Office 365 Export

About 

Here at Extelligent Design, we are using Office365  ourselves for our intranet. We find it usefull to have a local copy of the contents of our site for safe keeping. For that purpose, we have developed the Office 365 export application.

The application is simple - specify your site and select either:

1. A specific list to export
2. All lists in the site
3. All lists from all sites in the site collection.

Additionally, you can save your export configuration to a setting file, and optionally include an automatically updated datestamp that will filter exports using that file, so that you don't export the same files again and again.

Then select a folder to safe the files to, and click the Export button. The contents of the list or lists are saved in two ways - the metadata is saved into an XML file, and any files (either documents from a document library or attachments to list items) are saved in their own folders, with the XML file pointing to the files, connecting the metadata to the file. 

In our latest version you can now browse the exported data, and in the near future, restore specific items.

You can then double click on an item and see its full metadata, and if it is a file, or a list item with attachments, see the links to the files:

Release notes Version 9.3

New:

1. Filter by document date
2. Run as scheduled task (command line)
3. Saving\loading the export settings.
4. Browse offline data
5. Restore screen added, not yet functional
6. Load non office 365 sites using Claims authentication.

Fixed:

1. Folders created for each export now in different time format
2. Saving\loading export settings to XML fix for some file errors
3. Some columns (lookups) did not export as expected
4. Security timeout messages when loading the lists and then leaving the form open for a long time before clicking the export button.

FAQ

Q: What is the licensing for this product like?

A: We license the use of this product on a per-domain basis. For any Office365 domain that you have, you will have to purchase another license. However, this covers you for use on any site collection in that domain. As most companies have a single domain, we don't expect many clients needing more than one license. However, if you do need more than one, talk to us and get a discount for subsequent licenses.

Q: What does the trial version do?

A: The trial version is almost fully operational. It allows you to export information from any Office365 domain, but with the following limitations:

1. Only 20 items from any list or library will be exported
2. The option to export an entire site collection is disable

Q: How do I get the full version?

A: At the moment, the only way to get the full version is to purchase it from us. You will need to contact us and provide us with the domain (or domains), and pay our invoice. Once the invoice is paid, you will recieve the full version download link.

Q: Can I run the export as a scheduled task

A: Yes. You need to save a configuration file first, and then in the scheduled task give the full path to the file as a parameter. However, make sure the task is run as administrator, as the application needs to be able to write files onto your machine.

Q: What about restoring the information to the site?

A: We don't call this application a backup application, as it is not meant to backup and restore - only to export the information for safekeeping on a local disk. Future versions may include an "importer" that will serve as a restore and will support the current export format. We do however have an application that imports the information into a local SharePoint 2010 server. This one is not yet ready for Beta, so please contact us if you need it.

Q: What about web parts, security, site configuration?

A: This is not a backup and restore application, as it only focuses on the files and list items. For a full featured backup solution we recommend AvePoint's docave.

Q:  What about versions?

A: The current version of the product does not export versions of files and list items, due to some restrictions in the Office365 API. We look forward to updating our application as Microsoft updates the API in the future.

Q:  Can the application be used on SharePoint 2010 sites?

Q: Can we have the application download only changes since last download?

A: Yes. By specifying a filter date in the settings, you can filter the download. Selecting to automatically update the date will cause an export to write to the settings file the date the export has finished - thus filtering the next export.