Backing Up Microsoft 365 Data

Many small businesses assume Microsoft 365 includes backup. It does not — not in the way most businesses need. Microsoft retains deleted email and files for a limited window, but that is not a substitute for a dedicated backup with point-in-time recovery.

Gaps in native Microsoft 365 retention:

- Deleted items are recoverable for a limited period, then permanently removed.

- Accidental deletion by a user or malicious actor can propagate before anyone notices.

- Ransomware can encrypt files synced to OneDrive or SharePoint, syncing the damage to the cloud.

- Retention policies and legal hold preserve data for compliance, but are not designed for simple file or mailbox recovery.

A dedicated Microsoft 365 backup should cover:

- Exchange Online mailboxes, including email, contacts, and calendar items.

- OneDrive accounts for all users.

- SharePoint sites and document libraries.

- Microsoft Teams chat, channels, and files.

Look for a solution that offers point-in-time recovery, granular restore (individual emails or files), and regular automated backups independent of Microsoft's native retention.