Comprehensive Guide to Backup and Restore Office 365 Emails Using MacSonik Microsoft 365 Backup Software

User Interface

As you launch the Office 365 Backup tool for Mac, you will find the screen presented below:

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Software Working Process


A step-by-step guide to backup/restore Office 365 data on Mac:

Step 1

Install and Run the MacSonik Office 365 Backup tool for Mac.

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Step 2

Click on the Backup button to backup your Office 365 data to Office 365, G Suite, IMAP, PST, PDF, EML, MBOX, and CSV.

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Step 3

On the next panel, you will see the 6 steps involved in the process. Click Continue.

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Step 4

The tool provides you with two Login options: 'Use Modern Authentication' or 'Modern Authentication (By Using User Client ID and Secret).'

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Step 5

Opt for ‘Use Modern Authentication (Recommended).’ Enter your Office 365 user ID and click on the Sign In button. The tool will authenticate your given Office 365 ID. After the 'Authentication Successful' message on the screen, return to the tool.

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Step 6

If you choose to log in through ‘Modern Authentication (By Using User Client ID and Secret)’, enter your Application (Client) ID, Directory (Tenant) ID, Secret Value, and Microsoft Azure Admin ID. Next, tap on Authenticate to proceed. Once authentication is successful, return to the tool.

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Step 7

Please note that, if you want to take backups of multiple user accounts through CSV, you must check the Assign Impersonation option.

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Step 8

If you have chosen Assign Impersonation, and successfully logged in to the tool, click on the Import CSV button to add CSV containing multiple Office 365 user IDs.

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Step 9

Here, we will migrate a single Office 365 user ID. Choose the source Backup Options: Mailbox, Online archive, or Public folders. Click Next.

Note:
  • If migrating from multiple user IDs, you can also choose different backup options for each user of your choice using a drop-down list.
  • To change these backup options for the source account, you need to return to this interface.
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Step 10

Next, the software will display a tree-structured Mailbox preview of your Office 365 account. Check the necessary folders you need to back up. Click Next.

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Backup Office 365 to PST


Step 11

From the Save/Backup/Migrate As drop-down menu, choose PST.

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Step 12

Choose other additional features, as per your requirement:

  • Remove Duplicate Mail on the basis: This option allows you to identify and eliminate identical emails based on To, From, Subject, and Body.
  • Save Mails Without Attachments: Select this option, if you want your resultant PST without attachment files.
  • Free Up Server Space: You can opt for this option to auto-delete all mails from the server, once migration is complete.
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Step 13

You can also apply other filters, including:

  • Date Filters: Check this option if you want to migrate data from a specific date range. Next, specify a start and end date.
  • Custom Folder Names: It allows you to assign a desired name to the destination folder or where your mailbox data will get saved.
  • Split PST by Size: Select this option to divide larger PST files into smaller PSTs.
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Step 14

Tap the Destination Path button to assign a desired saving location for the resultant PST file. Hit Next.

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Step 15

Verify migration details and click on Convert to proceed to back up the Office 365 account to the PST file.

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Backup Office 365 Emails to PDF

Follow steps 1 to 10 as mentioned above. Further, proceed as follows:


Step 11

Expand the Save/Backup/Migrate As field to choose PDF file format from the list.

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Step 12

Opt for different features/filters provided:

  • Remove Duplicate Mail on the basis: Check this option to skip duplicate emails, Calendars, Contacts, Tasks, and Notes.
  • Save Mails Without Attachments: This enables users to save PDFs without attachment files.
  • Free Up Server Space: This will auto-delete all mails from the server, as soon as the migration is complete.
  • Backup Option: Choose the desired option if you want to backup only emails, save contacts as VCF files, or calendars as ICS files.
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Step 13

Also:

  • Date Filters: Check this option if you want to migrate data from a specific date range. Next, specify a start and end date.
  • Custom Folder Names: Assign a name of your choice to the destination folder or where your mailbox data will get saved.
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Step 14

Press the Destination Path button to locate a saving path for the resultant PDF. Click Next.

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Step 15

Click Convert to proceed with the migration.

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Migrate Office 365 to G Suite

Follow steps 1 to 10 as mentioned above. Further, proceed from the steps below:


Step 11

From the Save/Backup/Migrate As field, choose G Suite as the destination email client.

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Step 12

Next, enter Admin Email ID and Service account ID and click on Browse to select the p12 file. Click on Sign In.

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Step 13

You will see various filters and options on the screen, like

  • The Remove Duplicates filter eliminates all duplicate emails, Calendars, Contacts, Tasks, and Notes during migration.
  • Save Mail Without Attachments to migrate data excluding attachment files.
  • Select the Free Up Server Space feature to delete the migrated data from the server after the process is complete.
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Step 14

Other filters:

  • Date Filter allows you to migrate Office 365 mailbox data from a specific date range.
  • Custom Folders Name enables users to specify a folder name of their choice for the destination folder where mailbox data will be saved.

Click the Next button.

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Step 15

In the Map Users section, again click the Next button.

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Step 16

Here, choose the destination user ID where you want to transfer Office 365 data. Click on Convert to begin migration.

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Step 17

Lastly, ‘Migration has been Completed’ will appear on the screen. Tap Ok.

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Restore PST to Office 365

The MacSonik Office 365 Backup tool for Mac allows users to restore PST/OST files to Office 365. Do as directed below:


Step 1

Launch the tool and, click on the Restore button.

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Step 2

Next, you can see a five-step process to restore PST files. Click Continue.

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Step 3

PST is selected by default. If you want to restore the OST file, choose OST.

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Step 4

Again, the ‘Select Single File’ is set by default. It allows you to restore a single PST file. You can choose the 'Select Folder' option to choose an entire folder containing PST files.

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Step 5

Click on Select File to add the PST file.

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Step 6

Select the PST file you want to restore and tap open to add. Once the file is added, click Next to proceed.

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Step 7

You will see the list of selected PST file(s). You remove the desired file(s) using the Remove/Remove All button. Or tap Next.

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Step 8

To log in to the destination Office 365 account you can either choose Modern Authentication or Modern Authentication (By using User Client ID and secret).

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Step 9

We will log in through Modern Authentication. Enter your Office 365 user ID and click Sign In. After, successful authentication, return to the tool.

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Step 10

Apply other filters for precise results:

  • Check the ‘Remove Duplicates on the basis of’ to remove all duplicate items.
  • The Save Mail Without Attachments option allows you to skip attachments while restoring PST/OST.
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Step 11

Also:

  • Date Filter: You can restore data from PST files according to a particular date range.
  • Custom Folder Name: The feature allows you to name the destination folder, as per your choice.

Click Next.

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Step 12

In the Map Users Section, you can import a CSV file that contains the Office 365 users to restore data to multiple users. Then, select an Office 365 user ID you intend to restore the PST file into. Click Next.

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Step 13

Choose the destination mailbox folder. Finally, click on Convert.

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