Skip to content

Top 5 Reasons to Backup Office 365

The Top 5 Reasons to backup Office 365 to ensure business continuity and reduce the risk of data loss.

According to a recent article by ZDNet, Microsoft Office 365 is now being used by over 120 million business users. Is your firm one of them?

If so, you may be asking:

“Do I even need to backup Office 365?”

The short answer is…


Microsoft may host the infrastructure for Office 365, but this doesn’t supersede your responsibility to maintain a backup of your data. In fact, ownership of your data in the cloud — being able to set up, access, recover or move it — is your obligation, not Microsoft’s.

There is a false impression that data created and stored in cloud ecosystems such as Office 365 doesn’t need to be backed up beyond the native offerings.

That simply isn’t true.

The fact is, businesses using Office 365 need to backup their data. There are numerous reasons why.

Besides ensuring business continuity and helping you reduce the risk of data loss, we present the following Top 5 reasons you should backup Office 365:

  1. Your data is in the cloud, but where: Office 365 variety of applications and data structures all stored in the cloud. But where? Where exactly is your data? And if you did have to retrieve it, how would you find it? According to the Microsoft Trust Center: “Customer data may be replicated within a selected geographic area for enhanced data durability in case of a major data center disaster, and in some cases, will not be replicated outside it.” Many people don’t realize that their data (Outlook emails, OneDrive documents, SharePoint files, Team conversations, etc.) are separate, and sometimes stored separately. So the only way to backup it all up, and restore all of it, is with a system designed to find it all, store it all, and restore it all. This is not an easy task, and sometimes nearly impossible to do with the native Office 365 backup tools.
  2. Outlook doesn’t backup emails older than 30 days: Here’s a real ‘gotcha.’ Outlook does not backup emails older than 30 days that have been deleted from the bin. Couple that with limited email storage and what you have is end-users who are sometimes forced to delete old emails.The danger in a limited file storage policy is by end-users deleting their old emails to save space, they are potentially destroying records that may be required for legal or regulatory compliance, should your firm ever be audited.
  3. Regulated Industries (like Finance, Healthcare, Legal, etc.) have stricter backup regulations: If your firm is in a regulated industry like Finance, Healthcare or Legal, you may have regulations and requirements for access to data that goes well beyond typical backup methods. HIPPA, GDPR, Can-Spam and other regulations often require firms to keep complete and accurate records of email, attachments, files and related information for many years. Because Office 365 backup is a limited time backup, compliance with these regulations is not guaranteed with the out-of-the-box tools the come with Office 365. Office 365 does have optional backup/archiving available for purchase, but this is at a greater cost and with a more difficult user experience versus other solutions.
  4. Ransomware Hackers are out there: Data loss is possible in this new world of hackers and data hostage viruses. Many firms have faced the dreaded WannaCry ransomware attack that literally took down their business. According to a recent article from CNN, in 2017 over 300,000 machines were taken down by WannaCry alone, and there were other just as sinister Ransomware attacks that caused severe business stress.
    The only way to truly protect your business from a ransomware attack is by having a full and complete backup and archive of all your data. Anything less, and your business is in danger of being severely impacted by the loss of data. Office 365 does not keep full and complete backups and archives of all your data going back months and years. Only a backup and archive tool specifically made for this kind of process can handle that task easily and quickly.
  5. You can’t afford to be without your data: You must ensure your business continuity by keeping full and accurate records of your data. Your business cannot exist with the vast amounts of data it creates, captures, stores and uses every day. Ensuring access to that data is a key function of a full and complete data backup and archiving policy. In a way, data backup and archiving is like a good insurance policy against the risk to your business of data loss. The out-of-the-box tools that come with Office 365 should not be your only tool to ensure your business has full and complete records in the event a data loss happens.

Top 5 Reasons to Backup Office 365

So those are the top 5 reasons to backup Office 365. There are plenty of other reasons, but clearly these reasons are proof enough that you need an Office 365 backup service and strategy in place that goes well beyond what Office 365 offers.

Dropsuite provides an industry-leading Office 365 Email Backup and Archiving solution. Our Office 365 Backup and Archiving includes many features specifically designed to make backup fast, easy and secure.

Contact one of our Dropsuite Office 365 data backup specialists who can provide more information and even give you a demo of our best-in-class solution.

Or, call us anytime: US +1-408-780-2106 or International +65 6813 2090.

Share on