Microsoft 365, often called M365 or previously Office 365, is a cloud-based suite of productivity tools that includes familiar apps like Outlook, Word, Excel, PowerPoint, Teams, SharePoint, and OneDrive. It’s become the backbone of modern business, enabling teams to collaborate in real-time, store documents in the cloud, and communicate from anywhere. But, you need a 365 backup strategy and solution.
Many organizations assume that, because Microsoft 365 is a SaaS service, their data is automatically safe and recoverable. However, this is a common misconception. Microsoft’s primary responsibility is to maintain the uptime and security of its infrastructure, not to provide comprehensive backups of customer data. While Microsoft does offer some basic data retention and recovery features, these are not designed to cover all scenarios, such as accidental deletion, malicious attacks, or compliance requirements.
Here’s why 365 backup is essential
- Accidental deletion: Users may accidentally delete emails, files, or entire folders. Once the retention period expires, these items are gone for good.
- Malicious insiders or external threats: Disgruntled employees or hackers can permanently delete critical data.
- Ransomware and malware: Cyber attacks can encrypt or corrupt your files, making recovery impossible without a separate backup.
- Legal and compliance requirements: Many industries require organizations to retain data for specific periods, which Microsoft’s native tools may not fully support.
- Limited retention: Microsoft 365 only retains deleted items for a limited time, after which they are irretrievable.
Without a dedicated 365 backup solution, your business could be left exposed to data loss, compliance violations, or costly downtime.
What solutions are available?
The growing importance of 365 backup has led to a surge in third-party solutions that offer comprehensive protection for Microsoft 365 data. These solutions typically provide automated backups, granular recovery options, and long-term retention to ensure your business can quickly bounce back from any data loss event.
This Wisconsin manufacturer needed to modernize its IT infrastructure to support rapid business growth.
Key features of leading solutions include:
- Automated, scheduled backups of emails, documents, Teams data, and more
- Flexible storage options, including on-premises, cloud, or hybrid
- Granular restore capabilities, allowing you to recover individual items or entire mailboxes
- Advanced search and eDiscovery tools for compliance
- Multi-tenant management for MSPs and large organizations
Let’s explore some of the leading options on the market.
Veeam Backup for 365
Veeam Backup for 365 is a trusted, on-premises solution that lets you to take full control of your Microsoft 365 data. With Veeam, you can back up Exchange Online, SharePoint Online, OneDrive for Business, and Teams data to your own infrastructure or to any cloud storage you choose. The platform offers flexible scheduling, granular recovery, powerful search, and advanced compliance features. Veeam’s reputation for reliability and ease of use makes it a top choice for businesses seeking complete control over their 365 backup strategy.
Veeam Data Cloud Backup for 365
If you’re looking to simplify management and leverage the scalability of the cloud, Veeam Data Cloud Backup for 365 provides a fully managed, cloud-native approach. This service eliminates the need for on-premises hardware, automatically backing up your Microsoft 365 data to Veeam’s secure cloud infrastructure. You get all the benefits of Veeam’s backup and recovery technology—granular restores, fast search, and compliance support—without the overhead of managing storage or backup servers.
Barracuda Cloud-to-Cloud
Barracuda Cloud-to-Cloud Backup is a comprehensive, cloud-based solution designed specifically for Microsoft 365 environments. Barracuda automatically protects Exchange Online, SharePoint, OneDrive, and Teams data, storing backups securely in the Barracuda Cloud. The platform features unlimited retention, fast point-in-time recovery, and a user-friendly interface for both IT administrators and end users. Barracuda’s focus on security, simplicity, and scalability makes it a popular option for organizations of all sizes.
Synology Active Backup for Microsoft 365
Synology’s Active Backup for Microsoft 365 offers a powerful, on-premises backup solution tailored for organizations that prefer to keep their data in-house. Running on Synology NAS devices, this solution provides automated, agentless backup for Exchange, OneDrive, SharePoint, and Teams. Synology’s intuitive management tools, flexible restore options, and cost-effective storage make it an excellent fit for businesses seeking a reliable, self-managed 365 backup platform.
Comparison: Microsoft 365 back up vs. Veeam Backup for Microsoft 365
With Veeam being the leader in this field, we’re going to use their solution to compare what you get versus what Microsoft 365 covers natively. Here’s a side-by-side comparison:
| Feature/Area | Microsoft 365 Native Backup | Veeam Backup for Microsoft 365 |
|---|---|---|
| Email retention | Limited (14-30 days for deleted items) | Customizable, long-term retention |
| OneDrive/SharePoint files | Versioning, recycle bin (limited time) | Granular, point-in-time restores |
| Teams data | Some retention, limited restore | Full backup and granular restore |
| Restore options | Item-level, limited | Item, folder, or full mailbox |
| Ransomware protection | No dedicated backup | Full backup, air-gapped storage |
| Compliance & eDiscovery | Basic tools | Advanced search, legal hold |
| Backup location | Microsoft’s cloud only | Any storage: on-prem, cloud, hybrid |
| Backup frequency | Not customizable | As often as every 5 minutes |
It’s clear that while Microsoft 365 offers some basic data retention, it doesn’t provide the comprehensive protection, flexibility, or control that a dedicated 365 backup solution like Veeam can.
Use Case
Backing up the balance sheets
Without a 365 backup solution, the firm faces several challenges:
- A staff member accidentally deletes an important client folder in OneDrive. After 30 days, the folder is permanently gone.
- A phishing attack compromises an employee’s mailbox, and critical emails are deleted before the breach is detected.
- During an audit, the firm is unable to recover emails from a previous fiscal year, putting them at risk of non-compliance.
After deploying Veeam Backup for Microsoft 365, the IT team can recover deleted files and emails months after deletion, restore entire mailboxes or specific items, and meet compliance requirements with customizable retention policies. They can quickly perform eDiscovery searches for audits and store backups securely in the cloud or on-premises. The peace of mind provided by Veeam’s 365 backup allows the team to focus on serving clients, knowing their data is protected and always recoverable.
Best practices for 365 backup
- Define your organization’s data retention and compliance needs before choosing a solution.
- Schedule frequent, automated backups to minimize data loss.
- Store backups in a secure, separate location—on-premises, in the cloud, or hybrid.
- Test your restore process regularly to ensure you can recover data quickly.
- Educate staff about the importance of backups and how to request restores.
Final thoughts
Microsoft 365 has revolutionized business productivity, but it’s not immune to data loss, cyber threats, or compliance risks. Relying solely on Microsoft’s native retention features leaves your organization exposed. Investing in a dedicated 365 backup solution – whether it’s Veeam, Barracuda or Synology – ensures your data is secure, recoverable, and compliant with regulations.
Whether you’re a small business or a large enterprise, prioritising 365 backup is one of the smartest moves you can make to protect your digital assets, maintain business continuity, and meet regulatory requirements. Don’t wait for a data loss disaster to highlight the gaps – take control of your Microsoft 365 backup strategy today.
