How to Backup Office 365 Shared Mailbox on Desktop Perfectly

Peter Baris | May 16th, 2019 | Office 365

Nowadays, Office 365 is prominently used by most of the enterprises for maintaining a non-stop workflow. Besides offering amazing applications, Office 365 has the functionality of shared mailbox. This type of mailbox can be created by administrator for particular departments like customer support. Plus, admin needs to grant appropriate permission to the users who belong to support department to access the shared mailbox. They can view its data and reply on the messages on behalf of the shared mailbox address.

Hence, it comprises similar importance like Exchange Online primary mailbox. So, it is important to backup Office 365 shared mailbox to on-premise location. So that the data can be protected from any catastrophic data loss situation.

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

But, No Need to Worry!

A fairly easy-to-use method known as Office 365 Email Backup Tool is available. It protects the shared mailbox data by saving them on safe location. So, in case of any cloud attack where company lost the mail, it can be restored easily.

Go through this article and know how in Office 365 download shared mailbox without any mail loss.

Complete Guide to Backup Office 365 Shared Mailbox on PC/Laptop

Office 365 Email Backup Tool lets you to backup the data of O365 shared mailbox, primary mailbox or admin mailbox to the system. With software, you are capable to Restore Emails record that saved in PST on your Office 365 account. Users can also backup Office 365 mailbox to PST or EML file formats locally. The tool offers two popular file type i.e., Outlook PST and single EML format. Apart from this, granular backup and restore functionality is also there.

The following instructions will back up the crucial emails of shared mailbox that you care about most.

The free version of the software can be downloaded from here:

free download


Stage 1: Open the Softwares

Download either Demo or Full version of Office 365 Backup Software on Windows machine. In case, if you install the free version, then only first 100 emails can be backed up. However, the free version is beneficial to verify the entire functionality of tool before purchasing it. Now, once you have successfully installed the tool, click on Login to initiate the backup process.


Stage 2: Validate Office 365 Account

To backup Office 365 shared mailbox, enter the credential of Office 365 administrator. Adding to it, select the box corresponding to Application Impersonation and click on Sign in. Apart from this, the single user can also copy their mailbox emails on designated location.

After that, select the radio-button labeled as Office 365 Backup and hit Next to proceed further.


Stage 3: Create CSV File & Upload It

Now, you need to make a file in which the email address of shared mailbox is written as shown in the screenshot. And, save this file in CSV format.

After that, click on Browse button and upload CSV file. By doing this, the O365 shared mailbox account will show on the software detailed panel. In case when your mind gets changed and want only data of some shared mailbox from the loaded list. Then, just select the box as shown in the picture and move further.


Stage 4: Select the location for Backup File

It is the time to choose a location to save the backup file. Click on Browse for your Office 365 shared mailbox backup file. Here, you are free to select any already existing folder or make a new one from the software panel. To create a folder directly, click on Make New Folder option.


Stage 5: Select Format For Backup File

Click on Export to open its wizard. Here, you can select the file type for emails, either PST or EML. You can also tweak other settings here like Item selection, naming convention, date filter for selective email backup. Hit Start to begin the process.


Stage 6: Examine Export Task With Real-Time Status

The software provides a complete live progress of backup Office 365 shared mailbox process. Here, you can see the details of each user ID on the basis of mails, calendars, and contacts. Once the backup is completed, a green tick will be shown under the Progress column.

As we know, a backup is only beneficial when you have the power to restore them. With the same utility, you can restore the shared mailbox messages back into any O365 account in bulk.

Final Words

In terms of performance and significance, the Office 365 shared mailbox plays pivotal role. Therefore, in this article, we have described an ultimate solution to backup Office 365 shared mailbox. It provides a very easy interface that archive the data with an infinite retention period within a few clicks. Also, it offers the facility to restore shared mailbox data at any time.