Most Common 7 Reasons to Office 365 Backup Mailbox Data

Businesses must ensure their security of them from losing their Office 365 backup. Here are seven methods of Office 365 backup that can help safeguard your information.

Microsoft takes responsibility for your data to a certain extent and, in turn, provides the best service to customers. But, Microsoft focuses mainly on managing and maintaining the Office 365 infrastructure service and accessibility, rather than regaining your data in the event that it is lost. For instance, Microsoft offers geo-redundancy, which safeguards against hardware or site failure.

It is commonly believed that Microsoft backups your data, however, Microsoft keeps backups for a set amount of time. Therefore, if your backups are lost due to accidental deletion or in the case of hidden viruses, you’ll not be able to access them, and you will need to deal with the consequences. Therefore, you require any Office 365 backup solution.

Most Common 7 Reasons to Office 365 Backup Mailbox Data
Most Common 7 Reasons to Office 365 Backup Mailbox Data

In the end, safeguarding all of the information in your Exchange Online, SharePoint Online, OneDrive for Business, and Microsoft Teams data is essential. SharePoint lets you retrieve files for 93 days within the past plus 14 days. But, OneDrive or Exchange Online will only allow the recovery of files for up 30 days. The files stored are stored on Microsoft Teams using the native capabilities of OneDrive and SharePoint Online, based on the location where your company keeps your files.


These retention policies can be beneficial if you notice that the file is not there immediately however if you’ve got an undiscovered virus that is activated when the retention policy expires it could result in the loss of that file. Certain types of files are at higher danger due to this retention policy, such as sales figures which are only regularly updated and stock take reports that are updated intermittently, as well as archived projects files.

We’ve also outlined the risk of not backing up all of your Office 365 data and how backing up your Microsoft 365 data fills the need for long-term storage and data security.

It is crucial to have Microsoft Office 365 backup

Microsoft 365 is essential for enterprises. It’s a reliable and dependable Software as a Service (SaaS) with the availability of applications and uptime to ensure that users are functioning. However, it isn’t able to defend you from other security risks. It’s possible to think that recycling your trash can be a saving grace, but the average time between the time of compromise to detection is more than 140 days. Most likely, you will not notice that something’s missing till it’s way too late. Here are seven dangers that Office 365 backups can prevent.



1. Accidental Deletion

If you decide to delete the account, Microsoft replicates this across the network and erases the user’s OneDrive for Business account and mailbox. The native recycling bins or Office 365 file retention only safeguard your data to a certain extent if the retention time expires or if there is the possibility of a geo-redundancy catastrophe. If an item is soft or has a permanent deletion, you can get it back. However, a hard delete occurs the case when Microsoft labels an item as deletion from a mailbox database, and it is not recoverable. A backup to Office 365 can protect you from all kinds of deletion.


2. The gaps in retention policies and confusion

In today’s fast-paced, digital age business retention policies are always evolving, and keeping track of them can be difficult. Office 365 offers limited retention and backup policy that only covers the event of a loss. It’s not ideal for an all-inclusive backup solution. In addition, Microsoft does not offer the option of point-in-time restoration for mailbox items. They offer only the option of rolling back point-in-time backup in the event of a catastrophe.

But, with the Office 365 backup solution, there aren’t any retention policy gaps or limitations to restoration. Benefit from both long and short-term backups, as well as granular or point-in-time restoration, making recovering data fast, simple and secure.



3. Internal Security Risks

Businesses are dealing with increasing security threats coming from employees within their own company, whether intentionally or inadvertently. Access to data and contacts is frequently changing and it’s difficult to keep on top of these changes. Microsoft isn’t aware of the difference between an ordinary user and an employee who is terminated and attempting to erase important company information prior to their departure. A worker tries to delete an embarrassing email or file prior to when it’s deemed legal, compliance, or HR. In addition, employees may not know and download malware-infected files, or release passwords and usernames.

The Office 365 backup solution can keep these problems from affecting your company.



4. External Security Risks

Ransomware, viruses, and malware cause irreparable harm to a company’s reputation and security of data and privacy. External threats can be sneaky in attachments and emails and are difficult to detect. You can’t depend on just education to rely on your users and Exchange Online’s backup and recovery function is insufficient to handle the threat of a serious attack.

Regular backups provide an uninfected, separate duplicate of the data which can be recovered quickly should you suffer from an external security breach.


5. Compliance Requirements and Legal Compliance Requirements

Compliance and legal requirements differ across countries and industries However, penalties, fines along with legal disputes are issues that all businesses must deal with. If you’re ever expected to recover files, emails, or information to deal with legal proceedings, you’ll have a method of retrieving the information. Microsoft does come with security measures like retention and litigation hold however, they aren’t solid backup options.


Office 365 can help you retrieve deleted emails or documents so that you can fulfill the legal requirements.


6. Controlling Hybrid Email deployments and Moving to Office 365

If an organization decides to choose to use Office 365, they need an initial transition time to transition from existing on-premises Exchange to Office 365 Exchange Online. Some still keep only a tiny portion of their existing system to ensure flexibility and control. However, the hybrid email deployments can pose other management issues.

The Office 365 backup solution can manage hybrid deployments of emails by treating exchange data in the same way. In turn, this renders the location of origin irrelevant. You can also decide where you want to store your data, such as on-premises, in the cloud using AWS S3 as well as Azure Blob, or through a Managed Service Provider.



7. Team Data Structure

Microsoft Teams has gained rapid growth and popularity during the work-from-home era. The system combines SharePoint Online and OneDrive for Business to enable real-time communications and collaboration. It is important to safeguard these documents, however, the settings, as well as configurations and memberships, require protection and recovery.

Additionally, you can establish multiple teams to work on projects. After a project is finished it is possible that someone deletes the chat or does not apply retention. In the end, this means that important documents are no longer available. But, you may need the documents for long-term legal or compliance reasons.

Backups can be useful in situations that are short-term for example, if an employee comment on something that isn’t appropriate and then deletes it later, chats can be recovered for HR to examine.


The Office 365 backup solution can safeguard your settings, data, and interconnections.

When do such risky situations occur?

Now you know the dangers of what might occur if you don’t back up the data in your Office 365 data, but how likely is it that this happening? 1,579 IT professionals completed the survey of customers (Sept 2021). 37% of them encountered user error or accidentally deleted files, 18% reported they faced security threats and 19% have experienced gaps in retention policies.


Professional Solution:

The Regain Office 365 Backup tool helps users to save backups of their Office 365 account in various formats for emails, such as PST, EML, EMLX, MBOX, and MSG file formats. It maintains the integrity and the hierarchy of data in email.



Related Post: