Cloud Apps Data Protection: How to Backup Office 365

Cloud Apps Data Protection: How to Backup Office 365

November 30

Office 365 has been a boon to business owners around the world. It gives employees the flexibility to work from anywhere and have access to data on all their devices.  It is the most common business productivity suite, with over 23 million users around the world. But when it comes to backup and recovery, it’s not bullet-proof. Many of its native backup and recovery capabilities have limitations, but they can be overcome with cloud backup software. Let’s take a look at some backup and recovery specifics for Office 365 and why you can use a cloud solution to backup Office 365.

hands exhibiting the cloud computing symbol

Backup Office 365 or Risk Losing Data

Cloud applications are extremely popular, given they have a great capacity to lower costs for business infrastrcuture. However, not all users are educated on the dangers of data loss for SaaS applications. Research has shown that one in three companies has lost data that was stored in the cloud. And as many as 64% of cloud data loss incidents are due to human error. This is because it’s easy for users to delete or overwrite data, when working collaboratively in the cloud.

Even though the cloud suite has built-in data protection capabilities, it is not safe from common data loss incidents that may happen in a business environment:

  • when a user deleted an Office 365 file by mistake and then closed the application;
  • a disgruntled employee purposely destroyed some information that was useful for the company;
  • someone has gained unauthorized access to company data and deleted Office 365 files.

How to Recover Deleted Office 365 Data

Office 365 retention policy is set to make sure that users can recover their items, but this will only be possible for a limited period of time:

  • deleted items will only be saved for 30 days. Administrators however can change this retention policy according to the specific account needs;
  • an item that was removed from the Deleted Items Folder will be saved in the Recoverable Items Folder;
  • Items in the Recoverable Items folder are saved by default for 14 days (this limit can be increased to 30 days by Office 365 administrators).

The Recoverable Items folder has its own size quota of 100GB. If the Recoverable Items folder is full, Office will delete your messages, starting with the oldest. So if the folder is full, unfortunately you may not be able to recover your data.

Exchange Online Mailbox Litigation Hold is a mode that will allow users to hold items indefinitely, but this is available only for enterprise Office 365 users. The policy needs to be set for each mailbox by an administrator using PowerShell.

Similar limitations exist for SharePoint Online and OneDrive for Office 365. These systems are very useful when sharing files, collaboration and file sync, but they are susceptible to errors and data is not saved ‘forever’, as many users might think. SharePoint Online stores deleted items for a period of only 93 days. One Drive will store files for 30 days, and has a set size for your Recycle Bin folder. If the folder is full, data starts to be removed, starting with the oldest files.

How to Backup Office 365 with StorageCraft Cloud Backup

For managed service providers who are entrusted with data protection needs of an organization, third party applications that backup cloud data are essential. StorageCraft Cloud Backup software can backup all types of Office 365 objects. You can backup Office 365 calendar, contacts and email and restore to the same Exchange Online account. Or you can backup SharePoint Online and OneDrive as separate items and restore if needed. Items can be restored to the same account or to a different account, in case employees leave a company and you still need their data.

The best thing about having a cloud backup for your cloud app data is that you can manage all accounts and all types of data from one single dashboard. It’s quick, easy and gives the peace of mind that cloud data is protected and can be recovered, for a solid business continuity strategy.

So why wait for a file to be accidentally deleted? Get your demo of StorageCraft Cloud Backup today!