This article applies to Office 365 with Intermedia accounts only.

You can schedule regular backups of users' mailboxes to make sure you don't lose any data, or to maintain a full archive of users' emails. As with the rest of the Outlook Backup functionality, we create a separate file for each mailbox backup which is stored on the FTP server (not Exchange server).

To create a scheduled backup task for a mailbox or group of mailboxes, log in to HostPilot, navigate to the Services > Outlook Backup > Schedules and follow the instructions below.

  1. Click Create schedule button.
  2. Choose which mailboxes will be backed up: check the box(es) next to user(s) > click Select.
  3. Select options for your backup task.
    • Select backup type: Monthly, Weekly.
    • Schedule Name: the specified backup name will be appended to each default mailbox PST filename specified, in the format of <user name>_<scheduledbackup_name>_<Date in Pacific Time Zone>.pst
    • Backup Every: you can choose whether to backup mailboxes
      • Monthly: Choose whether to make backups on a certain day of the month or on a specific day of the week.
      • Weekly: Choose the day of the week for running the backup task.
    • Start no earlier than: Specify time in Pacific Time. Important note: We cannot guarantee that the backup task will start exactly at the time specified. The time is used to put the task in the queue, so the actual time that the backup task will start running depends on the server load at that time.
    • Retention policy: set up a retention policy to avoid exceeding storage limits by removing unnecessary PST files. The retention policy is applied only if the user is included in the schedule. All backups for excluded users will remain in the HostPilot.
      Note: retention policies apply only to users with scheduled backups option enabled. 
    • Backup all types of data: Check this option to back up a whole mailbox. If you uncheck you will be able to select specific default folders for backup.
  4. Click Create schedule button.
    Schedule

To delete scheduled backup tasks, check the boxes next to tasks you want to delete and click Delete. This button does not delete any files or mailboxes but removes a scheduled task.

Note: disk space used by PST files created by schedules is included in Outlook Backup Disk Usage. This is the disk space PST files occupy on the FTP server, which is not your Exchange server.

After the backup task is created, you can manage scheduled tasks on the Services > Outlook Backup > Schedules tab.

  • Click Scheduled Backup Name to modify schedule settings.
  • Click the number in the Users column to view mailboxes included to be backed up.
  • Time in Last time occurred column is specified in your local time zone.
  • Unassigned PST backups have no retention policy.

You may remove outdated and restored PST files from Outlook Backup without affecting existing user's mailbox data.