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Metalogix Essentials for Office 365 2.7 - Performance Optimization Guide

Scheduling Backup Operations

Besides the initial “New” backup, most users prefer to schedule their update operations to take place during a specific day or time.  Essentials for Office 365 uses an integration with Windows Task Scheduler to create and execute the scheduled operations, so let’s take a look at how to create these tasks.

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NOTE: The update process is similar for each service, so the sake of brevity the following section will use a SharePoint Online backup project as the sole example.

The software offers an option to both “Generate Script” as well as “Schedule” on the bottom left of the Update Backup dialog.  In this example, we will be using this Schedule button.
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Script and Schedule buttons

To schedule a backup update, please perform the following steps:

1.Select your existing backup project from the Backup Navigator, right click and choose Update or select the Update button in the Backup ribbon.

2.On the Update Backup dialog, select from the available options for either a Full, Incremental or Differential update.  For this example, we will choose the Incremental option.

3.Click the “Schedule” button on the bottom left to schedule your Incremental Update for this backup project.

4.A Schedule Task dialog will appear.  Please enter a Title that you wish to call this scheduled task and select the recurrence rate for which it should run.  Click Next to continue.
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Scheduled Task Recurrence

5.On the next screen, select the day and time that you wish to have the Scheduled Task begin.  The following screenshot shows the configuration options for a “Weekly” recurrence, however the available options will differ depending on your selected recurrence.  Click Next to continue.
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Configuration a weekly day and time scheduled start

6.The next page is a confirmation screen for the soon to be created scheduled update task.  If you are satisfied with the configuration, click Finish to continue.  If you would like to make a change, click the Back button now.

7.When you click Finish, a login prompt will appear.  On this page you will be given the chance to save a local Windows user account with the scheduled task or not to include this user.  We have found that the majority of users need to save an account with their task so that is the recommendation.

a.If you choose to store the Windows user account, enter the Windows username that was used to activate the Essentials for Office 365 solution in the typical domain\user format (i.e. contoso\admin).  Then enter this account’s Windows password into the second field and again in the third to confirm.  Click OK to continue.

b.If you choose to not store the Windows user account, then select the No option and click OK to continue.

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NOTE: When storing the Windows account, please be absolutely sure that the username and password being entered is correct.  The software does not validate the user nor password, so if a mistake is made in this step the task may not appear in Windows Task Scheduler.  If that happens, you will need to begin this process again.

8.If you have not already, you may receive another prompt to login credentials.  The credentials being requested here are for SharePoint Online and need to be stored with the scheduled task.  Please enter a username and password for has at least Full Owner (Site Collection Administrator recommended) and click OK to validate.  If the login prompt disappears, then the credentials are validate.  If you receive an error message, please double check your credentials and try again.

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NOTE: When storing an Office 365 or Windows User Account with the task please remember that if the password expires or changes, then the scheduled tasks will fail to execute successfully.  

Therefore it is recommended to use an account that has the password set to Never Expire.

10.You should now receive a message indicating that the task was created successfully and Windows Task Scheduler should automatically open.  If Windows Task Scheduler does not open, please use the Windows search function to locate and open it manually.

11.Essentials for Office 365 stores all of its scheduled tasks in the “Architect Tasks” folder located in the Windows Task Scheduler left navigator (Task Scheduler (Local) > Task Scheduler Library > Architect Tasks).  Click on this Architect Tasks folder and you should now see the scheduled task that we just created in the center view.  You may now select the task and make any additional changes you wish using the native controls of Windows Task Scheduler. METALO~1_img25
Essentials for Office 365 scheduled tasks location in Windows Task Scheduler

12.You may now close Windows Task Scheduler and Essentials for Office 365 or if you wish to create additional scheduled tasks, please repeat this process again.

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