office 365 backup

Microsoft offers its powerful cloud services as Office 365 and business professionals are using it widely. Then what is the need to know “Office 365 backup best practices”?

In a recent article, Microsoft stated that the frequency of cyber-attacks is increasing day by day.

Most of them were ransomware attacks. It is really difficult to retrieve your important data in such cases.

Everybody will prefer to spend some money on taking backup rather than spending money and time to recover lost data.

This is why an entire Microsoft Office 365 backup will be fruitful for cyber-attacks or other such difficult scenarios.

Why do We Need to Know Office 365 Backup Best Practices?

  1. Secure all important O365 applications

    Outlook for emails, OneDrive for heavy files in multiple formats.
    These are the most important applications of Microsoft for any majority of companies, backup of such applications is a must.

  2. Accidental deletion of data

    Sometimes users delete their crucial files by mistake and in such cases, a backup will act as a lifesaver for the business.

  3. Safety from data outages

    Although Microsoft promise to provide 99% uptime, if a backup can give them access to their data even in outages and disruptions, companies will be more than happy to spend money on backup.

  4. Complex manual method

    There are a lot of complexities in the manual method to save even a single required email. To avoid that, a backup will give you all time access to your important mails and let you save anyone without any complexities.

  5. Ransomware attacks

    To protect your data from ransomware attacks, phishing & other external security threats, backup plays an important role.

O365 Backup Best Practices – Head to Toe

Experts in this field stated that there are several practices to backup O365 data, here we are with the best ones among all of them.

Understand what you need to backup

From the entire Office 365 data files, we have to set our priorities. It’s not about having a backup of each and every file, that will only contribute to unnecessary data stored in your system.

For example:

You’ll find a lot of unused data that is not in current use but you may find it very important in long run. Also, data isn’t required in a long run but is important for a short period of time.

Here, you have to understand that backup will only be useful for data required for the long term, not for the short term

Security status

The objective of learning Office 365 backup best practices is always data security. So even after having a backup, never store your entire backed-up files on cloud servers.

Otherwise, there is no point in investing money for backup. Always keep your backup in a safe & protected manner to avoid data leakages and corruption.

Multiple copies of backed up data

Always keep in mind that if you’re going to take a backup then make multiple copies for many reasons.

One will be the original one, where the production of that data is taking place, say Cloud servers of Office 365.

One copy for the office’s internal network-attached storage (NAS), and the second one for local system or in any external drive. This way your data will be accessible in a lot of ways.

Best Practices for Office 365 Backup as Backing Up Data Cleverly

Every action has an equal and opposite reaction, we all studied this newton’s law back in school.

So we have to keep in mind what strategy we are going to implement for the successful backup operation.

Any wrong decision may directly hit on our data integrity. So a clever strategy helps in increasing the effectiveness of the backup operation.

Set up retention framework

Configure the retention policy settings in Office 365 which will allow you to automatically delete your unnecessary files at infrequent intervals according to your preference.

But by default, the deleted items will only be in your bin for 93 days.

Select a smart backup Tool

Now the thing to keep in mind is that How to backup Office365?

As we know Microsoft does not provide any on-point solution for our query, we have some other professional software.

You need to pay attention to a backup tool to learn Office 365 backup best practices

Only a few of them provide on-point accuracy with 100% data security. The selection of a perfect backup tool is a concern to focus on.

One such reliable tool is SysTools Office 365 Mailbox Backup Tool. If you are planning to opt for a backup tool, this one will satisfy your needs entirely.


In the above article, we discussed Office 365 backup best practices and all other important factors related to the same query.

If you want to take backup of your mailboxes, calendars, OneDrive, etc, The above-mentioned practices will make your experience pleasant.

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Anurag Sharma
Anurag Sharma

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