Does Office 365 Backup Your Data? Get Your Answers Here

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This is a very common question that looms in the mind of the users. Well, the answer to this question is that does Office 365 back up your data? As per Microsoft’s ‘Shared Responsibility model,’ businesses are equally responsible for any accidental deletion, data loss due to hacking, ransomware, or malicious insiders. Microsoft itself recommends its users use third-party software to back up their data.

Does this mean that Microsoft does not provide any kind of protection to the data of the users?

No, Microsoft is taking full responsibility for any loss of service caused by hardware failure, natural disaster, or any type of administrative error.

In addition to recovering lost data, several Microsoft services allow you to restore data for specific time periods.

  • Items deleted in SharePoint Online remain in the recycle bin and can be retrieved for up to 93 days before they are removed.
  • You can retrieve Individual emails from Exchange Online for up to 30 days.

However, if a ransomware assault infiltrates an employee’s Microsoft 365 data and the data gets encrypted, all of Microsoft’s redundant versions of the data will reflect this encryption.

Even if Microsoft does a full restoration of a library or mailbox, all data from the time of the breach to the present are erased. This can be useful in the case of a ransomware assault, but it cannot be used to restore individual files. You can avoid these kinds of losses by having a backup done for them.

Redundancy And Backups In Microsoft.

Microsoft has built redundancy and backups into all of its data centers and has its data copied in at least two different locations. These backups, however, are just for internal data center recovery.

This is done to ensure that Microsoft’s services remain operational in the event of hardware or software failure, but this data is not available to users for data restoration.

Microsoft essentially copies your data and stores it in various locations to ensure that it is still available to you if there is a problem with its system. However, if you accidentally delete anything, or if it is maliciously targeted and encrypted or destroyed, the same applies to all of your copied data.

It is also irreversible. As a result, Microsoft does not backup Microsoft 365 as you require.

Why Should You Backup Office 365 Data Locally?

  1. Data loss can occur as a result of a power outage or an internet outage caused by hardware or software failure. As a result, it is critical to keep a backup of the data in local storage.
  1. To save money on licenses, employers delete ex-employee data. When you delete an Office 365 account, you also delete all of the data associated with it.
  1. Office 365 allows you to recover deleted items, but the recovery tools have limited capabilities.
  1. If the data from the recoverable items folders is not recovered within 30 days of being deleted (soft deletion) or permanently deleted (hard deletion). The data cannot then be recovered.

What Are Some Of The Ways to Backup Office 365 Data?

  1. Using a professional tool to backup your Office 365 data.

The Office 365 Cloud Backup & Restore Tool allows you to backup all of your data from various Office 365 accounts, including emails, calendars, contacts, and documents.

It keeps all of the data’s meta characteristics and data integrity after backup.

The program has an intriguing feature called the ‘Date-Filter option,’ which allows you to download only the data that falls inside the selected time period.

You may also Love to Read: How to Export Office 365 User List?

Steps to Backup Office 365 Data Using the Reliable software:

Step 1. Download and activate the tool on your machine.

Step 2. After clicking on the Setup tab, choose the backup’s Source and Destination.

Step 3. Under the workload section, select the categories from Office 365 that you intend to backup.

Step 4. Insert your Office 365 login details and then press the Next button.

Step 5. Browse to the place where you want to store the PST files and then click Next.

Step 6. Add the users who need to be checked from the source account to backup Office 365 data locally.

Step 7. Hit Validate to confirm the accounts and then press OK.

Step 8. Next, from the ribbon bar, select the start backup button to initiate the backup process.

Step 9. If you wish to run the backup again, you may choose the Re-Run Backup option.

2. Manual way to backup the Office 365 data.

Follow these steps to create a manual backup of your Office 365 data:

  1. MS Outlook has been downloaded and installed on your computer.
  2. Go to File >> Add Account and sign in using your Office 365 credentials.
  3. The Outlook PST file that is automatically produced following Outlook synchronization is a backup file for Office 365 mailboxes.
  4. The default path for Outlook files is C:/users/username/Documents/Outlook/File.
  5. The PST file may be used as a backup file to keep things secure.
  6. Open the email, print it as a PDF, then save it to the chosen area on your desktop if you wish to save a backup as a PDF file.

Problems with the Manual Solution to Backup Office 365 Data

  1. Backups of Calendars, Notes, and Journals are not possible manually.
  2. Manual backup is time-consuming and laborious, requiring constant attention. Minor errors demand repeating the procedure, and may even result in the corruption of the Outlook data file.
  3. With this method, just one account mailbox may be backed up.

Wrapping Up

This article must have made it apparent that Office 365 does not provide its users with a backup solution. As a result, users are solely responsible for safeguarding their data. To save you time and effort, we’ve provided a link to an expert-recommended program for simply backing up your data.

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