Microsoft 365 Backup
Automated backup and recovery for Exchange Online, SharePoint, OneDrive, and Teams data.
Microsoft operates under a shared responsibility model. Microsoft ensures infrastructure availability, but you are responsible for protecting your data against accidental deletion, ransomware, and compliance requirements. Our backup solution fills this gap.
Why Microsoft 365 Native Protection Is Not Enough
Default Retention Periods
Microsoft 365 has limited native retention. Once these periods expire, your data is permanently deleted and cannot be recovered.
| Service | Retention Period |
|---|---|
| Exchange Online (Deleted Items) | 14 days |
| Exchange Online (Recoverable Items) | 14-30 days |
| SharePoint Online (Recycle Bin) | 93 days |
| OneDrive for Business | 93 days |
| Teams Chat Messages | 30 days (default) |
| Deleted User Account Data | 30 days |
Common Data Loss Scenarios
Accidental Deletion
User permanently deletes files or emails beyond retention period
Ransomware Attack
Encrypted files sync to OneDrive/SharePoint, corrupting cloud copies
Malicious Insider
Disgruntled employee intentionally deletes critical data
License Deprovisioning
User leaves company, license removed, data purged after 30 days
Third-Party App Corruption
Integration bug or misconfiguration corrupts or overwrites data
Compliance Audit
Regulatory requirement to restore data older than native retention
Microsoft 365 Shared Responsibility Model
Microsoft clearly states that customers are responsible for their own data protection. Microsoft provides infrastructure; you must protect your data.
Microsoft's Responsibility
- Physical infrastructure security
- Service availability (99.9% SLA)
- Data replication for disaster recovery
- Network and application security
- Operating system patching
Your Responsibility
- Data backup and recovery
- Protection against accidental deletion
- Ransomware and malware recovery
- Regulatory compliance (GDPR, NIS2)
- Long-term data retention
What Our Microsoft 365 Backup Protects
Exchange Online
- •Emails and attachments
- •Contacts
- •Calendars
- •Tasks
- •Notes
- •Archive mailboxes
SharePoint Online
- •Document libraries
- •Site collections
- •Lists and list items
- •Metadata
- •Permissions
- •Version history
OneDrive for Business
- •Personal files
- •Shared files
- •Folder structure
- •File versions
- •Sharing permissions
- •Sync settings
Microsoft Teams
- •Channel messages
- •Chat history
- •Files shared in Teams
- •Team settings
- •Channel tabs
- •Meeting recordings
Technical Specifications
| Specification | Details |
|---|---|
| Backup Frequency | Automated daily backups |
| Retention Period | 1 year standard (extended retention available) |
| Recovery Point Objective (RPO) | 24 hours maximum data loss |
| Recovery Time Objective (RTO) | Minutes to hours depending on data volume |
| Data Storage Location | EU data centers (GDPR compliant) |
| Encryption | AES-256 at rest, TLS 1.2+ in transit |
| Restore Granularity | Full mailbox, individual items, or point-in-time |
| Restore Destination | Original location or alternate location |
| Compliance Certifications | ISO 27001, SOC 2 Type II, GDPR |
Compliance Requirements
Regulatory frameworks require organizations to maintain data backup and recovery capabilities. Our solution helps you meet these requirements.
GDPR
Article 32 requires appropriate technical measures to ensure data availability and resilience. Backup is a key control.
- Data recovery capability
- 72-hour breach notification
- Right to erasure compliance
NIS2 Directive
Requires essential and important entities to implement business continuity measures including backup management.
- Business continuity plans
- Disaster recovery
- Crisis management
DORA
Financial entities must ensure ICT systems can withstand disruptions and recover data in case of incidents.
- ICT risk management
- