365 Backup Solution

A question we often hear is, ‘Will I really lose my data if I am using Office 365?’ Or How Office 365 backup data or Microsoft provide solution to backup office  365 mailbox items.

Office 365 is a software-as-a-service (SaaS) offered by Microsoft and it includes applications like SharePoint Online, Microsoft Teams, Exchange Online, Yammer and much more. Microsoft takes a really good care of user’s data, manages their O365 infrastructure and maintains uptime for its users. However, they cannot protect users or an admin from accidentally (or maliciously) deleting the key data from their environment. It means there is a fair chance that an organization may lose data in multiple scenarios.

What can cause data loss in Office 365?

Data loss in Office 365 can be caused due to the intentional or accidental deletion, user mistakes, improper closing an account, and integration errors. Besides, there are multiple other scenarios in which you can lose your data like:

  • If you rely on Recycle Bin for recovery
  • If you rely on Microsoft’s archiving tools for backup
  • If you forgot to protect all Office 365 data types
  • If you neglect to protect all Office 365 applications

What if the data accidentally gets deleted from Office 365 mailboxes?

When an item is accidentally deleted from an O365 mailbox, how often can it be recovered? The recovery of deleted items depends on the configuration that is controlled by the IT Administrator.

  • Deleted Items folder: The first place to search for a deleted item, like an email, calendar, contact or task, is the Deleted Items folder. It is the location where deleted items go for 30 days by default or until the retention policy queues them for permanent deletion. If users delete an item from here or empty this folder then, the data is immediately moved to another hidden folder.
  • Recoverable Items folder: This is the final holding place before the data items are permanently purged. The default data storing the period of this folder is 14 days and it can be increased up to a maximum 30 days.

Office 365 Data Protection is a Shared Responsibility

As we have discussed before that Microsoft works on the SaaS model and according to this, Microsoft is accountable for maintaining and managing the service configuration plus data. This shared responsibility model states that the subscriber (and not Microsoft) is finally responsible to protect the data. 

If users break this model further into security, supporting technology, and regulatory roles then, the distinction becomes evident. Before discussing how to backup Office 365 data, let’s check Office 365 retention policy.

O365 Retention Policies: Not a Complete Data Protection

When it comes to protecting data, Microsoft’s responsibility is to ensure the service is available always. The company attains the high-availability via copying the live data on the platform to various hosts situated in multiple data centers across the world. This availability of database means the data is available always, however, availability is not the backup.

Microsoft offers services like recycle bins and retention policies yet, these are not an actual backup solution. It is so because the data management and protection provided by Office 365 is very limited and there is no any comprehensive restore feature.

How Office 365 Backup and Restore Tool Fills the Retention Policy Gap?

The SysTools Office 365 Mailbox Backup and Restore software is an eminent way to keep your Office 365 data safe and secure. It comprises multiple features that can enhance your productivity with O365 and ensures no data loss. With the help of this tool, users can download emails from their Exchange Online mailboxes to PST file. In order to do this, the software allows to Schedule Automatic Office 365 backup using multiple in-built schedulers on the local machine. This feature of the tool, prevent users from accidental data loss conditions as it downloads data frequently from O365 mailboxes and then, users do not need to rely on Office 365 retention policies. One can opt any backup schedule as per requirements:

Full backup: It is a complete copy of your entire Office 365 data set and it provides the best protection

Incremental backup: This option will download only the modified data since the last backup. This can be done on the following basis:

  • Daily Backup: Selecting this option will create a backup every day, seven days a week
  • Weekly Backup: This option lets users select which day of the week to create a backup
  • Monthly Backup: On this schedule, one can choose any day of the month

One Time Backup: This option will launch a single backup session (one time only) on a particular date the user has been selected

Apart from all this, the software allows creating a backup of entire Office 365 data items like emails, contacts, calendar, and documents. If someone wants to create a backup of OneDrive documents (like .jpg, .pdf, .jpg, .doc, .txt, .docx etc.) then, this also can be done with this advanced software. So, now we can conclude with the fact that the software includes all the features that can overcome Office 365 retention policy gaps and all the handy features of this tool make it a complete Office 365 Backup Solution.

Final Thoughts

In this article, we have focused on a major concern of several users i.e., how to backup Office 365 data. Here, we have disclosed the reasons why Office 365 recycle bins and retention policies does not provide complete data protection. Besides, we also have described a simple and efficient solution to overcome all the issues related to Office 365 backup.


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