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PCVITA software to backup and restore Microsoft 365 mailboxes on Windows
Office 365 Backup Tool
PCVITA Office 365 Backup Tool backs up Microsoft 365 user and shared mailboxes to PST files on a Windows machine and restores those PST files to Office 365 when you need them. Office 365 backup software saves emails, contacts, calendars and OneDrive documents for many users in one job, with a date range filter, delta backup and a live dashboard. Free demo backs up 2 user mailboxes in full. Full edition costs $25.
- Source
- Microsoft 365 user and shared mailboxes, admin mode with one Application ID
- Output
- One PST per user with emails, contacts and calendars, plus a Documents folder
- Restore
- Backup PST files go back into Office 365 mailboxes with the folder structure kept
- Users
- Fetch Users from the tenant or Import Users from a CSV, several mailboxes at once
Also copies only new items with Delta Backup, retries failed items and downloads a summary report or a detailed one after the job. See all features. For a one time export of search results instead of a backup, open the Office 365 Export Tool.
How Office 365 Backup Tool Saves Mailboxes to PST
Your Microsoft 365 tenant goes in on one side. One PST file per user comes out on the other, on a drive you select, with a Documents folder beside it. Restore sends those PST files back.
Microsoft 365 Mailboxes
User or shared mailboxes on any supported plan
- Emails, contacts and calendars from Exchange Online
- OneDrive documents in their original format
- Users fetched in one click or imported from CSV
PCVITA Office 365 Backup Tool
Works on your Windows machine or a virtual machine
- Date range filter and PST size limit
- Concurrent jobs with a live dashboard
- Delta Backup for new items only
PST Files and Documents
One folder per user on local or network storage
- Mailbox folder structure kept inside the PST
- Opens in any Outlook edition
- Restores to Office 365 from the same files
- 1Set upSet the source to Office 365 and the destination to Outlook, then tick the item types.
- 2ValidateValidate the admin account with its Application ID, then choose the destination folder.
- 3BackupAdd the users, click Start Backup and watch the dashboard.
Backup Office 365 Mailboxes to PST in 6 Steps
Six screens of Office 365 backup software from setup to the report. Click a step to see its screen, or read the full walkthrough in the Software Guide.
Step 1. Choose Admin Mode and Set Source and Destination
Install PCVITA Office 365 Backup Tool on Windows, open it and choose Admin Mode. These six steps follow the Admin mode flow for many user accounts. On the Setup tab select Office 365 as the source and Outlook as the destination. Outlook here means PST output, and Outlook does not need to be installed.
Step 2. Tick Workloads and Set a Date Filter
Tick Emails, Documents, Contacts and Calendars, together or one at a time. Open the Date Range Filter on a workload to backup only the items from that period, then click Next.
Step 3. Validate the Admin Account
On the Source Office 365 window enter the admin email and the Application ID from your Azure project and click Validate. Permissions for the selected workloads show once the check passes, so click Next.
Step 4. Set the Backup Folder and Split Size
On the destination screen browse to a backup folder with a path within 20 characters. Select a PST size limit, 40 GB by default, so larger data splits into several PST files of that size. Click Validate, then Next.
Step 5. Add the Users and Click Start Backup
Click Fetch Users to load every user in the domain, or Import Users to add a CSV list. Download Template gives you that CSV layout. Tick the mailboxes, set a priority for the important ones, click Validate and then Start Backup in the ribbon. Office 365 backup software shows the licence count, so click Start and confirm with OK.
Step 6. Track the Dashboard and Download the Report
Watch the live count for every workload in List View or Tile View. When the job completes, click Download Report for a Summary or Detailed report, or select Retry Failed Items, Re-Run Full Backup or Delta Backup.
Free demo, no licence needed for the first 2 mailboxes.
Office 365 Backup Software Features
What PCVITA Office 365 Backup Tool does with a Microsoft 365 tenant, grouped by task.
Saves Many Mailboxes in One Job
Admin mode loads every user in the tenant, so one job covers the mailboxes you tick.
