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When creating an Office 365 backup, attachments are often just as important as the email messages themselves. A backup that contains only the message text may not be useful if users later need the original documents, images, or other files attached to those emails.
A practical approach is to use a backup tool that lets you decide whether attachments should be included. SysInfo Office 365 Backup Tool allows users to save mailbox emails with or without attachments, depending on their backup requirements. It can also save Office 365 data locally in formats such as PST, MBOX, PDF, EML, MSG, and CSV.
Before starting the backup, users can preview the mailbox in a tree-style structure and select the folders they need. This is useful when only certain mailboxes or folders need to be archived rather than creating a complete backup every time. Date filtering is also available for selecting data from a particular period.
For larger mailboxes, I would first decide whether attachments are required for the archive, then select the relevant folders and apply a date range if necessary. The resulting backup can be saved to a separate local location for future access.
This approach gives more control over backup size while still allowing important email content and attachments to be preserved when they are required.
If you want to back up an Office 365 mailbox with attachments, the easiest approach is to export the mailbox directly to your computer instead of saving emails one by one. This is especially useful when you need a copy of Inbox, Sent Items, Drafts, Deleted Items, custom folders, and their attachments.
For this type of backup, you can use WholeClear Office 365 Backup Software that can effortlessly download the complete mailbox or only selected folders to a local drive. It saves emails along with attachments and preserves the original folder hierarchy, email formatting, and properties such as From, To, CC, BCC, subject, date, time, and hyperlinks.
You can save the backup in several formats, including PST, MBOX, EML, EMLX, MSG, HTML, and MHTML, depending on how you plan to access the backed-up emails later. It also supports backing up single or multiple Office 365 accounts, while pause/resume options can help manage the process if the internet connection fluctuates.