{"id":14440,"date":"2019-11-17T08:41:14","date_gmt":"2019-11-17T08:41:14","guid":{"rendered":"https:\/\/www.backupassist.com\/blog\/?p=14440"},"modified":"2021-05-31T00:42:36","modified_gmt":"2021-05-31T00:42:36","slug":"back-up-multiple-office-365-mailboxes-with-a-single-backup-user-login","status":"publish","type":"post","link":"https:\/\/www.backupassist.com\/blog\/back-up-multiple-office-365-mailboxes-with-a-single-backup-user-login","title":{"rendered":"Backing up multiple Office 365 mailboxes with a single &#8220;backup user&#8221; login"},"content":{"rendered":"\n<p>In another blog article we discuss why we recommend using a <a href=\"http:\/\/why-use-a-dedicated-backup-user-login-for-backing-up-microsoft-365-and-office-365\">dedicated &#8220;backup user account&#8221; to connect BackupAssist 365 to Microsoft 365 \/ Office 365<\/a>.<\/p>\n\n\n\n<p>Here, we go through the steps on how to do this. Please note, this method is preferred because:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>Better security &#8211; the backup user can be assigned a special complex password that is only used in BackupAssist 365 and is never given to users.<\/li><li>No licence is required for the backup user \u2013 therefore it won\u2019t cost anything. <\/li><li>Using a special backup user minimises the possible throttling that may be experienced on heavy usage. In the example above, if O365 throttles on a per-user basis, Fred would experience slower performance while a backup is running.<\/li><\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">How to set up the backup user account for backing up Office 365 mailboxes<\/h2>\n\n\n\n<p>Follow these instructions:<\/p>\n\n\n\n<ol class=\"wp-block-list\"><li>Create a new user in Office 365, as shown in the screenshot below. You can call the user anything you want, but we recommend something that will be easy to remember.<ol><li>Create a password at the time of setting up this user.<\/li><li>Make sure both checkboxes at the bottom are unchecked. If you require the user to change the password, BA365 will be unable to login.<\/li><\/ol><\/li><\/ol>\n\n\n\n<figure class=\"wp-block-image\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"817\" src=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2019\/11\/1-backup-user-setup-in-Office-365-1024x817.png\" alt=\"\" class=\"wp-image-14445\" srcset=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2019\/11\/1-backup-user-setup-in-Office-365-1024x817.png 1024w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2019\/11\/1-backup-user-setup-in-Office-365-300x239.png 300w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2019\/11\/1-backup-user-setup-in-Office-365-768x613.png 768w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2019\/11\/1-backup-user-setup-in-Office-365.png 1905w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><figcaption>Creating a backup user for backing up mailboxes in Office 365<\/figcaption><\/figure>\n\n\n\n<p>2. Create the user without a license. This is so you don\u2019t have to pay for an unnecessary license.<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"702\" src=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2019\/11\/2-product-license-setup-in-Office-365-1024x702.png\" alt=\"\" class=\"wp-image-14444\" srcset=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2019\/11\/2-product-license-setup-in-Office-365-1024x702.png 1024w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2019\/11\/2-product-license-setup-in-Office-365-300x206.png 300w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2019\/11\/2-product-license-setup-in-Office-365-768x527.png 768w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2019\/11\/2-product-license-setup-in-Office-365.png 1832w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><figcaption>No product licenses are needed for this backup user<\/figcaption><\/figure>\n\n\n\n<p>3. Set the role to Exchange administrator. To do this, uncheck the \u201cUser\u201d checkbox and then check \u201cExchange administrator\u201d. This role is required to allow the user to back up multiple mailboxes. (Note: if you also wish to back up SharePoint documents with the same user identity, also check the &#8220;SharePoint administrator&#8221; role. <a href=\"https:\/\/www.backupassist.com\/blog\/back-up-sharepoint-documents-with-a-single-backup-user-login\">Full details are on this page.