Is Microsoft 365 Backed Up by Default?

If your business is moving across to Microsoft 365, congratulations. It’s a productivity beast, with all the applications and communication tools to keep your team operating at maximum capacity – that’s why over 400 million users worldwide subscribe to it.

If you’re a tech-savvy business owner or manager (aren’t we all these days?), you’ll no doubt be asking yourself if everything you do in Microsoft 365 is backed up by default. It’s a great question, because often the answer surprises people.

Microsoft does offer strong protection against service outages and some accidental deletions. However, it’s not the same as having a full, independent backup. Microsoft follows what it calls a ‘shared responsibility model’, which we’re going to look at now.

Microsoft’s Shared Responsibility Model

Microsoft’s shared responsibility model is exactly what it sounds like – a split in accountability for protecting data and systems. Microsoft keeps the infrastructure secure and available, patching the software, and protecting against hardware failures or large-scale outages.

Where does that leave the customer? You’re responsible for the following:

• Data
• Endpoints
• Account
• Access management

Today, we’re focusing on the first one on that list – protecting and managing your own data is on you. Basically, Microsoft provides the platform, but you’re still the gatekeeper for the information that lives on it. You need to set the permissions, control access to the data and recover it if its lost.

That said, Microsoft does provide some data backup features. Let’s check them out.

What Does Microsoft Backup?

The good news is that Microsoft 365 includes built-in redundancy and some short-term data recovery.

Deleted Items Folder: When you delete emails, they stay in this folder for 30 days prior to permanent removal.

Version History: Older versions of OneDrive and SharePoint files can be restored within a 93-day window.

Retention Policies : Admins can set specific policies to keep certain data for compliance purposes.

This is helpful for quick fixes. For example, if you have data loss due to loss of service through hardware or software failure, or through a natural disaster or data center outage.

However, it’s not a comprehensive or long-term backup. If your data loss or corruption falls outside of the short Microsoft 365 timeframes, you’re in trouble. Same goes if you’re the victim of a cyber attack.

This is what can go wrong if you solely rely on Microsoft 365 backups:

The Gaps in Microsoft 365 Backups

A lot of businesses get caught out here. Microsoft’s protections aren’t the same as a dedicated backup service. Common gaps include:

Accidental or Malicious Deletion: Human error is at the heart of most data breaches. Usually its accidental – mistakes happen. It can be malicious though, in the form of a disgruntled team member or sacked employee.

Ransomware or Malware: Viruses can destroy or encrypt your files. If you don’t have a backup, recovery can be a drawn out and costly process.

Departing Staff: Data belonging to a deactivated account can be lost if not archived or backed up correctly.

Long-Term Retention: Built-in recovery options are designed for short-term fixes, not years of retention.

The default backup setup you get with Microsoft 365 keep the service running and can get you out of a tricky data loss situation in the short term. It’s limited, though, with Microsoft squarely putting the responsibility for data protection on the user. The only way you can be sure every file, email or chat created in your company is fully recoverable in the future is to rely on a decent third-party backup solution.

Why a Third-Party Backup is Essential

Being in control of your Microsoft 365 data with a third-party backup is extremely important for businesses of all sizes. Here’s why:

Accidental Deletions: We all know that sinking feeling when we delete something by accident. Remove that stress with a program that allows you to recover files, emails and programs even months after deletion.

Ransomware and Phishing: Restore clean versions of your data quickly, without paying attackers.

Rapid Restores: Get entire mailboxes or document libraries back online fast, reducing downtime.

Legal and Compliance Needs: Keep archives for years to meet industry regulations or legal requests.

Without it, you’re trusting that nothing will ever go wrong – which isn’t a risk most business owners are comfortable taking.

What to Look for in a Microsoft 365 Backup Solution

Looking for a Microsoft 365 backup option? Here are a few features you want to be sure it ticks off:

• Full backup of 365 apps like Exchange, OneDrive, SharePoint and Teams.
• Granular recovery options to restore single emails or files.
• Strong encryption in storage and transfer.
• Easy-to-use management console.
• Flexible retention periods.
• Fast restore speeds.

At Smile IT we’re a big fan of Acronis and their Cyber Protect platform for 365 backups. They protect mailboxes, files, and collaboration tools with encryption, advanced threat detection and unlimited storage options. If you want full control over retention policies and the ability to restore exactly what you need without affecting other data, Acronis is a good option to pursue.

How Smile IT Can Help with Your 365 Backups

At Smile IT, we work with businesses across Brisbane and beyond to put reliable backup strategies in place for Microsoft 365. With partners like Acronis and Microsoft in our corner, we’ll get your organisation productive, efficient and secure!

Don’t spend your time firefighting IT issues. Our Brisbane managed service provider team will monitor your backups, regularly check for issues and act fast if you run into any problems.

Get in touch today and let’s get you on the road to real business resilience.