12-27-21 | Blog Post

Microsoft 365 Backups

Blog Posts

Microsoft 365 allows businesses to consume Microsoft applications via the cloud as a service without having to host file or email infrastructure. Because it’s hosted in the cloud, businesses have access to the latest versions of the Microsoft Office suite including familiar apps like Word, Excel, and PowerPoint as well as OneDrive, and Microsoft Teams. Users can work remotely, accessing data and documents from anywhere, on any device.

While Microsoft 365 offers some safeguards against data loss, it does not come with a native backup solution. Microsoft updates applications and infrastructure, but documents, spreadsheets, and emails can’t be automatically restored if deleted. Users are responsible for backing up their data.

Even though Microsoft 365 resides in the cloud, businesses still need to implement an effective Office 365 backup solution to ensure that critical business data and applications are protected from accidental deletion, cybersecurity threats, and natural disasters.

Microsoft 365 Backups

A comprehensive Microsoft 365 backup solution is important for protecting against accidental or intentional data loss because of ransomware, natural disasters, or human error. Features include:

Complete Office Protection

Protect your critical data across the entire Microsoft 365 suite, whether it’s OneDrive, SharePoint, Exchange, or Teams.

Rapid Recovery

A backup is virtually useless for a business if you’re unable to recover it without extended downtime. Fast recovery times mean that the business can get back up and running with minimal disruption.

You can restore data for the entire suite, individual applications, or individual files and folders.

Granular restore options let you recover data exactly the way you need to for email, documents, libraries, SharePoint sites, and OneDrive.

Backup and Retention

A Microsoft 365 backup solution allows you to back up data and metadata, such as last modified time and sharing permissions. You can schedule backups to run automatically or on-demand. Scheduled backups create point-in-time snapshots to aid faster data recovery, but can be supplemented with on-demand backups when necessary to create more granular recovery points.

Centralized Management

A centralized interface gives you visibility of your backup solution to identify and resolve issues early. With a single interface, you can manage backup and recovery activities for public folders, SharePoint sites, and user mailboxes and create backup jobs for the entire Microsoft 365 suite, selected applications or specific mailboxes, public folders, or site collections.

Data Loss Prevention

A viable backup can go a long way in preventing data loss in the event of a ransomware attack. But even if a backup falls into the wrong hands, data encryption can render it useless to a cybercriminal. Microsoft 365 backup solutions provide enterprise-grade encryption to better safeguard your data.

Professional Support

HelpDesk support is available 24/7/365 via phone, email, or chat, as well as knowledge articles and videos to help you set up, manage and use Microsoft Office 365 backup.

Importance of Microsoft 365 backups

Microsoft 365 gives businesses the flexibility to work and collaborate from anywhere. Because it’s cloud-based, users assume that it automatically backs up data and do not implement an effective backup solution.

There is much at stake if a business suffers data loss or is unable to access critical business data, such as emails, spreadsheets, and important documents. Not to mention lost revenue, productivity, and reputation if business services are interrupted for extended periods.

A comprehensive backup and recovery plan makes it easier to avoid or recover from a ransomware attack, accidental data loss, and other business interruptions.

What Is At Risk If Your Data Is Lost

Accidental deletion

Accidental deletion of data may be permanent if there is no backup available. Users can easily delete or overwrite data and conversations from Microsoft 365 applications. While it’s possible to restore from the Recycle Bin, deleted files can be aren’t held indefinitely and once permanently deleted, a file cannot be recovered.

Accidental deleted files can be more than an inconvenience, negatively affecting productivity and resulting in lost revenue through costs incurred to fix the issue, as well as legal penalties related to breached compliance and data retention policies.


With malware becoming more sophisticated and new types being created each day, it’s best to assume your data isn’t safe from the threat of ransomware. Don’t assume your data is safe in the cloud either. OneDrive is a popular tool for collaboration, making it an increased target for ransomware attacks. Files synced through OneDrive can send infected files to the cloud, affecting all connected users and devices.

Backups can help you avoid paying an exorbitant ransom and avoid substantial financial losses. Even if you pay the ransom to receive a decryption key, you may not be able to decrypt all the files. A backup can help you recover individual corrupted files.

Customization issues

Microsoft 365 backup is a failsafe for customizations gone wrong. Custom designs, solutions, and workflows can create technical issues that may need to be rolled back resulting in data loss and downtime. A backup solution with a rapid recovery process can restore the affected systems with minimal downtime.

OneDrive Is Not Backup

Because OneDrive syncs data to the cloud, users assume it can be used as a backup solution. But OneDrive syncs all changes, including deletions. This means that a file deleted or infected on the local network is automatically synced to One Drive. When other devices are connected, the file is deleted or infects all other synchronized devices.

Even though OneDrive does have some restore functionality associated with the recycle bin, it lacks the capabilities of a full-fledged backup system. If a file is deleted, all versions of the file are deleted, and there is no centralized management that allows IT personnel to control backup and recovery operations. Since OneDrive does not create recovery points across files, folders, and users, recovery points must be found manually for each file and recovered one by one.

Why You Need Microsoft 365 backups

Cyber security threats in Microsoft 365 have increased since 2019. With attacks on the rise, it’s critical that you have a solid\ backup and recovery solution to secure your most important data.

Backups are the best defense against accidental or intentional data loss, ransomware, and data corruption. Third-party backup solutions boost native MS tools to add functionality that ensures you can create reliable backups, restore data faster and meet data retention requirements.

Microsoft 365 backups are an effective part of an organization’s business continuity and disaster recovery plan and can help you meet compliance and data security requirements like GDPR and HIPAA.

Backup Office 365 Data with Otava

OTAVA’s Office 365 backup, powered by Veeam gives you total access, control, and protection of your Office 365 data. With Office 365 backup, you can create a comprehensive backup plan that ensures your critical business data is backed up and protected. Contact us for more information on how you can back up your Office 365 data.

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