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Restoring Files Using Spanning Email Backup

| IT Fixes

Who This Affects and What It Fixes

This guide is for any Office 365 user or administrator who needs to recover lost or deleted emails, folders, or an entire mailbox. Spanning Email Backup lets you restore items from a previous backup snapshot quickly, whether you need a single message or everything in a mailbox.

Before You Begin

You will need access to your organization’s Spanning Backup for Office 365 account. Each user’s mailbox must be restored individually — there is no option to restore all mailboxes in a single operation. If you are unsure whether you have the necessary access, contact your IT administrator.

Steps to Restore Emails

  1. Log in to Spanning Backup. Access your Spanning Backup for Office 365 account through the app link provided by your administrator in your application portal.
  2. Navigate to the user’s backup. Click the Users tab in the left-hand navigation menu, then click the user’s name to expand their information panel.
  3. View backup snapshots. Click View Backups in the drop-down information panel. The Mail tab will be selected by default. Choose the backup snapshot date from which you want to restore.
  4. Select the emails or folders to restore. Click a parent folder to automatically select all of its subfolders and emails, or manually select individual emails or folders.
  5. Initiate the restore process. Click the desired action — Restore or Export — and complete any additional steps based on the restore type, such as choosing the destination location or the file export format.
  6. Confirm and complete the restore. Click Restore to confirm the selected operation. You will receive an email notification once the restore is complete.

Important Notes

  • Each user’s mailbox must be restored individually. You cannot restore mailboxes for all users in a single operation.
  • If you need to restore emails to a different user’s account, select the appropriate destination during the restore process.

Need More Help?

If you run into trouble or need hands-on assistance, contact the ACS support team and we will be happy to help.

Common questions

Can I restore emails for multiple users at the same time?

No. Spanning Email Backup requires you to restore each user’s mailbox individually. There is no option to restore all users’ mailboxes in a single operation.

Can I restore emails to a different user’s mailbox?

Yes. During the restore process, you can select a different destination account. Simply choose the appropriate destination when prompted to complete the restore to another user’s mailbox.

How will I know when my email restore is finished?

Once the restore operation is complete, Spanning Email Backup will send you an email notification confirming that the process has finished.