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Backing up Office 365 mail on Android Device

Rupert Eghardt
Rupert Eghardt used Ask the Experts™
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Hi Guys,

We need a backup software solution for a couple of Andriod devices.
Especially to backup mail (Office 365)

Any ideas will be appreciated,
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Jackie Man IT Manager
Top Expert 2010

Commented:
Actually, there is no need to do a backup as your data in the Outlook for Android app is only a local cache of your mailbox in Exchange Online of Office 365.

If your really want a backup, you can subscribe for cloud backup of your Office 365 like the one below.

https://www.avepoint.com/products/cloud/backup/
Most Valuable Expert 2015
Distinguished Expert 2018

Commented:
Mobile devices have limited storage capacity, and because of that never work with the full mailbox content. Especially when it comes to Office 365 and the 50/100 GB mailbox sizes. Most devices/apps synchronize only messages for the past 30 days (or a similar preset interval), and only from specific folder. Thus, the device itself is useless as a backup source. And since all the settings are stored within the actual mailbox, there is no need to backup the app configuration as well, in the case of the Outlook app at least.
Rupert EghardtProgrammer

Author

Commented:
Thank you Vasil,

Perhaps a cloud backup feature for Office 365 mail?
Most Valuable Expert 2015
Distinguished Expert 2018

Commented:
Do you really need it though? What is your reason for wanting backup? And more importantly, how do you plan to recover? Read some of Tony's thoughts on the matter here: https://www.petri.com/determining-need-office-365-backups
Scott FellDeveloper & EE Moderator
Fellow 2018
Most Valuable Expert 2013

Commented:
When you are using an app like outlook for desktop or outlook for android and the account is associated with an office365 account, the mail is already synced with the Exchange in the cloud. For the most part, data is safe for the short term.  You can review the policies at
https://docs.microsoft.com/en-us/office365/Enterprise/office-365-exchange-data-resiliency
https://docs.microsoft.com/en-us/office365/Enterprise/office-365-data-retention-deletion-and-destruction-overview
https://docs.microsoft.com/en-us/office365/Enterprise/office-365-exchange-online-data-deletion

If you need to protect against accidental deletion for the long term, there are options with office365 for archiving. This is used for industries like finance where compliance policies require holding on to data indefinitely.

What other apps/data are you trying to back up?
Rupert EghardtProgrammer

Author

Commented:
Thanks Scott, protecting over the long term is our goal.  
Accidental deletion by users, etc.

The mail is our main concern.
Most Valuable Expert 2015
Distinguished Expert 2018
Commented:
Use the hold/retention functionality for this.
Rupert EghardtProgrammer

Author

Commented:
If a user on purpose deletes e-mails from their inbox, will these be recoverable?
Jackie Man IT Manager
Top Expert 2010

Commented:
If a user on purpose deletes e-mails from their inbox, will these be recoverable?

Yes. If you have enabled the hold/retention for that user in advance.
Rupert EghardtProgrammer

Author

Commented:
Thank you,
To confirm, I set this on the server side?
Jackie Man IT Manager
Top Expert 2010

Commented:
To confirm, I set this on the server side?

YES, at your O365 admin portal. Of course, your O365 subscriptions should include hold/retention before you can enable them.
Scott FellDeveloper & EE Moderator
Fellow 2018
Most Valuable Expert 2013

Commented:
I lean on O365 Support via the Admin panel on a regular basis and 99% of the time find they are more than helpful. For something like this, I suggest you raise a ticket, explain what you want to do and confirm the service you are on will do what you expect or do you need to get on a different plan or add on. I think you have to be on the E3 plan for long term retention but I could be mistaken and the business pro plan will work.
Most Valuable Expert 2015
Distinguished Expert 2018

Commented:
You set retention as detailed here: https://docs.microsoft.com/en-us/microsoft-365/compliance/retention-policies

You will need E3 plan or above. Do note that this is not the same as having a point-in-time backup process, so if you need the aforementioned, you need to look for a third party product.