Data Security: Microsoft 365 Backup

Moving to the cloud with Microsoft 365 brings incredible benefits – collaboration soars, accessibility improves, and infrastructure headaches lessen. People often think "My data is in the Microsoft cloud, so it's automatically safe, right?" Think about living in a secure apartment building — the landlord keeps the place safe, but you’re still responsible for locking your front door and protecting what’s inside.

Why Bother Backing Up Cloud Data?

If Microsoft handles the infrastructure, why is a dedicated backup strategy for your Microsoft 365 data so crucial? There are several reasons to highlight:

1. People make mistakes: Accidental deletions are common. A user might mistakenly delete a crucial file, folder, or even an entire SharePoint site.

2. Malicious Intent: Someone inside the company or a hacker could delete or encrypt your data on purpose.

3. Retention Gaps: Microsoft's standard retention policies and recycle bins have limitations. Data might be purged permanently before you realize it's needed.

4. Sync Errors & Corruption: A sync issue or glitch can lead to missing or broken files.

5. Ransomware Threats: Without a clean backup, recovery may not be possible.

Microsoft’s built-in tools like the Recycle Bin and Version History are useful for small mistakes, but they don’t cover long-term storage or large-scale loss. This is where Microsoft 365 Backup helps. It keeps a separate copy of your data, stored securely and ready to restore when needed.

Leveraging Microsoft 365 Backup: Tips and Best Practices

Microsoft 365 Backup is built into the Microsoft ecosystem and works with SharePoint, OneDrive, and Exchange. It’s pay-as-you-go, so planning what you protect and how you restore matters. To make the most of it, consider these tips:

• Decide what needs protecting: Don’t just back up everything. Start with your most used SharePoint sites, key mailboxes, and OneDrive accounts. You can always expand coverage later. This keeps things focused and avoids waste.

• Understand how recovery works: Microsoft 365 Backup offers frequent recovery points (every 10 minutes for recent data, then weekly). When restoring, especially SharePoint sites or OneDrive accounts, using the recommended "express restore points" generally yield the fastest recovery times.

• Choose how to restore:

  • Sites In-Place: This option is great for a full restore. Everything goes back to the same URL.

  • Sites To a New Location: Some use cases might relate to just a few specific items missing. Restoring to a new URL might be better if you need to compare data or recover specific items without overwriting the current live site.

  • Outlook: For Exchange, decide if you need to restore an entire mailbox or just specific deleted/modified items using search functionality.

• Understand the 1-Year Retention: Microsoft 365 Backup has a retention period of 1 year. It excels at operational recovery, not is not an archiving tool.

• Watch That Storage Use: You’re billed based on how much you’re backing up ($0.15/GB/month). Check your usage and make sure you’re only protecting what matters.

• Perform DR Exercises: A backup is only useful if it works. Do test restores now and then — full sites, single files, and email messages — so you know what to expect and can act quickly if something goes wrong. This verifies the process works, familiarizes your team with the tools, and helps confirm you can meet your Recovery Time Objectives.

• Stay Updated: Microsoft updates its services regularly. Check in on what’s new with Microsoft 365 Backup so you can make use of improvements.

While Microsoft 365 provides a secure and reliable platform, proactive data protection is a critical responsibility for every organization. Microsoft 365 Backup offers a powerful, integrated solution designed for fast, reliable recovery within your data's residency. With a smart plan, regular checks, and thoughtful recovery options, you can avoid data loss and stay in control — no matter what happens.

About Cadence Solutions

Jordan Uytterhagen founded Cadence Solutions starting on the client side of the table. His mandate has been to help organizations struggling with digital transformation implement projects without losing their trust and confidence. Our solutions include automation of human resources, finance, accounts payable, contract management, document capture, drawing and records management, as well as managed services. Cadence Solutions has proven, time and again, that our client's projects will be successful because we are authentic with unmatched experience.