Any professional operating on Microsoft Office 365 needs backup for Office 365 necessary data and eliminates the risk of failing to access and control essential Office 365 data, such as OneDrive for Business, Exchange Online, SharePoint Online, and Microsoft Teams.

While enabling retention and versioning can help preserve critical files and mail, you’re still responsible for additional data protection scenarios. Office 365 critical data requires an adequate Office 365 backup solution.

Data recovery can be expensive or impossible without the proper backup plan. Backup for Office 365 must be on your schedule and strategy in order to properly operate your company and never have any headaches or concerns that you will lose the data forever.

Data protection for Microsoft 365

As businesses embrace SaaS applications and modify resources to the cloud, Microsoft 365 quickly evolves into a standard. Cloud-based software can save money and potentially assist in protecting you from the annoyances of managing application servers.

However, it can lead to a false sense of security if you assume that Microsoft will handle all of your data retention and recovery needs.

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While it is true that some releases of Microsoft 365 include options for preventing data loss and litigation, they are not the same as backup, and not every small business wants to invest in corporate releases.

These native possibilities do not create a second copy of your data stored in a separate physical location. They are not designed to fast restore deleted emails or data.

You need to backup Office 365, but we will stick to the top reasons to backup Office 365 necessary data – the top 5 reasons.

Top reason no.1 – User error

Human error is definitely one of the leading causes of data loss. Backup data for Microsoft Office 365 business continuity can be achieved by acquiring a backup service as third-party apps will regularly backup Office 365 on-premises Exchange data.

Internal security threats and external security threats can damage Office 365 data and grant data loss if a managed service provider is not on the table. A robust backup solution contributes to user account congruency with the retention policy gaps of mailbox data.

Employees in your organization may delete a OneDrive file for a variety of reasons:

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Accidental deletion: if they receive a notification that they are running out of space, they may clear OneDrive files by removing old documents or making them appear less important for creating space.

Remove Duplicate Files: Despite the common feature of OneDrive, employees create duplicate files for various reasons, such as sharing outside their department or even outside their domain.

Malicious intent: Dissatisfied employees can sabotage or delete critical files. Sometimes, it may be too late to return or return when the damage is discovered.

Top reason no.2 – Limited storage and email retention

When an employee departs your organization, the IT manager would ideally back up your Microsoft 365 account data and reuse the license. 

Although you can manually back up using the sync client to transfer and save to another location, you can not restore it to a Microsoft 365 account with the same sharing permissions.

Top reason no.3 – Outage and shutdown

SaaS outages are more common than you think. So unless you are ready with a Microsoft 365 backup solution, you can not always expect your data to be available all the time just because it is in the cloud.

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Top reason no.4 – Lost or stolen devices

Without a proper backup, all the crucial data will be gone for good if this happens. So, it is one of the major concerns for your critical business data.

Top reason no.5 – Outlook native features

Microsoft Outlook offers several options for email backup: email forwarding, email export, and automatic archiving using IMAP settings. 

While you can use any of these features to back up your emails, you have to go through the tedious task of setting it up, which can involve many steps and even manually backing up every day if you use the export option.


Microsoft 365 provides effective services within Office 365, but a comprehensive backup of Office 365 data is not one of them. Although Microsoft hosts the infrastructure, this does not replace your responsibility to back up Office 365 data critical to your business.

Backup for Office 365 is ideal for any situational data loss from the Microsoft cloud.

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