Fetch Users or Import Users
Fetch Users lists every account in the domain in one click. Import Users adds the accounts from a CSV file, and Download Template gives you that file.
Concurrent Backup
Several user mailboxes back up at the same time, and you set the number of concurrent users under Settings.
Shared Mailbox Backup
Office 365 backup tool saves shared mailboxes in the same job as user mailboxes.
Priority for Critical Users
Mark the users who matter most and their mailboxes go first in the queue.
Every Supported Plan
Backup works on Business Premium and Essentials, Education A1, A3 and A5, Enterprise E1, E3 and E5, F1 and Exchange Online Plan 1 and Plan 2.
Filters the Data Before the Backup Starts
Select what goes into the PST file, how big that file gets and where it lands.
Four Item Types
Emails, contacts and calendars go into one PST file for every user. OneDrive documents land in a Documents folder in their own file format.
Date Range Filter
Set From and To dates on a workload and only the items from that period go into the backup.
PST Size Limit
Select the size at which the PST file splits, 40 GB by default, so the output stays easy to open in Outlook.
Any Destination Folder
Browse to a local disk, an external drive or a network location and Office 365 backup software writes one folder per user there.
Folder Hierarchy Kept
Maintain Folder Hierarchy keeps the mailbox folder tree inside the PST file, so Outlook shows the same folders.
Shows the Job Live and Reports on It
Follow every mailbox while it backs up, stop and start the job, then keep a record.
Live Dashboard in Two Views
List View and Tile View show the email address of every user and the live count of emails, calendars, contacts and documents.
Stop and Start
Stop the job when you need the machine, then start it again later without data loss.
Summary and Detailed Reports
Download Report gives a summary CSV for all users in one file or a detailed report per user account.
Work During the Backup
Backup jobs work in the background, so users keep working in their mailboxes while PCVITA tool makes the copy.
No Credentials Stored
PCVITA Office 365 Backup Tool does not store mailbox credentials or mailbox data on any outside server.
Repeats the Job and Restores to Office 365
Second and later backups copy only what changed, and the same PST files go back into the cloud when you need them.
Delta Backup
Delta Backup copies only the items that arrived after the last job, so the next session finishes sooner.
Retry Failed Items and Re-Run Full Backup
Retry Failed Items tries the skipped items again, and a full pass copies the selected mailboxes from the start.
Restore PST to Office 365
Switch the source to Outlook and the destination to Office 365, point to the backup folder, and the PST files upload to the mailboxes with the folder hierarchy kept.
Physical or Virtual Machine
Install on a Windows PC or on a virtual machine in the cloud and manage the backup from any system.
See these options on your own tenant. Demo edition covers 2 mailboxes and keeps every feature.
Why Office 365 Mailboxes Need a Backup Outside the Cloud
Four limits that Microsoft documents, and what PCVITA Office 365 backup software does about them.
- 1
Your Data Stays Your Responsibility
Microsoft Learn states that in every cloud deployment you retain responsibility for your data, and the Microsoft Services Agreement recommends that you regularly back up the content you store on its services. PCVITA Office 365 Backup Tool gives you that copy on storage you control.
- 2
Deleted Items Leave After 14 Days
Permanently deleted items wait in Recoverable Items for 14 days by default, and an admin can extend that to 30 days at most. After that window nothing is left to recover. Backup PST files keep those items for as long as you keep the files.
- 3
Deleted Mailboxes Vanish After 30 Days
When a user is deleted, Exchange Online keeps the mailbox for 30 days and then deletes it for good. Removing the licence starts the same 30 day clock. Office 365 backup tool lets you back up a leaver before the account goes, then free the licence.
- 4
eDiscovery Export Comes With Hard Limits
Content search exports split PST files at 10 GB, move 2 GB per hour per mailbox, stop at 2 TB a day and cancel after 7 days. PCVITA tool backs up the mailboxes you tick in one job and lets you set the PST split size yourself.
Prepare Before Using the Office 365 Backup Tool
Seven checks before the first backup. Work through them, then open the tool.
