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Summary: Microsoft Office 365’s popularity highlights its role in enhancing productivity and collaboration. However, the risk of data loss in cloud-based services necessitates a robust backup and recovery policy. This article delves into reasons, policies, and tools for safeguarding Office 365 data, emphasizing the need for proactive measures.

Undoubtedly, Microsoft Office 365 stands as a preeminent productivity suite in today’s landscape. Countless companies harness its capabilities to elevate collaboration, enhance efficiency, and maintain seamless connectivity. Nonetheless, akin to all cloud-based services, the specter of data loss looms ever-present.

Hence, the significance of a sturdy backup and recovery strategy cannot be overstated. It’s evident that Microsoft Office 365’s backup and recovery policies are currently a focal point. In this context, we will delve into Microsoft O365’s backup and recovery policies, addressing pertinent queries and delivering valuable insights. Additionally, we will furnish practical tips for crafting an efficient backup and recovery blueprint tailored to your business needs. Let’s embark on this journey!

Reasons Why There Should Be a Backup & Recovery Policy

There are compelling reasons why businesses prioritize this topic. Firstly, the exponential surge in cloud-stored data heightens the stakes, magnifying the consequences of any mishaps.

Secondly, an unnoticed expiration of your Office 365 plan leads to the loss of access to all your crucial data, incurring substantial costs and significant time investments for recovery.

Thirdly, recent outages in widely-used cloud-based services prompt businesses to reevaluate their backup and recovery strategies, emphasizing their need for robust solutions.

Lastly, the imminent GDPR deadline necessitates compliance assurance, entailing the establishment of a comprehensive plan for data backup and recovery.

Hence, if you contemplate implementing or enhancing your Microsoft O365 backup and recovery policy, the time for action is now.

Microsoft Office 365 Backup & Recovery Policy

This document delineates Microsoft Office 365’s backup and recovery policy, a policy that extends its coverage to all Office 365 users, encompassing those who have opted for third-party backup solutions. Its core purpose is to furnish customers with comprehensive guidance on data protection measures and available avenues for restoring lost or deleted data.

What Can You Backup?

Office 365 offers customers a multi-tiered data protection approach. The initial layer is inherent to the service, purpose-built for universal accessibility and robust resistance to hardware failures. In instances of service disruptions, Microsoft’s expansive network of global data centers guarantees continuous customer data accessibility. The second layer of defense arises from customer-owned backup solutions, facilitating the creation of data duplicates stored beyond the confines of Office 365.

  • Email and Calendar Data – Email and calendar data in Office 365 is protected by both the service itself and customer-owned backup solutions. By default, email messages and calendar items are stored in three copies across two different storage subsystems in each data center. This configuration provides protection against hardware failures, software bugs, and other types of outages.
  • SharePoint Online Data – SharePoint Online (Office 365) is a cloud-based service that helps firms to share and manage files, documents, and information. SharePoint Online is designed to be available and resistant to hardware failures. Customers’ data is accessible even if a Microsoft data center fails.
  • OneDrive for Business Data – OneDrive for Business gets affected in case of availability and hardware failures. Data center networks around the world ensure the availability of customer data during an outage. Additionally, Office 365 offers self-service features of data recovery & message tracking in Office 365 that fixes mail delivery issues in one go.
How Often Can You Expect data Backup

Office 365 automatically backs up data daily. This schedule can be adjusted by customers who have purchased third-party backup solutions.

How long is data retained?

As a default setting, Office 365 preserves email messages and calendar items for a span of 14 days. Additionally, SharePoint Online performs daily backups, affording customers the flexibility to extend data retention for a duration of up to 30 days. OneDrive for Business files also employs backup daily, and customers can choose to retain data for up to 30 days & can find old emails in Office 365 easily.

Deleted Items Folder Retention Policy

Office 365 offers a range of retention policies for deleted items folders, with the default Microsoft policy retaining deleted items for 30 days. Nonetheless, administrators possess the flexibility to tailor this policy to suit the unique requirements of an account. To effect such modifications, administrators can follow these steps in the Office 365 Admin Center to customize the Default MRM (Messaging Records Management) policy:

  1. Open Office 365 Admin.
  2. Go to the Exchange admin center.
  3. From the menu bar, choose Compliance management.
  4. Select Edit retention policies.
  5. In addition to changing the Default MRM policy, a company administrator can configure it to protect items for 7 days, 30 days, one year, or another period according to their company’s requirements.

Recoverable Items Folder Office 365 Retention Policy

To get the most out of your Recoverable Items folder, you must understand a few things:

  • The default search period for deleted emails in MS Outlook is 14 days; however, an administrator of Exchange Online can extend it to 30 days.
  • The Litigation Hold feature in Exchange Online allows you to store emails for as long as you like from your Office 365 account.
  • Emails Recoverable Items folder are deleted from this folder are permanently lost and cannot be recovered. So, be sure to contact your admin before taking any action to delete items from this folder.

Exchange Online Mailbox Litigation Hold

Litigation hold, an Exchange Online feature, empowers you to safeguard mailboxes by preserving all incoming and existing emails, rendering them immune to deletion—a valuable tool for legal and compliance needs. When a mailbox is on litigation hold, it secures all mail, including deleted items, against purging via retention policies or mailbox cleanup processes. This robust safeguard ensures no email data loss, even if users delete messages from their mailbox.

To leverage litigation hold, you must initially enable the feature for your organization, subsequently applying it to individual mailboxes. Once a mailbox is under litigation hold, you can precisely define the duration for which mail should be retained. Alternatively, you have the option to employ a retention policy for comprehensive control over mail retention periods.

Kernel Office Backup and Restore Tool

As the volume of data continues to grow, the demand for its safety, security, and backup has intensified. Amidst a myriad of technological platforms, Microsoft has consistently offered top-tier tools for managing and safeguarding Office 365 data. Nevertheless, there remains room for improvement, as not all users wish to solely adhere to Microsoft’s storage terms. Considering such users’ needs and requirements, Kernel Office 365 Backup and Restore has been designed.

Users now have the convenience of effortlessly backing up their Office 365 mailbox items, including emails and contacts, while selecting their preferred storage location. This process liberates them from the constraints of retention policies or recovery terms, enabling seamless access and management of their backed-up files anytime and anywhere. Here are some of the noteworthy professional features of the tool:

  • Export Office 365 data to PST, PDF, HTML, MSG, DOCX, or DOC format.
  • Smart filters help you to quickly select the required data for backup.
  • Supports modern authentication and takes backups of all plans of Office 365.
  • Automated backup via an inbuilt CSV file.

Closing Notes

Safeguarding your organization’s data security through Office 365 backup and recovery is paramount. Having a well-structured plan is essential to shield your data from potential loss or corruption. Microsoft offers various backup options, each with its own limitations, so it’s crucial to carefully assess and select the one aligning best with your specific needs.

Furthermore, we’ve introduced a user-friendly backup tool that streamlines data backup and recovery, ensuring a swift and hassle-free process. To delve deeper into this tool’s capabilities, consider opting for the trial version today. Don’t leave your business data to chance – ensure your protection with Kernel Apps!