How to Backup Microsoft Office 365 Data: Best Practices Elucidated

Office 365 Backup Best Practices – Step By Step Explanation

Office 365 Backup Best Practices – Step By Step Explanation

Office 365 is a cloud-based web application that operates using Microsoft datacenters. The aim of Microsoft is seamless operations continuity, provision of ample space in the cloud storage, and uninterrupted flow of activity. Nevertheless, Microsoft does not provide backup of data even if the customer subscribes to higher plans.

Microsoft ensures to be responsible for data availability and protect the infrastructure of its data centers. It does not claim to recover the lost data but recommends taking regular backup of data.  The native recovery feature in Microsoft is limited in nature.

Some of the Microsoft applications that should be protected are given below:

            ·         The emails used in the Outlook Online/Exchange Online, email accounts, calendar and scheduler should be protected

           ·         The data stored in the One Drive should be backed up. There can be chances of server downtime, so, in order to prevent the uncertain risks, it becomes important o backup the cloud storage

         ·        SharePoint is a collaboration and data management platform. SharePoint lists and libraries can be backed up if they are being used

Backup Microsoft Office 365 Data Regularly

Microsoft emphasizes on backup of data on regular intervals so as to prevent it from abrupt loss of data. Depending upon the data being uploaded or saved on the cloud storage, the user should take the backup once a day or on weekly basis.

Go for 3-2-1 Backup Rule

The 3-2-1 Backup Rule stresses upon backup of data into three at least three copies. One location could be on the production server and the rest two on offsite backup storage locations. 

Configure Retention Settings As the Best Practices for Office 365 Backup

Retention settings allow retaining the data before it gets deleted permanently without any possibility to recover it. Office 365 provides a retention policy of keeping the deleted items in the recycle bin at least for 93 days. However, there is a possibility of data deletion from the recycle bin if the storage quota gets exceeded. Due to the limitation of such native functionalities, it becomes better to use the backup software for security and safety.

Office 365 Backup Best Practices to Enable Versioning

Versioning allows storing multiple versions of SharePoint documents and files that have been deleted. This native feature of Microsoft helps to recover the data that had been corrupted or if some unwanted changes were made. Such recovery of files requires additional storage space to keep multiple versions. So, versioning requires extra space in absence of which the native feature cannot work.

Backup Security to Perform Office 365 Backup Best Practices         

Microsoft emphasizes the security of data backup. It says that the backup should not be stored on cloud storage which is One Drive. As it is prone to data leak and data corruption. The well-protected storage location should be preferred with data encryption.


Best Solution to Support Granular Recovery: For Office 365 Backup Best Practices

Office 365 Backup & Restore Tool helps to protect sensitive data like emails, contacts, and calendars from the external threats by saving them in an offline environment.

The following are the steps to backup Office 365 data using Automated Solution as Best Practice for Office 365 backup:

1. Install and launch the above tool.

2. Activate your tool if not activated with the steps mentioned in the tool itself.

3. In the opened window, under the ‘Set up’ tab you can choose ‘Source’ and ‘Destination’ for backup.

backup Office 365

4. Select ‘Office 365’ as a source platform and ‘Outlook’ as a destination platform. By doing so, the emails are backed in PST format.

5. Under the workload section, select the categories which you want to backup. Then, click on ‘Next’ button.

6. Select the Date Range Filter corresponding to the categories. Then, click on the ‘Next’ button.

Office 365 backup best practices.

7. Enter the source admin credentials like Admin Email and Application ID. Then, click on ‘Next’ button in order to perform Office 365 backup best practices.

Click on ‘Validate’ to grant the accessibility permissions. Then, click on ‘Next’ button.

office 365 backup software

After validating, the permissions would be granted to the user.

8. Browse for the backup storage location, specify the file size (in GB) for taking backup and then click on ‘Next’ button.

office 365 backup software

Validate and then click on ‘Next’ button.

9. Now, you can add users from the source account that needs to be processed using the following:

1. Fetch Users: The users will be fetched from the source domain.

2. Import Users: This will import users using CSV.

3. Download Template: This will provide a sample to create a CSV file.

10. The list of users would be displayed on the screen. Click on ‘Validate’ to authorize selected user account in order to perform Office 365 backup best practices.

Once the users are validated then click on ‘OK’ button.

11. Once, the validation has been done then click on ‘Start Backup’ process.

office 365 backup

The software would display the license and provide the details. Click on ‘Start’ to finally start the backup process.

12. The backup status can be viewed into list view and tile view.

13. The successful backup status would be shown on the screen.

14. After successful backup, you can download the report like summary report and detailed report.

This utility offers multiple types of Re-Run The backup facility, in order to provide the efficient and secure backup solution as well as being the best practices for Office 365 backup:

  • Retry Failed Items: To backup which didn’t back up
  • Re-Run Full Backup: To perform the complete backup process
  • Delta Backup: To back up the newly arrived data without redundancy


Concluding Word

In the above blog, a brief on Microsoft Office 365 and several recommendations have been made by Microsoft to assure best practices for backup.

The native feature of Microsoft office 365 backup has certain limitations. To rule out the limitations, the best method is by using the ‘Office 365 Backup & Restore’ tool which gives fruitful results with the summary and detailed report.

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