The Ultimate 2025 Guide to Backup EDB Mailboxes, Archives & Public Folders

If you run Microsoft Exchange Server, you know how vital it is to keep your data safe. There are user mailboxes, archives, and public files in your Exchange Database (EDB). Losing this data could cause big difficulties.

In 2025, it is more vital than ever to protect this data by backing it up regularly. This post will show you how to back up EDB files by hand and with a simple application.

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What is an EDB File in an Exchange Server?

Exchange Database is what EDB stands for. Microsoft Exchange Server uses this file as its main storage file. This file stores all of your mailbox data, including your emails, calendars, contacts, tasks, and notes.

Here's a basic explanation:

EDB File: The primary database that stores all mailbox data.

Primary Mailboxes: Regular user mailboxes that have an inbox, sent items, drafts, and so on.

Archive Mailboxes: a place to keep older emails safe

Public Folders: Folders that can be shared by many people in the organization

This information is saved on your server in real time via an Exchange Server. Your EDB file might not be available if something goes wrong, such as corruption, unintentional deletion, or a server crash. That's why it's so important to back it up.

Why You Should Back Up EDB Mailboxes and Folders

Initially, it is imperative to discuss the significance of backups:

• Don't lose data because of unintentional deletion, corruption, or infection.
• Make sure your firm can keep going even if your servers collapse or go down.
• Follow the rules set by the law and your industry.
• Save time and energy when recovering your mailbox

Now let's go over the ways you can do it.

Manual Method to Backup EDB Mailboxes, Archives & Public Folders

The manual backup method doesn't cost anything, but it does take time and technical know-how. It's also better for minor backups or when you don't have any third-party tools.

Step 1: Use Windows Server Backup

Windows Server comes with a program called Windows Server Backup. This is how to utilize it:

1. On your Exchange Server, open the Server Manager.
2. Select Windows Server Backup from the Tools menu.
3. Pick Backup Once or Backup Schedule.
4. Choose Custom Backup
5. Add the volume that has your Exchange Database (EDB) file in it.
6. Start the backup and let it finish.

Note: Check to see that the Exchange Server VSS writer is operating. If you don't do this, your backup will not have the live Exchange data.

Step 2: Use PowerShell for Export

You can also utilize PowerShell to export mailboxes:

New-MailboxExportRequest -Mailbox user01 -FilePath \\BackupServer\PSTs\user01.pst

You can do this for more than one user, but it won't work for public folders or archive mailboxes.

Limitations

Manual approaches can work, but they have several problems:

• Takes a long time for big mailboxes
• There is no direct support for public folders or archive mailboxes.
• PowerShell commands are hard for people who aren't tech-savvy.
• No way to plan or automate backups.

That's why most people want a solution that is easy to use and works well.

Quick Solution to Backup EDB Mailboxes, Archives & Public Folders

With WholeClear Exchange Backup Software, you can easily backup all of your Exchange data, including mailboxes, archives, and public folders.

You are not required to possess tech skills. The UI is easy to use and has clear steps.

Here are some key features:

• Make a backup of EDB mailboxes, such as primary, archive, and shared mailboxes.
• Export to various formats like PST, EML, MSG, MBOX, and more
• Works with all versions of Exchange, including 2019, 2016, and older ones.
• You can filter articles by date, folder, or category.
• Works even when Exchange is not connected or is offline.

How to Use It – A Simple Walk-through

• Download the WholeClear Exchange Backup Software
• Make mailboxes for Exchange Server here.
• Now, enter the domain name, username, and password.
• Select the mailboxes you want to send.
• Start the backup and then add filters to it.
• After the backup, save the report.

Final Thoughts

In 2025, you have to back up your Exchange EDB mails, archives, and public folders. You can do it by hand or with a tool like WholeClear, but the most important thing is to do it immediately before something bad happens. Manual approaches are free, but they take a long time and are unsafe for big data. You don't need to know anything about computers to use WholeClear Exchange Backup Software, which is safer and faster.

Don't wait for something to go wrong with your data. Make a backup plan today to keep your Exchange environment safe.