Backup settings

Create a new backup schedule for your Microsoft 365 tenant

Log in to RecoveryManager Plus as an administrator.
Navigate to the Exchange tab → Backup Settings.
Click the Create Backup button located at the top-right corner of the screen.
In the Tenant Details section, select Microsoft 365 in the Exchange Type drop-down.
If you’ve configured multiple Microsoft 365 tenants, choose the tenant for which you wish to create a backup schedule from the Tenant drop-down box.
In the Backup Details section, provide a name for the backup schedule.
Select the mailboxes that you wish to back up by clicking the icon in the Select Mailboxes field or you can import the mailboxes that you wish to back up from CSV files by clicking the .

You can select all the mailboxes by selecting the check box adjacent to the Display Name text. To search for individual mailboxes, use the icon.
Click the Filter by criteria option available at the top right corner of the Select Mailboxes popup to filter mailboxes based on certain conditions.

You can filter based on attributes like Display Name, Email, Recipient Type, Groups, or Mailboxes. You can also apply conditions such as Starts with, Ends with, Contains, or Does not contain for the selected attribute. Add more conditions using the icon.
You can also decide the type of the condition (AND/OR) when you have multiple conditions. You can remove the conditions set using the icon.

If you wish to automate the backup schedule based on certain conditions, enable the Automate Mailbox Selection toggle bar.

Set the conditions based on the options (Display Name, Email, Recipient Type, Group, or Mailboxes) in the Automation Settings popup. A schedule will run every day to discover the created, modified, and deleted mailboxes, and these mailboxes will be validated against the condition set. If any of these mailboxes satisfies the conditions, it is automatically added to the selected backup job.
Select the Validate existing mailboxes selection with automation criteria check box to periodically validate the existing mailboxes in this backup schedule against the criteria and add mailboxes that satisfy the criteria and remove mailboxes that don't satisfy the criteria.

Select the mailbox folders that you wish to exclude from being backed up in the Mailbox Folders to Exclude dropdown.
In the Scheduler & Repository section, select the desired frequency at which the schedule must run from the options available in the Backup Frequency dropdown.

Select the repository in which you wish to store the backups from the Select Repository drop-down box.
In the Item-level retention field, enter the number of days/months/years for which Exchange Online backups should be stored. Backups older than the specified age will be discarded. If you've set the Item-level retention to be 30 days, when the backup schedule runs on the 31st day, the backups taken on the first day will be discarded. To learn more about how RecoveryManager Plus processes the Item-level retention, click here.

You can also configure RecoveryManager Plus to store your Exchange Online backups forever, in which case backups will not be discarded.

Note: The minimum Item-level retention for Exchange Online backups is 30 days.

If you wish to encrypt your backup data, check the Encrypt backup data check box and provide the Encryption key.
When backed up items exceed their Item-level retention, you can export them to a PST file before deleting them by tapping on the Enable Archive Data toggle bar in the Advanced Settings.

If you have enabled archive settings, provide the location where you wish to store the PST from the Select Archive Repository dropdown box.
If you wish to add an additional layer of security for your PST, check the Protect archived PST with a password check box and provide a password.

Click Save to save the scheduler, and the backup will run at the specified time.
Click Save & Run to save the scheduler and trigger the first backup process immediately.
Click Cancel to exit the configuration screen.

Once a scheduler has been created, you can view the following information:

The name of the scheduler in the Backup Name field.
The frequency at which the scheduler will be run in the Backup Frequency field.
The Item-level retention set in the Item-level retention field.
The number of mailboxes that will be backed up by the scheduler in the No. of Mailboxes field. Clicking on the number will open a pop-up that will list the mailboxes that will be backed up when the scheduler runs.
The status (Enabled/Disabled) of the automation in the Automation Status field. Clicking on the status will give you a preview of the automation policy set.
The last time the scheduler ran in the Last Run Time field. Clicking on the icon will open the restore tab displaying all backups made by the scheduler. You can restore mailboxes to any of the backed up versions. For step-by-step instructions on how to restore mailboxes, click here.
The status (Success/Failure) of the last backup in the Last Run Status field. Clicking on the View Details link will provide the list of steps that the product performed and the status of each step. Finding out the step at which the scheduler failed will assist in troubleshooting any issue that the product might encounter.

Once you’ve configured a backup schedule, you can perform the following actions:

To edit the backup schedule, click the icon under the Action column of the corresponding backup schedule,

Click the / icon under the Action column of the backup schedule that you wish to enable or disable.

Click the icon under the Action column of the backup schedule to trigger a backup.

Click the icon under the Action column of the backup schedule that you wish to delete.