- Create the Azure console project for the tenant and note its Application ID. Admin mode validates the admin email with that ID, and the Software Guide shows the project settings.
- Install Microsoft .NET Framework 4.6 on Windows 10 (64 bit) or Windows Server 2012 or 2016 with 8 GB RAM, an 8 core 2.2 GHz processor and 500 MB free disk space.
- Set up the backup folder on a drive with room for the PST files and keep its path under 20 characters.
- Decide the PST size limit and the date range before the job. Default split size is 40 GB, and the date filter works per workload.
- List the users in a CSV file if you do not want the full tenant. Download Template in the tool gives you the layout.
- Create the destination users in the admin account before a restore. Office 365 restore puts PST data only into mailboxes that already exist.
- Test the free demo on 2 mailboxes before you buy. Download the Office 365 Backup Tool demo, let it copy two mailboxes and open the PST files in Outlook.
System lines match the Specifications table below, and the Microsoft facts on this page follow the pages linked in the Sources.
Microsoft 365 Backup Software Pricing
Free demo first, then one licence. Both editions share every backup and restore option, only the mailbox count differs.
Demo Edition
Free
Two user mailboxes with every option
- Mailbox limit2 user mailboxes
- FeaturesAll
- LicenceNot needed
Version 5.9.2, 89.9 MB, Windows
Full Edition
$25 one licence
Backup and restore every mailbox you add to the job
- Mailbox limitDemo limit removed
- FeaturesAll
- DeliveryEmail within minutes
30 Days Money Back*, Safe & Secure checkout
Included in both editions The demo and the full edition share every option, only the mailbox count differs
- Fetch Users and Import Users From CSV
- Shared Mailbox Backup
- Date Range Filter and PST Size Limit
- Concurrent Backup With Live Dashboard
- Delta Backup and Retry Failed Items
- Summary and Detailed Reports
- Restore PST Files to Office 365
- Mail, Contacts, Calendars and Documents
Office 365 Backup Tool Specifications
Version, system needs and backup limits in one place.
| Version | 5.9.2 |
|---|---|
| File size | 89.9 MB |
| Windows versions | Windows 10 (64 bit), Windows Server 2012 and 2016 |
| Prerequisites | Microsoft .NET Framework 4.6, an Azure console project for the source and destination accounts, destination users created before a restore |
| Hardware | 8 core 2.2 GHz processor, 8 GB RAM, 500 MB free hard disk space for installation |
| Free demo limit | Full backup of 2 Microsoft 365 user mailboxes |
| Delivery | Download link and activation key arrive by email a few minutes after payment confirmation |
| Mac edition | Version 3.1 (32.5 MB) for Mac OS X 10.8 to 10.15 with Java JDK and JRE 8, sold separately at $19 |
| Source | Microsoft 365 user mailboxes and shared mailboxes through the admin account and an Application ID |
|---|---|
| Plans | Business Premium and Essentials, Education A1, A3 and A5, Enterprise E1, E3 and E5, F1, Exchange Online Plan 1 and Plan 2 |
| Items backed up | Mail, contacts, calendars and OneDrive documents |
| Output | One PST per user with mail, contacts and calendars, plus a Documents folder with files in their original format |
| PST size | Split limit selected before the job, default 40 GB |
| Filters | Date range per workload, Maintain Folder Hierarchy, priority users |
| Restore | Backup PST files made by the tool go back to Office 365 mailboxes, users fetched or imported from CSV |
| Follow up options | Retry Failed Items, Re-Run Full Backup, Delta Backup |
| Reports | Summary report for all users in one file, detailed report per user account |
Office 365 Backup Tool vs Outlook Export and eDiscovery
Microsoft’s own export routes next to PCVITA tool, so you can decide which one fits your tenant.
