View and manage backups

To view and manage backups of Exchange Online user accounts in your Microsoft 365 environment within Infrascale Cloud Application Backup (CAB):

  1. In the CAB Management Portal, click Backups in the sidebar menu.

    The list of backup tasks opens.

  2. Click Office 365 Exchange or Edit ().

    The backup task page opens.

    The backup task page allows configuring backup settings, and managing backups of individual Exchange Online user accounts.

User account and backup details

The backup task page shows all Exchange Online user accounts available for managing in CAB by your Microsoft 365 admin account in table format with the following details:

Details Description
Username Name of the user account
Email Email address associated with the user account
Tags Tags associated with the user account
Status Backup status of the user account
Backup Size Size of the backup data
Last Backup Number of days from the last completed backup
Backup Set of quick actions you can take in respect to the user account backup (see Quick actions for details)

You can sort user accounts in the table by these details.

Backup status

User account backups can have one of the following statuses shown in the Status column:

Status icon Status name Status description
Not active Backup is not activated for the user account
Scheduled Backup for the user account was activated, but the initial backup was not performed yet
Success Last backup of the user account completed successfully
In Process Backup of the user account is currently in progress
Failed Last backup of the user account failed
Paused Backup of the user account is suspended
Archived Backup is paused since user account mailbox was removed from Microsoft 365 Exchange Online. Backup data is stored in our storage until you delete user account backup
Partial CAB failed to back up one of the following types of user account data: emails, tasks, calendar, contacts, or notes

Backup statistics

To view backup statistics for a certain user account, click More () on the right of the user account. This will expand and show the backup timeline and the summary tiles.

The timeline shows the number of items backed up each day. To view details, hover over the respective column. The numbers include all new and changed items, so it may be greater than the total number of items included in backup (shown in the summary tiles).

By default, the timeline shows information for the last two weeks. To adjust this range, drag the slides below the timeline left or right. The maximum range is 30 days.

The summary tiles below the timeline show information about the backup for each type of data (notes, calendar, tasks, emails, and contacts): number of items included in backup, date and result status of the last backup.

Actions on user accounts

To activate, start, pause, cancel, or delete user account backups, use quick actions or batch actions.

Quick actions

To instantly activate, start, pause, or cancel backup for a specific user account, use quick actions available next to the account.

The following quick actions are available for the user account backups:

Action icon Action name Action description
Activate Activate user account backup
Pause Pause user account backup
Backup Now Start user account backup immediately
Cancel Cancel user account backup in progress

Batch actions

Besides quick actions, you can also take batch actions on several user accounts at once. For this:

  1. Select checkbox on the left of one or more user accounts in the table.

    To select all user accounts, select checkbox near the Username column header.

    If you want to select user accounts by their backup status, click the down arrow near the Username column header, and then select one of the statuses.

  2. Click Actions on the right, and then select the desired action from the drop-down list.

The following batch actions are available:

Action icon Action name Action description
Activate Activate user account backup
Pause Pause user account backup
Backup Now Start user account backup immediately
Delete Remove user account backup and delete all backup data

Add user accounts for backup

If you did not select to automatically detect and activate backup for all new user accounts in your Exchange Online environment, you have to manually add user accounts for backup. For this:

  1. Click Add () in the upper-right corner of the Accounts section.

    The Add Account dialog opens.

  2. In the Account box, enter email address of an Exchange Online user account you want to add for backup, and then click Save.

    CAB checks if the email address is valid and the user account is present in your Exchange Online environment. If so, the system adds the user account for backup. Otherwise, it shows an error message.

  3. After the user account shows in the table, activate its backup.

Activate user account backups

If you did not select to automatically detect and activate backup for user accounts when configuring backup settings, you have to activate backups for the desired accounts manually using quick or batch actions or using bulk activation.

Using quick or batch actions

To activate backup for individual user accounts, use quick actions.

To activate backup for multiple user accounts at once, use batch actions.

Using bulk activation

Despite the user interface provides tools to activate backup for a single account or for the multiple accounts at once, it may be inconvenient to manually select user accounts. To help you activate backup for as many users as needed in one go, CAB offers a special tool called Bulk Activation.

To start with, click Bulk Activation in the Accounts section.

The Bulk activation wizard, with three options available.

Bulk activation option Description
Activate By Active Directory Settings This option can be used to find all accounts with a specified value of an Active Directory Property. Conditional activation can be activated with this option.
Activate By MS365 Groups This option can be used to automatically activate all accounts belonging to selected Groups. Conditional activation can be activated with this option.
Import List Of Accounts With this option you can upload a list of accounts for which you want to activate backups.

