Microsoft 365 backup: how to protect your company's data

Many businesses believe their data is 100% safe simply because it is stored in the cloud with Microsoft. The reality is different. In this guide we take a closer look at why a Microsoft 365 backup is one of the most important investments your business can make.

Why is a Microsoft 365 backup necessary?

Microsoft operates under a "Shared Responsibility Model". Its primary responsibility is to keep its infrastructure and cloud services up and running. It protects against hardware failure and physical outages, but not necessarily against your own mistakes.

If an employee accidentally deletes critical files in SharePoint, or a ransomware attacker encrypts your entire OneDrive, Microsoft's limited recycle-bin features decide whether the data can be saved – and they are often inadequate.

The risk of not having a backup

Relying solely on Microsoft's built-in tools carries significant risks of Microsoft 365 data loss:

• Human error: Accidentally deleted folders or files are a classic cause of data loss.
• Malicious deletion: A disgruntled employee or a compromised user account can delete data before the IT department has time to react.
• Ransomware: Modern attacks encrypt both your local files and the files synchronised to the cloud, making rapid data recovery impossible without an external backup.

How to get started with professional backup

1. Identify critical data: Get an overview of your most important documents in SharePoint and OneDrive.
2. Choose a professional solution: We recommend an independent backup solution that stores your data outside Microsoft's own servers.
3. Automate: Set up automated daily runs so you never have to think about manual backup processes.

Benefits of an external backup solution

A professional backup solution gives you full control over the security of your Microsoft 365 environment. The benefits include:

• Fast restore: Recover files or entire mailboxes in minutes.
• Compliance: Meet GDPR requirements by being able to document and restore personal data on request.
• Independence: With data stored outside Microsoft's platform, you are protected against global service disruptions at Microsoft.