Introduction
Backing up and restoring Exchange Mail forms part of our Microsoft 365 service offering. For more on what functionality we support, click here.
Note:
- To add a backup set and do a first recovery, you need to be both a RedApp company administrator, and a Microsoft 365 global administrator for your tenant organisation. To do subsequent recoveries, you only need to be a RedApp company administrator and a Microsoft 365 product administrator.
- Default retention for M365 is two full months of daily backups and two months of roll-ups. This can be extended - please contact your account manager.
Use the guide below to manage your mail backups.
How to add Calendar and Contacts to a backup set
How to configure the backup schedule for a backup set
How to change a backup set's name
How to add a backup set
1. In the RedApp, locate the relevant customer name in the sidebar and click on it.
2. To add a new backup set, go to Microsoft 365 in the sidebar on the left.
3. Click Add at the top right.
4. Select Exchange and click Sign in.
5. You will now need to sign into Microsoft 365 and provide Redstor with permission to access your data. Click Accept.
Note: If you encounter an "Access denied" error, click here.
6. You can now make your backup selection based on your organisational structure.
Note: If you are looking to switch from user-based to group-based backup selection, click here.
For group-based backup selection:
Watch our video or follow the steps below.
Select Groups and click Next.
By default, all groups will be selected for backup. To retain this selection and proceed, click Add.
You can deselect the groups you do not wish to back up, or deselect all and select only the groups you want to back up. Note that it may take a few moments for all groups to load.
You can also drill down into groups to select specific subgroups for backup.
Once you are satisfied with your selection, click Add to proceed.
For user-based backup selection:
Watch our video or follow the steps below.
Select Users and click Next.
By default, all mailboxes (users) will be selected for backup. To retain this selection and proceed, click Add. You can also enable Include new accounts added to ensure that future additions to this tenant are automatically added to the backup selection.
You can deselect the mailboxes you do not wish to back up, or deselect all and select only the mailboxes you want to back up. Note that it may take a few moments for all mailboxes to load. Once you are satisfied with your selection, click Add to proceed.
7. You will now see the home page for your new backup set, and its name will appear in the sidebar. To queue a backup immediately, click on the menu icon and select Backup.
You can then monitor the progress of your backup at the top of the home page or under Notifications > Tasks.
You will receive a message under Notifications > Recent when the backup completes.
To see a complete history of your notifications and tasks, click See all.
You can also view an audit trail of all activities and which users performed them by clicking on the icon at the top right.
You can customise which columns you see on the backup set home page by going to Customise display.
8. To make changes to this backup set, go to Backup selection > Edit.
Make your changes and click Save, or click Backup to back up your new selection immediately.
Note: If you need to back up an archive mailbox, read more here.
How to modify a backup set
1. On the home page for the relevant backup set, click on Backup selection > Edit.
2. Select/deselect the groups/mailboxes you want to add/remove and click Save. (You can also use the Search field to find a specific group/mailbox.) Click Save to save your changes or Backup to back up the new selection immediately. To discard your changes, click Cancel.
Note: If you are looking to switch from user-based to group-based backup selection, click here.
3. The new number of groups/mailboxes selected will now be shown under Backup selection on the backup set's home page.
Note: Accounts that have been removed from the backup selection are still retained on the Storage Platform until you request that they be permanently deleted. Read more here.
How to add Calendar and Contacts to a backup set
1. On the home page for the relevant backup set, click on Overview > Edit.
2. Tick the boxes for Calendar and Contacts and click on the check mark.
3. Click on the menu icon at the top right to expand more options, then click Backup.
How to configure the backup schedule for a backup set
1. On the home page for the relevant backup set, click on Backup schedule > Edit.
2. Select the days on which you would like backups to run, as well as a backup time. You can choose between daily and custom backups.
- For daily backups, select the number of backups per day (1 or 3). In the case of 3 backups per day, the backups will run at the specified backup time, as well as 8 hours after and 16 hours after the specified time. For example, if the specified time is 08:00, backups will run at 08:00, 16:00, and 00:00.
Note: Multiple daily backups is only available as part of our M365 Premium edition. If you do not see the option to schedule multiple daily backups, you are on a legacy pricing plan. If you would like to enable multiple daily backups, please speak to your account manager about upgrading. - For custom backups, select the days and time that you want your backups to run.
3. Click the check mark at the top right to save your settings.
How to recover a backup set
1. On the home page for the relevant backup set, locate the mailbox you wish to recover. Click on the menu icon and select Recover.
You can also select multiple mailboxes to recover.
To recover an individual item, first click on the menu icon and select Open to expand the relevant mailbox.
Then drill down and make your selection. Click Recover when you are ready.
You can also select a specific backup date to recover, and then select All to recover everything from that backup.
Use the Search field to find a specific item to recover.
2. When recovering, you can choose between recovering to a new folder or exporting to PST format.
If you select New folder, follow the steps in this video:
If you select Export to .pst, follow the steps in this video:
After selecting the relevant option, you will need to authenticate with your Microsoft 365 administrator credentials. You can monitor the progress of your recovery at the top of the home page or under Notifications > Tasks.
You will receive a message under Notifications > Recent when the recovery completes.
Your selected items will be recovered to a new folder named Redstor Restores. In the case of a PST export, the RedApp admin user who initiated the restore will receive an email containing a download link to the exported Outlook Data File. The relevant mailbox/es will receive a notification email to say they are being restored. For more on PST imports, see this Microsoft article.
Note: Mail, Contacts and Calendar items are recovered with all the original metadata.
How to delete a backup set
1. On the home page for the relevant backup set, click on the menu icon to expand more options, then click Remove.
2. Confirm the deletion by clicking Remove.
How to change a backup set's name
1. On the home page for the relevant backup set, click on the menu icon to expand more options, then click Rename.
2. Enter the new name for the backup set and click Update.
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