What are the best solutions to back up MS Office 365?

Backup is a critical component of managing an IT environment. Ensuring you have reliable access to restore data, files, and applications in the event of a business disaster or cyberattack is crucial. Microsoft 365 offers various backup options, from manual backups to implementing third-party solutions. Let’s explore these options!

Manually backing up M365

If you rely on Microsoft for backing up all your data, you might not be aware of its limitations. If you use multiple Office 365 services—such as email with Outlook, OneDrive for storage, and calendar and contacts—you won’t be able to recover all your data without a dedicated backup solution.

Microsoft 365 provides two backup options for Office 365. First, you can roll back OneDrive files to a previous version within 30 days. Second, you can restore deleted emails and files from a folder called “Recoverable items.”

You can also manually back up your data to add redundancy to your IT environment. For instance, you can export files to a Personal Storage Table (PST) using Outlook. However, this process can be resource-intensive and does not guarantee data integrity, as Microsoft does not take responsibility for the status of any backups.

Additionally, OneDrive’s recovery is held in the same environment as its production, which might make it less secure in the event of a security incident.

Using Axcient for data backups on Microsoft 365

Axcient’s x360Recover solution integrates with Atera and offers powerful backup capabilities. Microsoft 365 data, along with Google Workspace data, is automatically backed up. This solution covers a wide range of Microsoft 365 applications, including Exchange Mail, Calendar, Contacts, OneDrive, SharePoint, and Teams data, with unlimited storage and retention.

This data is stored separately from Microsoft’s production environment on the encrypted Axcient cloud. Fully compliant with a wide range of regulations including HIPAA, GDPR, and SOC 2, it takes less than 10 minutes to get up and running with Axcient. Added features include:

• Smart search: Axcient SmartSearch allows for granular recovery of specific files and data essential for business continuity. SmartSearch can scan 100 million objects in under 5 seconds, making it a powerful tool for restoring point-in-time or specific versions efficiently.
• AirGap technology: This feature separates backup requests from the backup process itself, preventing accidental or malicious data deletion. AirGap includes honeypots, two-factor authentication, and time gaps between deletion requests and execution.
• Chain-free backups: Data is stored in a cloud-native, virtualized state with no need for backward or forward chains, significantly reducing the risk of corruption, lost data, or data bloat. AutoVerify performs daily integrity tests to provide peace of mind and eliminate manual effort.

Relying on Acronis for Microsoft365 backup

Another option for Atera customers is Acronis Cyber Backup. This robust solution offers flexible storage options such as NAS, SAN, tapes, disks, the Acronis Cloud, or any private or public cloud backup deployment, complete with deduplication to avoid unnecessary storage costs. It supports backing up and restoring everything on Microsoft 365, from files and email attachments to access permissions.

Data is stored in a unified backup format, allowing you to recover to a different platform if needed, minimizing downtime. For example, you can restore your backup as a VM running directly from storage, bringing your environment back online quickly while the full data restoration occurs in the background. Notable features of Acronis include:

• Malware scanning: Acronis includes built-in malware scanning of full disk backups, ensuring that restored data is free from reinfection. It can also scan based on backup contents to avoid false positives from unique or custom applications.
• Data protection map: Automatic data classification tracks the compliance status of important data, allowing you to see if PII and other sensitive information are backed up. You can also set up alerts for any compliance-related issues.
• Maximize use of tape drives: Multiple clients can back up to the same tape drives simultaneously, and multi-streaming allows a single customer to back up to multiple tape drives, optimizing backup efficiency.

What questions should you ask about backup?

When evaluating backup solutions, ensure that the process is automated, providing frequent and reliable backups and verification while adhering to best practices for security and compliance.

Recovery is equally important. Consider how long it will take to recover, what guarantees are offered regarding accuracy and security, and whether search capabilities are available to restore essential services quickly. A user-friendly dashboard or admin panel can also help avoid a steep learning curve during stressful situations.

At Atera, we integrate with Axcient and Acronis for backup—two providers that meet these criteria and help you keep backups firmly on the “done” list.

Conclusion

Selecting the right backup solution for Microsoft 365 is crucial to safeguarding your data and ensuring business continuity. Whether you choose to manually back up your data or opt for robust third-party solutions like Axcient or Acronis, each option has unique advantages that can meet different needs. Axcient offers advanced features like SmartSearch and AirGap technology, while Acronis provides flexible storage options and comprehensive malware scanning.

By understanding the strengths and limitations of each backup approach, you can make an informed decision that best fits your organization’s requirements. Remember, the goal is not just to back up data but to ensure you can recover it quickly and effectively in case of any disruptions.

At Atera, we partner with leading providers like Axcient and Acronis to offer integrated backup solutions that provide peace of mind. With the right backup strategy in place, you can focus on what matters most—running your business smoothly and securely.