Are You Sure Your Microsoft 365 Data Is Backed Up Properly?

Ensuring Your Microsoft 365 Data Is Backed Up Properly

Answer a question for me – are you sure your Microsoft 365 data is backed up? All of it?

Your first thought is probably, “yes, of course, it is,” but we urge you to think twice.

Data Management In Microsoft 365

Given that Microsoft 365 is a cloud-based platform, many users assume that their data is automatically backed up to a secure off-site location. Is that really the case?

After all, Microsoft’s first priority when it comes to management is the Office 365 infrastructure, system uptime, and availability. While Office 365 is hosted in the cloud, the fact is that your data is not backed up unless a third-party backup is in place.

You may assume that because Microsoft 365 delivers 1TB of storage for each user, you must be fine. After all, that space doesn’t cover your email archiving or mailbox. Without having your IT team set one up, Microsoft 365 does not automatically have a backup in place for you.

The Limits Of Microsoft 365 Backup

  • Backup Services past 45 days only available on E3 and E5 licenses, which are $20 a month and $57.50 a month, respectively. All other versions are limited to the deleted items inbox.
  • No automated backups, once an email is deleted from an inbox, it is removed from the deleted items folder after 45 days and gone forever.
  • The only protection from accidental deletion would be as described above, but there is no protection from intentional deletion
  • Only restores from the deleted items folder if caught in time. After 45 days, all items in the deleted items folder will be permanently removed
  • Provides rudimentary limited backups for the following programs through versioning (limited to 500): SharePoint, and OneDrive

3 Reasons To Check Your Microsoft 365 Backup

Whether it’s the security and availability of your standard data or the way your email is being backed up, you need to make sure you have a viable backup solution in place.

Here are three reasons why:

Data Retention Contingencies

At the rate that technology evolves (and how quickly your standard operations and concerned policies are required to keep up with it), it’s no surprise that some businesses find it difficult to keep up. When policy development falls behind the pace of adopted technologies, it can often lead to gaps, which can affect data retention.


Data loss is often the result of poor digital security; without the right defenses, cybercriminals can easily infect an IT system with ransomware or other types of malware and compromise company data. You may have heard that the right antimalware solution will minimize the chance of data loss, but what about internal threats? It’s not fun to think about, but internal security threats (i.e., malicious employees) can cause just as much damage as external cybercriminals.

Maintaining Compliance

When it comes to modern compliance requirements, redundant data backups are critical. You’ll want to make sure you know what’s required of your industry’s compliance regulations, and make sure you have backup methods in place to meet those.

What Should You Do To Strengthen Microsoft 365 Data Backup?

The key is finding the right third-party backup solution to support your Microsoft 365 accounts. By adding data backup capabilities, you can make sure all your bases are covered. If you need expert assistance finding the right backup solution for your Microsoft 365 data, get in touch with Outsource IT Solutions Group today.

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