6 Critical Reasons for Office 365 Backup

6 Critical Reasons for Office 365 Backup

Microsoft hosts the infrastructure for Office 365. It does not hold the responsibility to maintain a backup of your data. The fact is that businesses using Office 365 need to back up their data.

Besides ensuring continuity and helping reduce the risk of data loss, we bring to you six critical reasons you should back up Office 365.

6 Critical Reasons for Office 365 Backup

1. Phishing and ransomware attacks

Phishing and ransomware attacks

Ransomware attacks surely don’t need an introduction! What’s surprising is that attackers gain entry into your organization. They do this by using a cloned email with a virus attachment and sending it to your organization’s members. While sending such an email attacker to impersonate an employee or a business organization. A single click on such an attachment can infect the entire organization. And after gaining access to your data, the attackers encrypt your data and demand ransoms. The worst part is that your entire data would be wiped out if you fail to make the payment.

Similarly, the most common phishing attacks happen through email that had claimed to be undelivered. Once the recipient clicks on ‘send again,’ he would be redirected to a phished web page. Shelling out such data in the hands of attackers would lead to losing the only copy of your data. Therefore, you should have an Office 365 backup.

2. Malware and virus entry through OneDrive Sync Client

Microsoft lets you download and sync your OneDrive data to your desktop and vice versa through OneDrive Sync Client. Though you can easily access your Office 365 files and other data from anywhere and sync them, there are many vulnerabilities at stake with its usage.

For example, Let’s say that your desktop gets infected with malware or virus. Suppose your OneDrive Sync Client is configured to sync immediately. In that case, it can affect all your OneDrive files on the cloud and spread quickly, thereby corrupting all your data. Wouldn’t this be such a nuisance if there is only one copy of that OneDrive data?

3. Limited storage and email retency

Limited storage and email retency

When employees leave the organization, the IT team ideally creates a backup of the Office 365 account data and reuses the license. However, though you can take a manual backup through Sync Client to transfer and save it in a different location, it cannot be restored into an Office 365 account with the same sharing permissions.

Additionally, a third-party Office 365 backup solution can provide cross user restoration for easy retrieval. Another important aspect to consider is that if an ex-employee is the sole owner of a file, that data could be lost forever. 

4. Outage and shutdown

To run businesses effectively, SaaS or Software as a Service is often considered. However, what would happen if there is an outage? In January 2019, Azure had a massive outage for two days, during which people were unable to access their mailboxes. Can you imagine not having access to any data whatsoever during the outage?

Therefore, if you don’t have an Office 365 backup, you cannot expect your data to be available all the time. With such a backup, you don’t need to get tensed over saving your data before the service provider shuts down.

5. Lost or Stolen devices

Lost or Stolen devices

Some companies have a BYOD policy (Bring Your Own Device). This, in turn, saves office expenses and also provides ease of use for employees as they can access data anywhere on their devices. But what if the device gets stolen? It could leak critical business data. What’s more is that if the employee has saved all passwords to login to their various accounts, it could lead to phishing and wipe out complete business data. Imagine the consequences of not having an Office 365 backup at the time?

6. Overwriting data

With OneDrive and other collaboration tools, it has become easier for multiple users to work and access the same files. However, there is also a possibility a user can accidentally overwrite or erase critical data. Even though OneDrive offers the option to restore data, it can only retrieve data to the selected date and time. Backing up Office 365 data will help you restore a single file or folder to its previous version.


These critical reasons are proof enough that you need an Office 365 backup service and strategy in place that goes beyond the protection offered by Office 365. What’s more, is that the industry best practice is to use the 3-2-1 rules. This clearly states that you should have three copies in two different formats, with one copy stored offline and one on the cloud. A backup of your Office 365 remains one of the best ways to protect your data.

Want more tips and tricks to save your Office 365 data? Let us know in the comments below.


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