How Can I Backup Microsoft 365 Data?

Created by On December 15, 2022 |  Last Updated On January 9, 2024

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Data is everything! Whether you’re a business professional relying on Microsoft 365 for work or an individual using it for personal tasks, your data is invaluable.

How Can I Backup Microsoft 365 Data

However, despite Microsoft’s robust services, data loss can still happen for various reasons, such as accidental deletions, cyber threats, or account issues.

This comprehensive guide provides Microsoft 365 users the knowledge to secure their data through various backup solutions. We will explore M365 Backup, native Microsoft 365 backup features and third-party applications, and all the dependable and efficient backup options to safeguard your valuable data.

Why Do You Need to Backup Microsoft 365 Data?

Backing up Microsoft 365 data is vital due to shared responsibility for data protection alongside Microsoft. It disperses the myth of cloud immunity to data loss, safeguarding against accidental deletion, complex retention policies, regulatory compliance issues, and costly downtime.

Microsoft’s commitment to a backup solution prioritises data security. Regular backups and a simple cybersecurity routine ensure the resilience of your data.

Understanding Your Backup Needs:

Before diving into backup solutions, it’s crucial to assess your specific needs:

  • Personal vs. Business Needs: Decide if you need to back up only personal data or business-critical information. Requirements will differ based on your particular setting.
  • Types of M365 Data: Know the different data types within MS365, namely Exchange (email), OneDrive (files), SharePoint (collaboration) and Teams (chat). Each holds its unique value.
  • Factors to Consider: When choosing a backup solution, you should consider factors like budget, frequency of backups, retention period, and recovery options. Ensure that your choices align with your requirements and the available resources.

Exploring Backup Options for M365 Backup:

Now, let’s explore the available options for backup up Microsoft 365 data:

  1. Microsoft 365 Backup: Microsoft 365 Backup is currently in a preview phase (Dec/2023). The paid public preview started in November 2023, reaching General Availability in Q1 2024. You can benefit from Microsoft 365 Backup by adopting a partner’s application built on top of Microsoft 365 Backup Storage. Partners dedicated to bringing the advantages of Microsoft 365 Backup Storage to customers include AvePoint, Cohesity, Commvault, Rubrik, Veeam, and Veritas.
  2. Microsoft’s Built-in Tools: Microsoft offers native retention policies and legal hold features. However, these have limitations, and they might only cover some of your backup needs.
  3. Third-party Backup Solutions: Dedicated backup tools provide greater granularity, flexibility, extended retention, and advanced recovery options. However, for a comprehensive guide and solutions tailored to your Microsoft 365 backup needs, we recommend visiting our main page on How to Backup Microsoft 365 Exchange email, SharePoint, and OneDrive.
  4. Local Storage Options: You can also consider backing up data to physical drives or external storage devices. Ensure you follow secure storage practices and implement data encryption for added security.

Implementing Your Backup Strategy:

Having understood the importance of protecting your data in M365 and looked at available backup options, we can now move to practice our strategy plan.

Below is a comprehensive, step-by-step guide designed to assist you in establishing a resilient backup plan tailored to your precise requirements:

  1. Select Your Backup Solution: Select the suitable backup tool/method that suits you and is pocket-friendly.
  2. Configuration: Configure the selected tool to back up your Microsoft 365 data. We recommend using screenshots or video tutorials for easy setup.
  3. Optimisation: Fine-tune your backup schedule and data retention policies to maximise efficiency while meeting your recovery needs.

Testing and Verifying Backups:

It is crucial to ensure that your data recovery plan can restore your data efficiently whenever required. Subjecting your backups to regular and accurate verification means a lot, as it seeks to ensure that what you have stored in them has no glitches.

Below are the recommended actions:

  1. Testing Backups: Regularly test your backups to verify their functionality and recoverability to identify issues before an actual data loss event.
  2. Perform Test Restores: Walk through the process of performing test restores to verify the integrity of your backed-up data.
  3. Regular Testing: Make testing and updating your backup strategy a routine practice to stay prepared.


Protecting your Microsoft 365 data is essential in today’s digital landscape. By understanding your backup needs, exploring backup options, implementing your strategy, and regularly testing your backups, you can safeguard your valuable information from potential loss.

Don’t wait for a data disaster to strike. Take action now and protect your data with a reliable backup plan.

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