Do I Need to Backup Microsoft 365 Data?

Do you think that Microsoft backs up your data in Microsoft 365? Do you think that, since Microsoft 365 is in the cloud, you don’t need to worry about data backups? If so, you’re not alone, as many others are under the same impression. Turns out, that’s not true.

One of the most common Microsoft 365 backup mistakes is assuming there is no need to implement any type of data protection. There’s a misconception among many that Microsoft 365 doesn’t require backup because it runs in the cloud. The confusion arises from the fact that Microsoft 365 is a Software-as-a-Service (SaaS) application. However, high availability does not equal data protection. Yes, cloud storage offers some repetition compared to saving files on a local hard drive, but using the cloud doesn’t mean backup is a given.

To function properly, your business relies on an infrastructure of data, systems, and applications. What is going to happen if you suddenly lose access to one or all of these? For many businesses, losing access to one of these could have a domino effect of profit loss, compliance issues, reputational damage, and a loss of customers. Yet, we can’t predict disasters.

If a disaster does happen, you could face a crisis that will have a negative impact on your productivity. On the other hand, a disaster could lead to the end of your business, depending upon the level of protection you have implemented and the availability of recovered data.

Do I Really Need to Back Up My Microsoft 365 Data?

Microsoft 365 offers basic protection that can handle some risks that could damage your data, but there are many things Microsoft 365 doesn’t protect you from, and there are after-effects of some of Microsoft’s protection features. Even if you think you are protected, the restore process might be painstaking and require you to spend a significant amount of time trying to fix the problem if you don’t have a third-party backup solution. So, yes, you really need to back your Microsoft 365 data.

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Microsoft’s terms of service state that Microsoft is not responsible for backing up your data.

We strive to keep the Services up and running; however, all online services suffer occasional disruptions and outages, and Microsoft is not liable for any disruption or loss you may suffer as a result. In the event of an outage, you may not be able to retrieve Your Content or Data that you’ve stored. We recommend that you regularly back up Your Content and Data that you store on the Services or store using Third-Party Apps and Services.

Microsoft cannot restore your data for you if someone makes a mistake, falls victim to a phishing scam, trusts a suspicious third-party application, or your data is corrupted in any way. A third-party backup solution for Microsoft 365 enables your business to perform a data restoration quickly, without requiring any specialized knowledge. A third-party backup solution can serve as your business’s insurance policy for the data that you need to run your business, as key data and applications can be brought back to life.

What Happens if I Accidentally Delete Something in Microsoft 365?

It’s good to know what you are responsible for when it comes to your Microsoft 365 data. As a cloud provider, Microsoft’s main goal when it comes to data protection is to ensure that your data is always available. However, they are not a backup provider. One question we are asked often is what happens when someone accidentally deletes something in Microsoft 365. Accidentally deleted or lost items are available for recovery for periods of time, but it depends on your subscription and service.

  • Microsoft Exchange Online retains deleted mailboxes for 30 days and individual items for 14 days, and for individual items, this can be increased by administrators to 30 days.
  • Microsoft SharePoint Online libraries have the protection of a Recycle Bin, so documents that have been deleted can be recovered. However, these documents will be retained for 93 days which may not be enough for everyone. If someone deletes a document from the Recycle Bin, the file can be recoverable within a 93-day period by an administrator.
  • Microsoft SharePoint Online is only backed up every 12 hours, with only a 14-day retention period. Users should not rely on the Recycle Bins because there are no true backups. Once your data is gone, it’s gone.

What Are the Risks of Not Having a Microsoft 365 Backup?

There are many threats to Microsoft 365 that every business must consider. Last year, Microsoft users experienced an Azure Active Directory outage that took down key online services, including Microsoft Teams, Microsoft Exchange, and SharePoint Online. Azure Active Directory (AAD), the directory behind Microsoft 365, had problems logging people in. Another incident involves Multi-Factor Authentication (MFA) not being available, which is Microsoft’s strongest security recommendation when it comes to protecting the identities of users.

If Multi-Factor Authentication has been enforced for your users and administrators and it becomes unavailable, no one will be able to log in. There have also been outages due to expired certificates, DNS issues have also impacted multiple Microsoft services, and there is always the chance that your network connection could fail and prevent your users and administrators from accessing Microsoft 365.

Protect Your Business with a Microsoft 365 Backup from Teamspring

At Teamspring, we ensure our clients’ Microsoft 365 data is protected and backed up at all times. With our backup solutions, Microsoft 365 will be easier, protected from bad actors and disgruntled employees, and will bring significant cost savings. Our backup solutions will ensure your emails, files, folders, users, sites, etc. are always protected and that you will have the data protection guarantee not offered by Microsoft.

Only a well-established approach, based on a sound strategy for Microsoft 365 data backup, with the right tools, will ensure that your business will have control when disaster strikes. Don’t wait for bad things to happen. Back up your Microsoft 365 data now. Contact Teamspring today to schedule a consultation.

Thanks to our colleagues at Velocity IT in Dallas for their help with this video.