GainTools Office 365 Backup Software Review 2026: Features, Backup Performance, Step-by-Step Guide & Pros/Cons

Summary

Microsoft 365 is a popular option for professional email. Having a local copy of important emails can help with offline access, migration, and archiving. GainTools Office 365 Backup Software is a tool that can export mailbox data to the computer in several file formats. 

GainTools Office 365 Backup Software Features Multiple Export Options

Supported Formats: PST, EML, EMLX, MBOX, HTML, MSG, MHTML These options allow to save e-mails for Outlook, Thunderbird, Apple Mail and other compatible apps. 

Mailbox Backup Selective

Users can back up selected folders or export all available mailbox folders. This feature comes in handy when you need to archive only important emails such as Inbox messages or Sent Items.

Support Batch Backup

backup multiple Office 365 mailboxes and allows to process them one by one. 

Attachment and Folder Preservation

The software says it exports email attachments, formatting and the original folder hierarchy. This is helpful for keeping your email archive organized. We advise to check important attachments after backup.

Pause/Resume

The application allows you to pause and resume, which is helpful if your Internet connection is acting up during a backup. 

Pros

• Supports 7 export formats listed.Backup of selected or all mailboxes.
• The vendor says it retains attachments.
• Claims to maintain folder/subfolder structureIncludes pause and resume controls.
• Export Office 365 Email to PST Without Outlook for Exporting Process

Cons

• Requires valid Office 365 sign in credentials.

How to Backup Office 365 Emails

Step 1: Download and install GainTools Office 365 Backup Software from the official page of the product.

Step 2: Enter your Office 365 account credentials and verify the account.

Step 3: Choose the mailbox folders you want to export, or check all available folders.

Step 4. Select an output format, for example, PST, EML, MSG or MBOX.

Step 5. Choose the destination folder by clicking Browse.

Step 6: Click on Generate Now to start the backup process. 

FAQ: Frequently Asked Questions

1. What formats are supported?

Official product page lists PST, EML, EMLX, MBOX, HTML, MSG and MHTML.

2. Can I backup certain folders?

Yes, users can select certain folders, or export all the folders available.

3. Do I need Outlook to export PST?

GainTools PST export is standalone from Outlook, according to the company.

4. Can multiple mailboxes receive backup copies?

Yes, backup for multiple-mailbox is available for applicable Business and Enterprise licenses. 

Final Word

GainTools Office 365 Backup Software offers useful options to create local email backups. It’s worth considering for email archiving and migration with its multiple export formats, selective folder backup, attachment support, and batch processing.