<\/a>)<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img loading=\"lazy\" decoding=\"async\" width=\"905\" height=\"1024\" src=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2019\/11\/3-exchange-admin-setting-in-Office-365-905x1024.png\" alt=\"\" class=\"wp-image-14443\" srcset=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2019\/11\/3-exchange-admin-setting-in-Office-365-905x1024.png 905w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2019\/11\/3-exchange-admin-setting-in-Office-365-265x300.png 265w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2019\/11\/3-exchange-admin-setting-in-Office-365-768x869.png 768w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2019\/11\/3-exchange-admin-setting-in-Office-365.png 1890w\" sizes=\"auto, (max-width: 905px) 100vw, 905px\" \/><figcaption>You must make the backup user an Exchange administrator so it can access other mailboxes<\/figcaption><\/figure>\n\n\n\n<p>4. Confirm the settings as shown<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"693\" src=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2019\/11\/4-review-1024x693.png\" alt=\"\" class=\"wp-image-14442\" srcset=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2019\/11\/4-review-1024x693.png 1024w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2019\/11\/4-review-300x203.png 300w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2019\/11\/4-review-768x520.png 768w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2019\/11\/4-review.png 1905w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><figcaption>Confirm these settings<\/figcaption><\/figure>\n\n\n\n<p>5. <strong>Highly recommended: turn on multi-factor authentication.<\/strong> Even though this is an account that users will not log into, we still recommend that you turn on multi-factor authentication. Please refer to <a href=\"https:\/\/docs.microsoft.com\/en-us\/microsoft-365\/admin\/security-and-compliance\/set-up-multi-factor-authentication?view=o365-worldwide\">Microsoft&#8217;s article on how to enable MFA in Microsoft 365 \/ Office 365<\/a>.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">How to configure BackupAssist 365 to work with your new Backup User.<\/h2>\n\n\n\n<p>BackupAssist 365 supports logging in with Modern Authentication, and that is now the preferred method to connect to Microsoft 365 \/ Office 365.<\/p>\n\n\n\n<p>1. When setting up your new backup, use the default setting of &#8220;Modern authentication&#8221; as shown. Click the blue button to launch the web browser to log in. <\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"626\" src=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/05\/BA365-log-in-via-browser-1024x626.png\" alt=\"\" class=\"wp-image-17514\" srcset=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/05\/BA365-log-in-via-browser-1024x626.png 1024w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/05\/BA365-log-in-via-browser-300x183.png 300w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/05\/BA365-log-in-via-browser-768x470.png 768w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/05\/BA365-log-in-via-browser-1536x939.png 1536w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/05\/BA365-log-in-via-browser.png 1586w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p>2. Enter the email address of the user you just created.<\/p>\n\n\n\n<div class=\"wp-block-image\"><figure class=\"aligncenter size-large is-resized\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/05\/M365-sign-in-page.png\" alt=\"\" class=\"wp-image-17518\" width=\"434\" height=\"387\" srcset=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/05\/M365-sign-in-page.png 1016w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/05\/M365-sign-in-page-300x268.png 300w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/05\/M365-sign-in-page-768x686.png 768w\" sizes=\"auto, (max-width: 434px) 100vw, 434px\" \/><\/figure><\/div>\n\n\n\n<p>3. Enter the password.<\/p>\n\n\n\n<div class=\"wp-block-image\"><figure class=\"aligncenter size-large is-resized\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/05\/M365-enter-password.png\" alt=\"\" class=\"wp-image-17516\" width=\"434\" height=\"338\" srcset=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/05\/M365-enter-password.png 978w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/05\/M365-enter-password-300x234.png 300w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/05\/M365-enter-password-768x600.png 768w\" sizes=\"auto, (max-width: 434px) 100vw, 434px\" \/><\/figure><\/div>\n\n\n\n<p>4. Approve the sign in via your multi-factor method.