365 Backup · Exchange Online

The message is gone.So isthe window.

In Exchange Online, deleted items stay recoverable for a limited time. Notice the loss later and there is no source left. Conbool captures mailboxes together with their online archive on a schedule and keeps the states for as long as you decide.

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Scheduled mailbox capture

Stored in Germany

When a mailbox can no longer be saved

Four everyday cases where the built in tools fall short.

The loss surfaces late

A deleted message is often needed weeks later, when a case is picked up again. By then the recovery window has usually closed.

The employee has left

Removing the licence ends regular access to the mailbox. Whatever was not captured beforehand is afterwards hard to reach or gone.

Cleanup rules delete more than intended

A policy that empties folders automatically applies to every mailbox at once. A mistake in the rule surfaces only after the content is gone.

A compromised account tidies up

An intruder deletes with valid rights and often empties the recycle bins as well to cover the tracks.

How mailbox backup works

One schedule, many states, targeted restore.

1. Select mailboxes

You decide which mailboxes are captured. New users can be added without going through setup again.

2. Capture on a schedule

Folder structure and attachments are captured too. Every run is kept as its own state instead of overwriting the previous one.

3. Restore a single message

You choose the state and the item and bring back exactly what is missing, without touching the mailbox as a whole.

What sets mailbox backup apart

Six points that matter when it counts.

Folder structure preserved

Restored items land where they belong instead of in a collection folder without context.

Attachments included

The attachment is usually the actual reason for the restore. It is captured together with the message.

Retention on your terms

The period follows your decision, not the platform's windows.

Mailboxes without an active licence

Captured states stay available even once the user's Microsoft licence has been removed.

Separate from the platform

The backup sits outside the Microsoft environment and stays reachable even while that environment does not respond.

Traceable restores

Roles decide who may restore. Every operation is logged.

The online archive is part of it

Older messages move into the archive mailbox, a store of its own with its own folder structure. It runs as a source of its own on the same schedule and costs no extra seat.

Export as an encrypted ZIP

A mailbox can be handed out as a ZIP of individual EML files, encrypted and password protected, for reviewing and passing on. Without anything having to be written back into Microsoft.

Mailbox search

Quotation site expansion, July

Quotation site expansion

from the state of 12 July, deleted in the mailbox

Question about the quotation

present in the mailbox

Restore the selection into a new restore folderRestore

Search across all states

Find what no longer exists.

Search does not only cover the current mailbox but every captured state. Even what was deleted from the mailbox long ago shows up again.

Search by subject, sender and period, once subject search is switched on. It is off by default and only covers what is backed up afterwards.

Hits from older states clearly marked

Restore single messages instead of whole mailboxes

Access governed by roles and logged

Built in tools and your own backup

What remains possible in each case.

	With Conbool	Exchange Online alone
Restore a message after the window closes	yes	no
Mailbox of a departed employee	yes	only with an ongoing licence
Several older states to choose from	yes	no
Set the retention period freely	yes	bound by policy
Access during a platform incident	yes	no

Statements about Exchange Online follow its publicly documented recovery features. The policies configured in your tenant apply.

Frequently asked questions

Is the recoverable items folder not enough?

It helps with short term mistakes. It is time limited, it can be emptied, and it does not protect against a rule or a compromised account clearing out at scale.

What happens to a departed employee's mailbox?

Captured states remain for the period you set. You can still draw on the content after the licence has been removed and the mailbox deleted.

Is this the same as an archive?

No. The archive captures correspondence without gaps and without alteration for statutory retention. The backup exists for restores. The two tasks need different tools.

Are shared mailboxes captured too?

Selection happens from the tenant's mailbox list. Which mailboxes are included is your decision at setup and can be changed later.

How long does a restore take?

Individual messages are usually back within minutes. Larger operations take longer because the Microsoft interface limits the throughput.

Does anything need to be installed on workstations?

No. The connection runs through a Microsoft 365 application approved once.

Is the online archive backed up as well?

Yes, as a source of its own next to the mailbox and on the same schedule. It keeps its folder structure and can be exported as a ZIP of EML files. Writing back into the online archive is possible, into the same one or another.

See a restore on a real mailbox

We connect a test tenant and bring a deleted message back together with you.

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