Quick guide to creating and restoring backup

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

This article comprises two sections:

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


Creating backup

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

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

Next, select the job continuity. In this example, we choose Continuous backup (Fig. 2.).

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

After choosing the continuous backup job, you can also define the idle time between the following job cycles. In our case, we schedule the idle time to last for 1 minute.

In the following step, you can enable and define the activity period within the job will process data. In this example, we schedule the job to run during weekends all days and start on the selected date (Fig. 3.). To enable the Activity Periods, mark the corresponding checkbox and define the time frames.

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

Now, it is the 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.

Within this window, click New to open the server connection wizard. In the resulting window, choose the type of server used in your environment. In our case, we choose Office 365 (Fig. 5.).

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

After the connection is verified, select it and click OK.

In the next step you can either make a list of mailboxes which should be backed up or decide to backup all your mailboxes (optionally excluding 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. Select mailboxes included in the backup process.

In the step after choose if you want to back up public folders as well, and if so, select which ones (Fig. 7.).

Select public folders included in the backup process.
Fig. 7. Select public folders included in the backup process.

Once the server connection is configured, and you have chosen source mailboxes to be backed up, define Storage for saving your backup. To define Storage, click New. The Storage creation wizard will open (Fig. 8.). First, click Browse... and select an appropriate directory where preserved items should be located. You may also change the Display name of the storage.

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

The following step allows you to apply a retention policy upon the newly created storage. Basically, this feature enables you to remove all versions of items which are older than given amount of days. The items are permanently deleted only from the storage, leaving your Office 365 environment untouched. (Fig. 9.).

Backup - retention policy on storage
Fig. 9. Storage retention policy.


The retention policy will result in removal of items older than desired amount of days. After you finish creating the storage, you will be prompted for creating an archive job, that may move your old data to a different location before deletion.

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

Storage - password
Fig. 10. Password protection feature.
Storage - Recovery key
Fig. 11. Saving the Recovery Key step.

In the Time filter step, decide which source items will be backed up based on their last modification date. In this example, we choose to backup only those items that were modified no later than seven days from the time the backup job is 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 the time filter.


The age of appointment and other items containing such properties as start and end date, is calculated by time when the item occurs.

Let us say: today is September 1st, 2015 and you have decided to backup only items for last 6 months. In March of 2014 someone created an appointment which starts at April 1st, 2015 and sent an email. In such a case, the appointment will included to backup, as it occurs within desired period of time. However, the email sent in March does not contain any start or end date, so it will be excluded.

Next, define which special folders will be excluded from the backup process using Folder filter (Fig. 13.). After filtering the folders, click Next.

Choosing which special folders will be excluded from the backup process.
Fig. 13. Choosing which special folders will be included / excluded from the backup.

Last but not least, verify all your settings in the Job summary step that lists the whole configuration of the backup job. If everything is correct, click Finish to activate your first backup.

Restoring backup

To create the 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 of time. To choose the content to restore, go to the Backups view in the Administration Panel and browse through Storages to find items you want to restore (Fig. 14.). 

Backup - show items
Fig. 14. Looking through the backed up data in search for items.

The searching is divided basically into two modules. On the left pane you may type in a phrase to obtain a list of matching mailboxes. Once you find the desired one, you can use the upper search form to find particular items. In this example, we search for items created on 10th October that contain the phrase "Invoice" in the subject (Fig. 15.).

Backup - filters
Fig. 15. Items' search result.


Please keep in mind that the left-pane search box works independently from the upper search form, as it is designed to help finding particular mailbox. The upper one is intended to search for particular items within desired mailbox. Applying any filter in one search automatically resets state of the second one.

Once you find the items to restore, highlight them and either right-click the chosen items and hit Restore selected items or click Restore items in the Backup view's ribbon (Fig. 16.). It 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, enter the restore job's name (Fig. 17.).

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

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

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

The next step lets you select the target server connection along the target location on this server for restoring items. To select the server connection, expand the drop-down menu and pick it from the list. Next, define the target location where the items will be restored. In this example, we choose to restore the items to a different folder of the same 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 already existing in the target location. You can also select here the exact versions of items you want to restore. In this example, we choose to overwrite the existing items in the target location and select to restore them from a selected point of time onward (Fig. 20.).

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


The restoring options differ depending on your selection. Let us say, you have selected a folder (such as Calendar), and chosen the Restore the latest version option. If the very latest version of an item 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.

Last but not least, verify your settings in Job summary that lists the whole configuration of the restore job. If you defined the settings correctly, click Finish to save your restore job.

By default the job will not start automatically, you need to start it manually in the notification that follows (Fig. 21.) or via the Jobs view (Fig. 22.).

Backup - Restore job start notification.
Fig. 21. Starting a new restore job via the notification.
Backup - start
Fig. 22. Starting a restore job via the Jobs view.

See also

How to - sections under this article describe configurations steps of all features of the program. You will also find here information about monitoring status of each feature.

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