<\/p>\n\n\n\n<div class=\"wp-block-image\"><figure class=\"aligncenter size-large is-resized\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/05\/M365-multi-factor-approve.png\" alt=\"\" class=\"wp-image-17517\" width=\"433\" height=\"361\" srcset=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/05\/M365-multi-factor-approve.png 1002w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/05\/M365-multi-factor-approve-300x250.png 300w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/05\/M365-multi-factor-approve-768x641.png 768w\" sizes=\"auto, (max-width: 433px) 100vw, 433px\" \/><\/figure><\/div>\n\n\n\n<p>5. It doesn&#8217;t matter whether you choose Yes or No at this screen.<\/p>\n\n\n\n<div class=\"wp-block-image\"><figure class=\"aligncenter size-large is-resized\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/05\/M365-stay-signed-in.png\" alt=\"\" class=\"wp-image-17519\" width=\"440\" height=\"352\" srcset=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/05\/M365-stay-signed-in.png 982w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/05\/M365-stay-signed-in-300x241.png 300w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/05\/M365-stay-signed-in-768x616.png 768w\" sizes=\"auto, (max-width: 440px) 100vw, 440px\" \/><\/figure><\/div>\n\n\n\n<p>6. You&#8217;ll see a confirmation in the web browser window.<\/p>\n\n\n\n<div class=\"wp-block-image\"><figure class=\"aligncenter size-large is-resized\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/05\/BA365-sign-in-successful.png\" alt=\"\" class=\"wp-image-17515\" width=\"464\" height=\"280\" srcset=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/05\/BA365-sign-in-successful.png 972w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/05\/BA365-sign-in-successful-300x181.png 300w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/05\/BA365-sign-in-successful-768x463.png 768w\" sizes=\"auto, (max-width: 464px) 100vw, 464px\" \/><\/figure><\/div>\n\n\n\n<p>7. BackupAssist 365 will now store the tokens and you can proceed with the rest of the setup.<\/p>\n\n\n\n<div class=\"wp-block-image\"><figure class=\"aligncenter size-large is-resized\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/05\/BA365-console-successful-1024x628.png\" alt=\"\" class=\"wp-image-17513\" width=\"568\" height=\"347\" srcset=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/05\/BA365-console-successful-1024x628.png 1024w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/05\/BA365-console-successful-300x184.png 300w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/05\/BA365-console-successful-768x471.png 768w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/05\/BA365-console-successful-1536x942.png 1536w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/05\/BA365-console-successful.png 1588w\" sizes=\"auto, (max-width: 568px) 100vw, 568px\" \/><\/figure><\/div>\n\n\n\n<p><\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Security note<\/h3>\n\n\n\n<p>You authenticate to Office 365 via a web browser. This is known as oAuth authentication. After you have logged in, an oAuth token is stored within BackupAssist 365 task, stored securely encrypted on disk. These credentials are never included in any diagnostics file that you send to our technical support department.<\/p>\n\n\n\n<p><\/p>\n\n\n\n<p><\/p>\n\n\n\n<p>Image credit: Photo by&nbsp;<a href=\"https:\/\/unsplash.com\/@ethanchoover?utm_source=unsplash&amp;utm_medium=referral&amp;utm_content=creditCopyText\">Ethan Hoover<\/a>&nbsp;on&nbsp;<a href=\"https:\/\/unsplash.com\/?utm_source=unsplash&amp;utm_medium=referral&amp;utm_content=creditCopyText\">Unsplash<\/a><\/p>\n\n\n\n<p>Article last updated: 31 May 2021.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Backing up multiple Office 365 mailboxes is possible and easier when you use a single login. This blog explains how to achieve this without needing any extra O365 licenses.<\/p>\n","protected":false},"author":2,"featured_media":14449,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[763,764],"tags":[708],"class_list":["post-14440","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-backupassist-365","category-best-practices","tag-backupassist-365"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v24.9 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Back up Office 365 mailboxes with single login - Cyber Resilience Blog<\/title>\n<meta name=\"description\" content=\"Backing up multiple Office 365 mailboxes is possible with a single login. This blog explains how to achieve this without needing any extra O365 licenses.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.backupassist.com\/blog\/back-up-multiple-office-365-mailboxes-with-a-single-backup-user-login\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Back up Office 365 mailboxes with single login - Cyber Resilience Blog\" \/>\n<meta property=\"og:description\" content=\"Backing up multiple Office 365 mailboxes is possible with a single login. This blog explains how to achieve this without needing any extra O365 licenses.