Quick guide to creating and restoring backups

This section describes step by step how to create a continuous backup job for multiple source mailboxes located in Office 365. This job will be triggered during the week, outside the working hours. You will also learn how to restore several backed up items from a specific point in time to another folder on the same server. Use the links below to learn more.

Watch the video below to see how to create and restore backups of multiple mailboxes in Office 365.


Creating a backup

After the program is installed, you can start creating a backup job. Go to the Jobs tab, click New and select Backup. This opens a new backup job wizard. In the first step of the wizard, Job name, you need to type your backup job's display name (Fig. 1.).

A new backup job wizard.
Fig. 1. A new backup job wizard.

The next step is to select the Job continuity. In this example, we decided to choose a continuous backup (Fig. 2.).

Selecting the default Continuous backup model.
Fig. 2. Selecting the default Continuous backup model.

After choosing a continuous backup job, you can define the idle time between consecutive job cycles. In our case, we set the idle time of 1 minute.

In the step that follows (Activity periods) you can enable and define an activity period for your job. In this example, we scheduled the job to run during weekends (whole Saturdays and Sundays) and start on a specific date (Fig. 3.).

Choosing the job's activity periods.
Fig. 3. Choosing the job's activity periods.

Now it is time to configure the connection to Office 365. In the Server connection step, click Manage. It will open the server connection management window (Fig. 4.).

Backup - source data
Fig. 4. Opening the server connection management window.

Click New to open the Target server connection wizard. Choose the type of server used in your environment. In our case, it is Office 365 (Fig. 5.).

Backup - Connecting to O365 small.
Fig. 5. Opening the Office 365 connection wizard.

Complete all the steps of the connection wizard. After the connection is verified, close the wizard, select your new connection, and click OK.

In the next step (Mailboxes) you can either make a list of mailboxes which should be backed up or decide to back up all your mailboxes (you can optionally exclude some of them). Click Add and, using the mailbox picker, select source mailboxes that will be included or excluded from the backup (Fig. 6.).

Backup - mailboxes to backup
Fig. 6. Selecting mailboxes for a backup process.

The next step, Public Folders, allows you to choose if you want to back up public folders, and to select which ones (Fig. 7.).

Select public folders included in the backup process.
Fig. 7. Selecting public folders to be included in a backup process.

Once the server connection is configured, and you chose source mailboxes to be backed up, proceed to the Target storage step and define a storage location where your backup will be saved. To define a storage, click New. A wizard will open (Fig. 8.). First, click Browse and select an appropriate directory where the backed up items should be located. You may also define the Display name of the storage.

Backup - New storage
Fig. 8. Creating a target storage.

The next step of the Create new storage wizard (Fig. 9.) allows you to apply a retention policy to the newly created storage. This feature enables you to remove all versions of items which are older than a specified number of days. The items are permanently deleted only from the storage, leaving your Office 365 environment intact.

Backup - retention policy on storage
Fig. 9. Configuring a storage retention policy.


The retention policy will remove items older than a desired number of days. After you finish creating the storage, you will be asked to create an archive job. This job will move your older storage data to a different location before it is deleted.

You can also protect the content of a storage using a password (Fig. 10.). For more information, read this article. In the last step of the storage wizard (Fig. 11.) you will be able to save a Recovery key, which can be used to recover data from a storage if the configuration files of this storage get corrupted or if you forget the storage password.

Storage - password
Fig. 10. The password protection feature.
Storage - Recovery key
Fig. 11. The Recovery key step.

After you complete the storage configuration wizard, proceed to the Time filter step of your backup job wizard. Here, you can decide which source items will be backed up, according to their last modification date. In this example, we chose to back up only those items that were modified no later than seven days from the time the backup job was started (Fig. 12.). You may provide the desired amount of time in days, weeks, months or years.

Setting up the time filter.
Fig. 12. Setting up a time filter.


