Creating Exchange backup jobs
This article describes how to configure an Exchange backup job to create a local backup of your Office 365 or on-premises Exchange mailboxes and public folders.
Since SharePoint mailboxes are hosted on Exchange servers, to back them up you will also need to use this type of job.
To find out how to back up your other SharePoint content, please go to the article on creating SharePoint backup jobs.
There are two ways to open the wizard that will guide you through the backup job configuration:
- on the Dashboard tab, click the Create a new Exchange backup job link on the How to start card, or
- go to the Jobs tab and click New > Backup > Exchange (Fig. 1.).
Keep in mind that the How to start card is only available if you haven’t configured any backup jobs yet. In either case, the New Exchange backup job wizard will appear (Fig. 2.). It will guide you through the following steps of creating a backup job:
- Job name, where you define the name of your backup job.
- Job continuity, where you choose to run the backup job continuously or only once.
- Activity periods, where you can configure the backup job to start and stop automatically.
- Server connection, where you set up or select a connection to your Exchange server (Online or on-premises).
- Mailboxes, where you select which mailboxes to include in (or exclude from) the backup job.
- Site mailboxes, where you select which SharePoint mailboxes to include in (or exclude from) the backup job.
- Public Folders, where you choose which public folders to include in (or exclude from) the backup job.
- Target storage, where you select or create a storage that is used to keep your backed up data.
- Time filter, where you choose which items will be backed up depending on their age.
- Folder filter, where you decide which special folders to exclude from the backup process.
- Job summary, where you can review your backup job settings.
You can navigate between the wizard’s steps freely and configure them in any order you want.
In this step (see Fig. 2. above), enter a unique name of your backup job. You will not be able to finish the wizard if the entered name has already been used.
Select the first option, Continuous backup, if you want to back up your Exchange data infinitely, in cycles. The first cycle backs up all your data, while each subsequent cycle is an incremental backup, meaning that only changes in your data, including new items, are backed up. The Idle time between cycles functionality allows you also to specify how much time needs to pass before the next cycle can start.
If you select the One-time backup option, the backup job will run only once (one cycle). However, once finished, you can restart such backup job manually in order to perform an incremental backup.
This feature allows you to specify the time ranges during which the program will automatically start and stop your backup job. To enable it, select the Enable activity periods checkbox (Fig. 4.).
You can now schedule your backups on a daily, weekly, monthly or custom basis, or define the end date for the backup job (Fig. 5.).
This is where you select the Exchange server that you wish to backup data from. Pick your Exchange connection from the drop-down menu (Fig. 6.) or configure a new connection.
To configure a new Exchange connection instead, click Manage > New (Fig. 7.). A new window will open, allowing you to connect to the on-prem Exchange server or Exchange Online (Office 365).
CodeTwo Backup allows you to back up all mailboxes existing within your server or only the selected ones.
Backing up selected mailboxes
First, select one of the available options:
- Back up mailboxes from the list below
- Back up all mailboxes (including the newly created ones) except the ones from the list below
and click Add. The Select mailboxes window will open. Depending on which option you have chosen previously, select the mailboxes that you (a) want to back up (Fig. 8.) or (b) exclude from the backup.
Backing up all mailboxes
To back up all mailboxes from your Exchange server, simply select the Back up all mailboxes (including the newly created ones) except the ones from the list below and don't add any mailboxes to the list (Fig. 9.).
Select which SharePoint site mailboxes you want to back up. Just like in the case of regular mailboxes, there are two options available:
- Back up site mailboxes from the list below
- Back up all site mailboxes (including the newly created ones) except the ones from the list below
This step is very similar to the previous step of the Exchange backup job wizard, so for more information on how to select specific site mailboxes refer to the Mailboxes section above.
In this step, you can decide which Exchange public folders to back up. Click Add to open the Select Public Folders window. Next, select the checkbox next to the public folders you want to back up (Fig. 10.).
If any of these folders have subfolders and you want to include or exclude them from the backup, use the Back up subfolders checkbox (Fig. 10. above). Keep in mind that if you leave this checkbox selected, any future subfolders created in this public folder will be also backed up in subsequent backup cycles.
When backing up mailboxes and public folders in one job, be aware that licenses are assigned first to the mailboxes, and then to the public folders. If you don't have enough licenses to back up all your data and you wish to back up public folders first, we recommend creating two separate backup jobs: one for mailboxes, the other one for public folders. Run the public folders jobs first. When it's finished, run the mailbox backup job. Learn more about licensing regarding public folders.
A storage is where your backed-up data is kept. In this step, you can either select an existing storage from the drop-down menu (Fig. 11.) or click New to create a new storage.
In the Time filter step (Fig. 12.) you define which items from the source mailboxes will be backed up depending on their age.
You can configure the program to back up:
- all items regardless of their age – when a backup job processes mailboxes, all items will be backed up, no matter if they were modified or not.
- only items older than [period of time] – the program will examine source mailboxes and back up only those items that were created or modified before a specified period of time.
- only items not older than [period of time] – the program will back up only those items that created or modified within a specified period of time.
There is also an option to override the time filter for contact items, allowing you to back up all contacts, no matter when they were created or modified.
Assessing the age of items
The age of appointments, meetings or similar items (including a start/end date or another time property) is calculated based on the time when these items occur.
Example: today is 1 June 2018 and you decided to back up only items from the last 6 months. Over a year ago, in May 2017, someone created an Outlook appointment which starts on 15 April 2018 and sent the notification email. In such a case, the appointment will be included in your backup, as it occurs within the defined time frame. However, the email sent in May 2017 does not contain any start or end date, so it will not be backed up.
If an item does not contain a time value, its age is calculated based on its last modification date. The list below shows which properties are taken into account when defining the item’s age:
- Contacts – Last Modified Date
- if you select the only items older than option – Start Date; if missing, then End Date
- if you select the only items not older than option – End Date; if missing, then Start Date
- Emails – Received Date, then Sent Date, and then Created Date (if the program cannot find the Received Date property, it searches for Sent Date, and so on)
- if you select the only items older than option – Start Date; if missing, then Due Date
- if you select the only items not older than option – Due Date; if missing, then Start Date
- Notes – Last Modified Date
- if you select the only items older than option – Start Date; if missing, then End Date
- if you select the only items not older than option – End Date; if missing, then Start Date.
Here you can define a filter that excludes special folders, such as RSS Subscriptions or Drafts, in source mailboxes from the backup process (Fig. 13.). To do so, select the checkbox next to the folder type you want to exclude.
Here you can verify if you have configured the backup job according to your requirements (Fig. 14.).
In case you want to make any changes, click the name of any of the previous steps of the wizard and adjust your settings accordingly. If everything is correct, click Finish.
If you did not specify the job's activity periods, you need to start the job manually. However, as soon as you finish the wizard, a pop-up window will appear, allowing you to start the backup job immediately (Fig. 15.). Click Yes to do so.
Otherwise, use the Start button on the Jobs tab to start the selected job.
Monitoring jobs – find out how to monitor and manage existing jobs.