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How to backup Office 365 data with AhsayOBM

Ahsay brings you the AhsayOBM client backup software to provide a set of tools to protect your Office 365 user accounts. This includes backup and recovery of individual emails, contacts, calendars and other mail items in your Office 365 Outlook, files on OneDrive and SharePoint, with snapshots / versioning, and retention policy to protect even items that you may have accidentally deleted from your Office 365 user account.

Below is the information extracted from our “Office 365 Backup & Restore Guide for Windows” for giving you an idea how you can select the contents in your Office 365 domain to backup to your preferred destinations through AhsayOBM client agent. If you are looking for more detailed information, please refer to that guide.

System Architecture

Ahsay OFfice 365 backup architecture

The latest version of AhsayOBM is installed on the remote backup machine which is connected to Office 365 and AhsayCBS backup server through internet.


Follow the steps in the above mentioned guide to perform the following configurations first.

Granting Permission to Accounts for Creating Backup Set

Before the Office 365 account administrator or other accounts can create a backup set, the administrator has to grant permission to the account(s) which are going to create backup set. The account must be a member of the following security groups:

  • Discovery Management
  • Public Folder Management

Granting Permission for Application Impersonation & Mail Search

This permission allows users added under the Members section of the Discovery Management group (refer to the previous section for setup) to back up and/or restore user item(s) not only for their own account, but also the accounts of other users in the same Members section. To grant permission for this feature, you have to add the Application Impersonation & Mail Search role by following the steps below.

Granting Permission for SharePoint Global Admin

The Global Admin permission allow SharePoint account to list other account’s  Personal Site and OneDrive in the backup source tree. So before using AhsayOBM to create backup set, please ensure the SharePoint account has already owned the permission in order to apply AhsayOBM to back up and/or restore user item(s) not only for their own account, but also the accounts of other users.

Creating a Backup Set on AhsayOBM

  1. In the AhsayOBM main interface, click Backup Sets.
    Ahsay Office 365 backup - Backup Set Creation
  2. Click the “+” icon next to Add new backup set.
  3. Enter a Name for your backup set and select Office 365 Backup as the Backup set type.
    Ahsay Office 365 backup job creation
  4. Enter the user name and password of your Office 365 account, choose the region for the account and then press Test to validate the account.
    Ahsay Office 365 backupTest completed successfully shows when the validation is successful. Press Next to proceed to the next step.
  5. In the Backup Source menu, select the desired Outlook, OneDrive, Personal Site, Public Folders or Site Collections for backup. Check the box will back up all, i.e. check the box of Outlook will back up the mailboxes of all the users.
    Ahsay Office 365 backupOr click I would like to choose the files to backup to choose the detailed items to backup. Enable the Show mails checkbox at the bottom left corner if you would like to choose individual items for backup.
    Ahsay Office 365 backup procedure

    • Users: include Outlook, OneDrive and Personal Sites
    • Public Folders: include public folders
    • Site Collections: include Personal Sites and Site Collections
  6. In the Schedule menu, configure a backup schedule for backup job to run automatically at your specified time interval. Slide the on/off button to turn on this feature, then click Add new schedule to add a new schedule, then click Next to proceed afterward.
    Ahsay Office 365 backup  - Schedule setup
  7. In the Destination menu, select a backup destination where the backup data will be stored. Click the “+” icon next to Add new storage destination / destination pool.
    Ahsay Office 365 backup - setup destinationNote: For more details on Backup Destination, refer to this Wiki article:
  8. Select the storage type.
    • Single storage destination – the entire backup will be uploaded to one single destination you selected under the Destination storage drop-down list. By default, the destination storage is selected as CBS.
      Ahsay Office 365 backup - setup destination
    • Destination pool – the backup will be spread over on the destinations you have selected. Enter a Name for the destination pool and then click Add new storage destination to the pool to select the desired storage destinations.
      Ahsay Office 365 backup - setup destination poolYou can choose a storage combination of the Local/Mapped drive/Removable Drive, Cloud storage or FTP. Click OK to proceed when you are done with the settings.


    • If you have chosen the Local/Mapped Drive/Removable Drive option, click Change to browse to a directory path where backup data will be stored, then click Test to validate the path. Test completed successfully shows when the validation is done.
      Ahsay Office 365 backup - destination setup
    • If you have chosen the Cloud Storage, click Test to log in to the corresponding cloud storage service.
      Ahsay Office 365 backup - cloud destination setup
    • If you have chosen the FTP as the destination, enter the the Host, Username and Password details.
      Ahsay Office 365 backup - FTP / SFTP destination setup
  9. You can add multiple storage destinations. The backup data will be uploaded to all the destinations you have selected in the order you added them. Press the icon to alter the order. Click Next to proceed when you are done with the selection.
    Ahsay Office 365 backup - multiple destinations setup
  10. In the Encryption window, the default Encrypt Backup Data option is enabled with an encryption key preset by the system which provides the most secure protection.
    Ahsay Office 365 backup - Encryption setup
    You can choose from one of the following three Encryption Type options:

    • Default – an encryption key with 44 alpha numeric characters will be randomly generated by the system
    • User password – the encryption key will be the same as the login password of your AhsayOBM at the time when this backup set is created. Please be reminded that if you change the AhsayOBM login password later, the encryption keys of the backup sets previously created with this encryption type will remain unchanged.
    • Custom – you can customize your encryption key, where you can set your own algorithm, encryption key, method and key length.
      Ahsay Office 365 backup - custom encryption key setupNote: For best practice on managing your encryption key, refer to this Wiki article: Next when you are done setting.
  11. If you have enabled the Encryption Key feature in the previous step, the following pop-up window shows, no matter which encryption type you have selected.
    Ahsay Office 365 - encryption key savingThe pop-up window has the following three options to choose from:

    • Unmask encryption key – The encryption key is masked by default. Click this option to show the encryption key.
    • Copy to clipboard – Click to copy the encryption key, then you can paste it in another location of your choice.
    • Confirm – Click to exit this pop-up window and proceed to the next step.
  12. If you have enabled the scheduled backup option, you will be prompted to enter the User Name and Password of the Windows account that will be running the backup.
    Ahsay Office 365 - Windows User Authentication setupClick Next to create the backup set.
  13. The following screen is displayed when the new Office 365 backup set is created successfully. Backup will be run according to your defined schedules. Now, you can click the “Backup Now” button to manually trigger a backup.
    Ahsay Office 365 backup - backup set created

It is very easy to use, right?

Other Information

  1. Ahsay Office 365 Backup and Restore Guide can be found in this Documentation section of Ahsay’s office website.
  2. Watch this Office 365 demo video:


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