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How to make Backup of Exchange Server ?

Summary: This write-up will inform you about the different methods through which it is possible to take the backup of the Exchange Server mailboxes. There are two ways to take a backup of the Exchange Server: through the native backup solution and third-party software. Along with explaining the backup procedure in this blog, we will also highlight some of the drawbacks of manual backup strategies.

Microsoft introduces the Exchange Server to meet the demand of large-scale as well as mid-scale organizations. Exchange Server comes with many advanced features and provides an option to back up the data. As data is an integral part of any business, they must take care of that to overcome any complicated scenarios.

Exchange comes with many inbuilt integrated backup solution that allows backing up the Exchange data. However, implementing them is not easier for non-technical users.

To make things easier even for the non-technocrats we will focus on providing users with a professional third-party solution that will backup Exchange Server mailboxes while eliminating complexity.

Why do we need to back up Exchange Server Mailboxes?

Whether the user data is saved over the cloud or locally, the needs to take a backup of data still persist. There are several things that can make your data inaccessible or even corrupt them. In order to avoid such a situation, it is important to take the backup of Exchange Server, so please kindly check some of the reasons which make a need for backup.

  • At times when the Exchange Server is down, the user will be unable to check their data. This would even create an operational loss for any organization and hamper their workflow.
  • To create a copy of the mailboxes of Exchange, most of the Exchange admins look for a backup.
  • If the company is looking for a migration that uses the Exchange, then creating the backup makes sense to avoid data loss instances.
  • Any organization employee taking an exit would be the reason for the Exchange administrator taking the backup.

Apart from the discussed reasons, many more situations create the necessity to back up the Exchange data.

Methods to create Exchange Server Mailboxes Data

1# Using Windows Server Backup

Like any other application, it is essential to have a backup of the Exchange to avoid data loss situations. There is one utility which is known as Windows Server Backup that comes with the Windows Server Operating System. However, it is not pre-installed, so the user needs to install this application to start creating the Exchange Server backup and even you can utilize this application to restore the Exchange database.

However, there are several pre-requisite before initiating the backup process. Some of them would be to take permission to start creating the backup, install the Windows Server Backup application, the user must be an active member of the Exchange administer or backup storage, etc. We have shared the procedure for how the user could commence taking backup of Exchange Server data in the followings points:

  • Start the Windows Server Application and need to select the local backup.
  • To start the Backup once wizard, the user needs to choose Backup once from the Action pane.
  • Now after selecting the different option, click on the Next button.
  • Choose Custom from the Select backup configuration page. Hit the Next to move on.
  • You will see a select item option; kindly click them to move further.
  • Need to select the volume, including the Exchange Server database and the log files. After choosing them, click Ok.
  • In the next wizard from the list of selections of volume for the backup, click on the VSS Setting. Pick the VSS full backup option from here and click the OK button.
  • Select the local backup, and after that, click on Next. In addition, you need to choose the backup location as per your drive volume. Again click next to move to the last phase of a backup.
  • In the next wizard, you will see confirmation of the Exchange data available on the selected drives. Click on the Backup button to start the Exchange Server data backup process.

After finishing the above process, you have completed the Exchange mailbox backup.

2# Exporting Exchange Data to PST Files Manually

Without a doubt, this method is one of the quickest and easiest manual methods for taking the backup of the mailbox of the Exchange Server.

Simply choose the desired mailbox from the Exchange Admin Center, and click Export to a PST file to start the data export. It’s the same procedure to export each mailbox to a PST file. Some mailbox components may be lost if the process is not carried out correctly.

It allows to export of various mailboxes simultaneously using PowerShell commands and scripts. Inboxes can be customized and filtered in a variety of ways, Content Filter is just one of them. This approach is extensively used to take Backup of Exchange Server because of its ease of use and several benefits. However, it comes with multiple limitations, as a single mistake can cause damage to the user data. Additionally, the PST file structure may get damaged.

This creates a need for third-party software which will eliminate such risk.

Third-party Software to Backup Exchange Server Data

Methods explained to you in this blog effectively take the Exchange Mailboxes’ backup. However, they also possess various drawbacks, like being complex to use, can make data corrupted, and many more. Alternatively, there is third-party software that allows to backup of Exchange mailboxes quickly and without affecting the data integrity.

There is one third-party software that is suggested and tried by most IT Experts. Shoviv Exchange Server backup and restore tool is a highly-advanced software that allows users to easily take backup of Exchange Server into various file formats like PST, MBOX, MHT, HTML, etc.

It comes with an excellent user interface, making backup easier even for non-tech users. Some of the more advanced software functionalities are as follows:

  • This software permits users to add multiple Exchange Server mailboxes and simultaneously takes their backup of them in multiple file formats.
  • It comes with backup scheduling features, which allow to Backup Exchange mailboxes at different timeframes such as daily, weekly, and monthly.
  • The tool enables users to even back up the Exchange Primary and Archive mailboxes without setting any limitations on their sizes.
  • The incremental backup feature is one of the essential features that this software possesses. This feature allows resuming the halted backup while removing the duplicate data if any.
  • A software filter option helps users add any required item or even exclude the undesired data from the backup process.
  • One of its features, like setting a timer for a more oversized item, restricts those items which take more time to load. Users can set the timer between 2 to 30 minutes. It certainly helps to produce backup results quickly.
  • After the backup gets over, then the software will generate the backup report. Users can also download the report in HTML format.

 Wrapping Up

The solutions covered in this write-up are the available methods through the Exchange Admin to start taking Backup. However, not all method to initiate a backup of Exchange Server goes smoothly. The manual backup solution can be effective but only when implemented correctly. Moreover, it is better to take help from third-party software to eliminate the risk of process shutdown. The solution described here is one of the best utilities, and the user can evaluate their performance by utilizing the free demo version.

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