Activate by Active Directory settings

In the Bulk activation wizard:

  1. In the first step, click Activate By Active Directory Settings, and then click Next.

  2. In the second step:

    1. In the Property drop-down list, select a property you want to use to filter user accounts by.

      The following properties are available:

      Property Description
      Account Enabled This property is required when a user is created
      Age Group This property is used for adjusting regulatory requirements compliance age rule
      City The city in which the user is located
      Company Name The company name which the user is associated
      Country The country/region in which the user is located
      Department The name for the department in which the user works
      Job Title The user’s job title
      Office Location The office location in the user’s place of business
      Postal Code The postal code for the user’s postal address. The postal code is specific to the user’s country or region
      Preferred Language The preferred language for the user
      State The state or province in the user’s address
      Usage Location The during user location

      The system shows the values available for the property you selected.

    2. Select the values you want to use to filter user accounts by.

    3. Optionally, select Automatically activate new accounts that match this condition if you want to create a conditional activation rule based on the property and the values you selected.

      This rule does not affect the existing activated user accounts.

      If you selected to automatically detect and activate backup for all user accounts, the system asks which option you want to continue with.

      • Select Continue To Automatically Activate ALL New Accounts to cancel creation of the conditional rule, and to continue activating backup for all new user accounts without exception.

      • Select Activate Only By Conditions Set Through Bulk Activation to create and apply the conditional rule to activate backup for new user accounts.

        Note

        If you continue with conditional activation rule, it will disable implicit automatic activation of backup for all new user accounts that you selected when configuring backup settings. If you later select Activate ALL new accounts again in the Backup Settings section, it will remove any conditional rules created here.
    4. Click Next.

    The system finds all user accounts in your Active Directory that are matching the property and the values you selected.

  3. In the third step, select user accounts you want to activate backup for, and then click Activate.

    The system activates backup for the selected user accounts, and creates a conditional activation rule if you selected the respective checkbox in the second step of the wizard.

Activate by Microsoft 365 Groups

In the Bulk activation wizard:

  1. In the first step, click Activate By MS365 Groups, and then click Next.

  2. In the second step:

    1. From the list of groups, select those you want the system to find user accounts in.

    2. Optionally, select Automatically activate new accounts that match this condition if you want to create a conditional activation rule based on the property and the values you selected.

      This rule does not affect the existing activated user accounts.

      If you selected to automatically detect and activate backup for all user accounts, the system asks which option you want to continue with.

      • Select Continue To Automatically Activate ALL New Accounts to cancel creation of the conditional rule, and to continue activating backup for all new user accounts without exception.

      • Select Activate Only By Conditions Set Through Bulk Activation to create and apply the conditional rule to activate backup for new user accounts.

        Note

        If you continue with conditional activation rule, it will disable implicit automatic activation of backup for all new user accounts that you selected when configuring backup settings. If you later select Activate ALL new accounts again in the Backup Settings section, it will remove any conditional rules created here.
    3. Click Next.

  3. In the third step, select user accounts you want to activate backup for, and then click Activate.

    The system activates backup for the selected user accounts, and creates a conditional activation rule if you selected the respective checkbox in the second step of the wizard.

Activate by importing accounts

In the Bulk activation wizard:

  1. In the first step, click Import List Of Accounts, and then click Next.

  2. In the second step:

    1. Add a CSV file with the list of email addresses of the user accounts you want to activate the backup for.

      The file must be properly formatted. Click Sample to download the example file.

       Email
       example1@subdomain.onmicrosoft.com
       example2@subdomain.onmicrosoft.com
       example3@subdomain.onmicrosoft.com
       example4@subdomain.onmicrosoft.com
      

      You can either drag the file to the dialog or click the gray area in the dialog to find and select the file.

    2. After you add the file, click Upload.

      The system checks if user accounts with email addresses in the uploaded file exist in your Exchange Online environment. After that, it shows the list of user accounts you can activate the backup for.

  3. In the third step, select user accounts you want to activate backup for, and then click Activate.

    The system activates backup for the selected user accounts.

Search user accounts

To find a user account in the table, enter at least three characters in the search box on the toolbar.

Sort user accounts

You can sort user accounts in the table in ascending or descending order by username, user email, backup status, backup size, or last backup date. For this, click the header of one of the relevant table columns.