Calculation of the age of appointments or similar items (including a start/end date or another time property) is based on the time when these items occur.

For example: today is September 1, 2015 and you decided to back up only items from the last 6 months. In March of 2014, someone created an appointment which starts on April 1, 2015, and sent an email. In such a case, the appointment will be included in your backup, as it occurs within the defined period of time. However, the email sent in March, 2014 does not contain any start or end date, so it will be excluded.

The Folder filter step allows you to define which special folders will be excluded from the backup process, if necessary (Fig. 13.). Make your choice and click Next to proceed.

Choosing which special folders will be excluded from the backup process.
Fig. 13. Choosing special folders to be excluded from a backup.

Finally, verify all your settings in the Job summary step. This step lists the whole configuration of the backup job. If everything is correct, click Finish to activate your first backup.

Restoring a backup

To create a restore job, you first need to decide what data to restore: a full mailbox with folders and all items included, a folder with all items included or individual versions of items from a specific point in time. To choose a content to be restored, go to the Backups view in the Administration Panel and browse through your storages to find items you want to restore (Fig. 14.). 

Backup - show items
Fig. 14. Browsing through backed up data in search of items.

You can use two modules to perform your search. In the search box on the left pane you may type a phrase to obtain a list of matching mailboxes. Once you find a desired mailbox, you can use the search form in the upper part of the Backups view (Fig. 15.) to find particular items in this mailbox. In our example, we searched for items created on the 10th of October, which contain the phrase Invoice in the subject (Fig. 15.).

Backup - filters
Fig. 15. Item search result.


Please keep in mind that the search box on the left side (see Fig. 15.) works independently of the search filters in the upper part of the Backups tab. The search box is designed to help you find a particular mailbox. The upper search fields - item filters - can be used to search for specific items within a selected mailbox. Searching via the search box on the left automatically resets the state of item filters, and vice versa.

Once you find the items to restore, highlight them and either right-click the items and choose Restore selected items from the shortcut menu, or click the Restore items button on the menu bar of the Backups tab (Fig. 16.). This will open the restore job wizard (Fig. 17.).

Backup - start restore
Fig. 16. Opening the restore job wizard.

In the first step of the wizard (Job name), enter the name of your restore job (Fig. 17.).

Backup - restore job name
Fig. 17. The restore job wizard.

Next, go to the Source data step - this step summarizes the data to be restored (Fig. 18.).

Backup - restore source data
Fig. 18. Source data summary.

The next step (Target location) lets you configure the target server connection and the target location on the selected server. You can select an existing server connection via the drop-down menu or create a new one. Next, define the target location where your items will be restored. In this example, we chose to restore items to a different folder on the same (original) mailbox (Fig. 19.).

Backup - target location
Fig. 19. Choosing another folder location to restore items.

In the Restore options step, define what to do with items that already exist in the target location. You can also select the exact versions of items you want to restore. In this example, we chose to overwrite the existing items in the target location and selected to restore them from a specific time point (Fig. 20.).

Backup - Items' restore options defined.
Fig. 20. Defining the items' restore options.


The restore options may differ depending on your selection. Let us assume you selected a folder (such as Calendar) and chose the Restore the latest version option. If the very latest version of this folder is present as deleted, the program will not restore it at all. However, if you need to restore the last existing version, then simply select particular items from desired folder and hit the Restore items button. On the Restore options page, you will be able to set the program to restore the latest existing version, despite the latest version of an item is present as deleted.

Finally, verify your settings in the Job summary step. If everything is correct, click Finish to save your restore job. A notification window will appear (Fig. 21.), which will allow you to start the job manually. You can also launch the restore job from the Jobs tab, as shown in Fig. 22.

Backup - Restore job start notification.
Fig. 21. Starting a new restore job from the notification window.
Backup - start
Fig. 22. Starting a restore job on the Jobs tab.

See also

How to - learn about the configuration of all features available in the program and about monitoring the status of each feature.

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