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.backupassist.com\/blog\/back-up-multiple-office-365-mailboxes-with-a-single-backup-user-login\" \/>\n<meta property=\"og:site_name\" content=\"Cyber Resilience Blog\" \/>\n<meta property=\"article:published_time\" content=\"2019-11-17T08:41:14+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2021-05-31T00:42:36+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2019\/11\/ethan-hoover-wu_po9Tx16A-unsplash.jpg\" \/>\n\t<meta property=\"og:image:width\" content=\"848\" \/>\n\t<meta property=\"og:image:height\" content=\"430\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/jpeg\" \/>\n<meta name=\"author\" content=\"Linus Chang\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Linus Chang\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"3 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\/\/www.backupassist.com\/blog\/back-up-multiple-office-365-mailboxes-with-a-single-backup-user-login#article\",\"isPartOf\":{\"@id\":\"https:\/\/www.backupassist.com\/blog\/back-up-multiple-office-365-mailboxes-with-a-single-backup-user-login\"},\"author\":{\"name\":\"Linus Chang\",\"@id\":\"https:\/\/www.backupassist.com\/blog\/#\/schema\/person\/523a9a01769da254de228dbd4b1328d3\"},\"headline\":\"Backing up multiple Office 365 mailboxes with a single &#8220;backup user&#8221; login\",\"datePublished\":\"2019-11-17T08:41:14+00:00\",\"dateModified\":\"2021-05-31T00:42:36+00:00\",\"mainEntityOfPage\":{\"@id\":\"https:\/\/www.backupassist.com\/blog\/back-up-multiple-office-365-mailboxes-with-a-single-backup-user-login\"},\"wordCount\":547,\"commentCount\":0,\"publisher\":{\"@id\":\"https:\/\/www.backupassist.com\/blog\/#organization\"},\"image\":{\"@id\":\"https:\/\/www.backupassist.com\/blog\/back-up-multiple-office-365-mailboxes-with-a-single-backup-user-login#primaryimage\"},\"thumbnailUrl\":\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2019\/11\/ethan-hoover-wu_po9Tx16A-unsplash.jpg\",\"keywords\":[\"backupassist 365\"],\"articleSection\":[\"BackupAssist 365\",\"Best practices\"],\"inLanguage\":\"en-US\",\"potentialAction\":[{\"@type\":\"CommentAction\",\"name\":\"Comment\",\"target\":[\"https:\/\/www.backupassist.com\/blog\/back-up-multiple-office-365-mailboxes-with-a-single-backup-user-login#respond\"]}]},{\"@type\":\"WebPage\",\"@id\":\"https:\/\/www.backupassist.com\/blog\/back-up-multiple-office-365-mailboxes-with-a-single-backup-user-login\",\"url\":\"https:\/\/www.backupassist.com\/blog\/back-up-multiple-office-365-mailboxes-with-a-single-backup-user-login\",\"name\":\"Back up Office 365 mailboxes with single login - Cyber Resilience Blog\",\"isPartOf\":{\"@id\":\"https:\/\/www.backupassist.com\/blog\/#website\"},\"primaryImageOfPage\":{\"@id\":\"https:\/\/www.backupassist.com\/blog\/back-up-multiple-office-365-mailboxes-with-a-single-backup-user-login#primaryimage\"},\"image\":{\"@id\":\"https:\/\/www.backupassist.com\/blog\/back-up-multiple-office-365-mailboxes-with-a-single-backup-user-login#primaryimage\"},\"thumbnailUrl\":\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2019\/11\/ethan-hoover-wu_po9Tx16A-unsplash.jpg\",\"datePublished\":\"2019-11-17T08:41:14+00:00\",\"dateModified\":\"2021-05-31T00:42:36+00:00\",\"description\":\"Backing up multiple Office 365 mailboxes is possible with a single login. 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He founded BackupAssist in 2002 \u2014 making him one of the longest-standing voices in Windows backup and data protection \u2014 and has spent the decades since talking to IT administrators around the world about what actually goes wrong, and why. His interest in data loss isn't abstract. Early in his career, he was working at the Monash University help desk when a student came in with a floppy disk that wouldn't read. They tried everything. None of their drives could read it either. The disk held her entire PhD dissertation \u2014 years of work \u2014 and it was the only copy. She broke down in tears. There was nothing he could do. Five years later, he wrote the first version of BackupAssist. Linus holds a Bachelor of Science in Computer Science and has held Microsoft Certified Solution Developer and Sun Certified Java Programmer credentials. More recently, he has completed digital forensics and cyber-security courses through the Black Hat Conference. 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