Truths and myths about Office 365 backup

Microsoft Office 365 backup

Office 365 backup is an application that allows you to carry out an incremental or full backup of your folders and mailboxes. Microsoft hosts the office 365 backup infrastructure, but it does not consist of stringent data protection and recovery policy. Not many users understand the concept behind Office 365 backup. As much as you need to store crucial information, Microsoft Office 365 backup stores exchange online mailboxes and data in the folders for easy recovery on demand. Microsoft offers the platform for secure apps and licenses, but it will not be liable in case of data loss or corruption. Office 365 backup is a cloud storage feature with insufficient data protection from Microsoft.

Most organizations have several managerial policies that govern data backup, protection, and disaster recovery. Thus, Office 365 is from Microsoft that only aids in the full or incremental backup of email communications and fast recovery in case of unforeseen events such as corrupt files and data loss.


As a business owner, you are accountable for your data. Hence, you must put strict data protection policies in place to prevent external attacks. Using Office 365 can only assist in storing critical mailbox information, and Microsoft will assist in data recovery in the event of damage or hardware/software malfunction.

  • Recycle bin data retention is 93 days

When you delete emails and documents, Office 365 application stores the files for a maximum of 93 days on its backup facility, thus, when you accidentally delete a file, you have to retrieve it within the set timeline.

Sometimes, you can empty the recycle bin by mistake with crucial data that might need retrieval later. In such a case, recovery becomes challenging since Microsoft stores the information in another recycle bin location known as a Site Collection. Here, you have to contact your company administrator to help you with a disaster recovery approach.

  • Microsoft assists in restoring permanently deleted files

What happens if you permanently delete sensitive emails or files from your Office 365 app? Microsoft has a disaster recovery team that will help you retrieve the lost data. You have to immediately contact Microsoft support and request data-restore since the information is available temporarily on the systems.

  • Use third-party data backup for Office 365

Since Microsoft does not offer backup services, it advises users to seek backup solutions from third-party vendors to secure data on the Office 365 application. Ensure that you take necessary precautions to protect sensitive information, such as corporate emails, company policies, and client data, from unwarranted risks and to grow your business.


Below are some of the myths about Office 365 backup:

  • Microsoft offers full data protection

Most users believe that Office 365 backup secures data 100%, and you do not need data backup services. Microsoft only offers partial backup and retrieval abilities, but it is not efficient for large organizations with massive data. It is solely liable for hardware or software malfunctions and power interruptions. With these challenges, you can restore lost data effectively. But when it comes to online attacks such as malware, careless handling of data, and other risks, you must incorporate third-party data protection for data security.

  • Archiving translates to data availability

Office 365 backup allows you to store many files due to its unlimited capacity; it does not guarantee data availability per se. You will have backups of your files, but how efficient will it be during the disaster recovery process? Retrieving lost data needs speed, and with Office 365 archives, you will need more time to go through thousands of files and mailboxes to restore crucial information after damage.

  • Office 365 backup operates only in the cloud

Office 365 is an app that users can install on computer systems. Hence, it is possible to use it offline, depending on your business needs. The application will automatically back up your data once you have Internet access. Furthermore, you can access your information on the cloud at any time and place as long as you have a stable Internet connection.

About the Author: Mithilesh Chaubey

Mithilesh is a part time blogger from Noida. He loves to write on various topics of technology, Gadgets, Health & sports.

You May Also Like