops up on your screen mark the “Type” checkbox >> press the “Add” button >> click to Save & Run
  • After that, type a name >> give the description box for your search >> click to save.
  • Click on “Back to Saved Searches” in the Content search.
  • Next, select the search query, then wait for the process to complete. In the end, hit “Export Results”.

Now, if you understand why we are saying that, it can be a daunting task to execute. In that case, you don’t have hands-on experience with Office 365 Exchange Admin Center, certainly, this method is not going to help you. And, if you will end up losing some of your important enterprise data.

So, here we have done this task with a manual method to Backup Office 365 Shared Mailbox. After using both methods you can choose the right one. According to our experts, you should go with a professional tool which is a completely risk-free solution.

Let’s Conclude

In this article, we have explained all the possible solutions to take Backup Office 365 Shared Mailbox in a hassle-free manner. Use this automated tool that is easy & quick to back up all your Office 365 mailbox data in just a single click. There are no restrictions; you can easily take backup in multiple forms. On the other hand, you get a manual method which is easy but it is only capable of taking backups one by one which takes a long time. To use this user is necessary to have technical skills. Read this blog, to choose the right method for your issues.