| Point | Outlook Export and eDiscovery | PCVITA Tool |
|---|---|---|
| Mailboxes per job | Outlook wizard exports the mailbox you are signed in to, eDiscovery needs a search and an export job | Every user you tick, several in parallel |
| Who does it | Every user on their own PC, or an admin with Purview eDiscovery permissions | One admin sign in with an Application ID |
| Item types | Emails from the mailbox, with calendar and contacts not available in a PST from new Outlook | Mailbox items and OneDrive documents in one job |
| Size and speed | eDiscovery splits PST files at 10 GB, moves 2 GB per hour per mailbox and stops at 2 TB a day | PST split size you select, default 40 GB, concurrent users |
| Next backup | Full export again from the start | Delta Backup copies only new items |
| Restore | Import the PST by hand in Outlook, one mailbox at a time | Restore to Office 365 from the tool, folder tree kept |
| Status and reports | Export progress only | Live dashboard, summary and detailed reports |
| Price | Included with the subscription | Free demo, full edition $25 |
Outlook facts come from Export mailbox items to an Outlook .pst file (Microsoft Support). eDiscovery limits come from eDiscovery limits (Microsoft Learn). Tool facts match the Specifications and Features sections higher up.
Retention Check Before You Count on Microsoft
- Permanently deleted items stay in Recoverable Items for 14 days by default, and an admin can raise that to 30 days at most.
- Deleted user mailboxes stay recoverable for 30 days, then Exchange Online deletes them for good.
- Removing an Exchange Online licence holds the mailbox data for 30 days, then that data is deleted.
- Retention policies keep content for a set time or delete it after that time, and the kept copy sits in Recoverable Items inside the same tenant.
- Microsoft’s shared responsibility model keeps your data your responsibility in every cloud deployment type.
Open the Software Guide for the restore steps that bring a PST backup back into a live mailbox.
Sources for Office 365 Backup Facts Microsoft pages behind the limits on this page
- Microsoft LearnShared responsibility in the cloud
- MicrosoftMicrosoft Services Agreement, section 6 Service Availability
- Microsoft LearnChange how long permanently deleted items are kept for an Exchange Online mailbox
- Microsoft LearnDelete or restore user mailboxes in Exchange Online
- Microsoft LearnLearn about retention policies and retention labels
- Microsoft LearneDiscovery limits
- Microsoft SupportExport mailbox items to an Outlook .pst file
Office 365 Backup Tool FAQs
Answers to what admins ask before a Microsoft 365 backup and while the job is on, grouped by topic.
Working and Limits How the tool behaves during the backup
How does the Office 365 Backup Tool work?
Six steps back up Microsoft 365 mailboxes to PST.
- Step 1. Open PCVITA Office 365 Backup Tool in Admin Mode, source Office 365, destination Outlook.
- Step 2. Tick the four workloads and set a date range if you want one.
- Step 3. Enter the admin email and Application ID and click Validate.
- Step 4. Browse to the backup folder, select the PST size limit and validate.
- Step 5. Click Fetch Users or Import Users, tick the mailboxes and click Start Backup.
- Step 6. Watch the dashboard and download the report.
Can the tool backup several Office 365 mailboxes at once?
Yes. Fetch Users loads every account in the tenant and Import Users adds a CSV list. Tick the mailboxes you need, set the number of concurrent users under Settings and the selected mailboxes copy in parallel.
Does the Office 365 backup software save shared mailboxes?
Yes. Shared mailboxes back up in the same job as user mailboxes, with their mail, contacts and calendars in one PST per mailbox.
Can I backup only the emails from a date range?
Yes. Open the Date Range Filter on the Emails workload, set the From and To dates and only the emails from that period go into the PST file. Contacts, calendars and documents have their own date filter.
Where do the backup files go?
Into one folder per user inside the destination folder you selected. Every user folder holds one PST file with the mail items and a Documents folder with the OneDrive files as they are.
Can users keep working in their mailboxes during the backup?
Yes. Backup jobs work in the background and do not block the mailbox, so users read and send mail while PCVITA tool copies the data.
What happens when the backup stops or some items fail?
You repeat only what is missing. Stop and Start pause the job and continue it later. After the job, Retry Failed Items tries the skipped items again, a full pass copies the selected mailboxes from the start and Delta Backup adds only the new items.
How do I restore the PST backup to Office 365?
Switch the direction in the tool. Click Restore, swap the direction so the PST folder is the source and Office 365 is the destination, then validate the admin sign in. Add the users with Fetch Users or a CSV, click Start Restore and the PST data lands in the mailboxes with the folder hierarchy kept.
Demo and Price What the demo covers and what a licence costs
What does the free demo of the Office 365 Backup Tool do?
Everything, for 2 user mailboxes. Demo edition copies 2 Microsoft 365 user mailboxes with every option, so you open the PST files in Outlook and check the result before you pay.
What does the full edition cost?
$25. Full edition removes the 2 mailbox demo limit and comes with a 30 day money back guarantee. Your activation key lands in your inbox within minutes of payment.
Compatibility and Restore Plans, Windows versions, Outlook, restore and the Mac edition
Which Office 365 plans does the backup tool support?
Business Premium and Essentials, Education A1, A3 and A5, Enterprise E1, E3 and E5, F1 and Exchange Online Plan 1 and Plan 2. One admin account with an Application ID covers the users on any of them.
Which Windows versions does the tool need?
Windows 10 (64 bit), Windows Server 2012 or Windows Server 2016. Office 365 backup software needs Microsoft .NET Framework 4.6, an 8 core 2.2 GHz processor, 8 GB RAM and 500 MB free disk space for installation.
Do I need Outlook installed to backup Office 365 to PST?
No. Outlook in the destination box stands for PST output, and PCVITA tool writes the PST files on its own. You need Outlook only to open the files afterwards.
Can I restore a PST file that Outlook created?
No. Restore accepts only the PST files that PCVITA Office 365 Backup Tool made. For a PST file exported from Outlook, use the Outlook to Office 365 Migration Tool instead.
Is there a Mac edition of the Office 365 backup tool?
Yes. Mac edition version 3.1 saves Office 365 mailboxes to PST, EML, EMLX, MBOX or MSG on Mac OS X 10.8 to 10.15 with Java 8 installed. Its demo saves the first 100 emails and 25 other items, and the full edition costs $19. Ask on Live Chat for the Mac download link.
Question not answered here? Ask on Live Chat or write to us from the Contact Us page.
Office 365 Backup Tool Reviews
Star ratings from pcvita.com visitors and two customer notes written after a Microsoft 365 backup.
From past few days, I was continuously searching for a safe solution that can create Office 365 email backup to local Outlook supported file format on Windows OS. After that, I came across this backup user mailbox tool and all my problems vanished. This is such an amazing tool to download Outlook Online database on local machine even without any complications. Thank you, developers.
After analyzing the functionalities, performance, features, and working speed of this Office 365 Backup tool, I would like to rate this tool 9.8 out of 10. All the users out there who are required to archive their O365 database locally in various file format are recommended to use this amazing utility. I used this software to backup Office 365 business premium, it is one of the safest and secure ways to create copy of all the Mails & Documents on the local computer.
SoftwareSuggest: review badge for PCVITA Office 365 Backup Tool.
CNET: review badge for PCVITA software. See every badge on the PCVITA awards page.
Key Takeaways on Office 365 Backup
The short version of this page.
- Scope: PCVITA Office 365 Backup Tool saves user mailboxes and shared mailboxes to one PST file a user, with OneDrive documents in a folder beside it.
- Users: Fetch Users or a CSV import adds the accounts, several mailboxes back up at once and critical users go first.
- Control: a date range filter, a PST size limit, a live dashboard and summary or detailed reports cover every job.
- Repeat and restore: Delta Backup copies only new items, and the same PST files restore to Office 365 with every folder in place.
- Demo and price: the free demo covers 2 user mailboxes, and the full edition costs $25 with a 30 day money back guarantee.
Test the Office 365 Backup Tool on Your Own Tenant
Download the free demo, copy two user mailboxes and open the PST files in Outlook before you buy the full edition.
Safe & Secure · 30 Days Money Back*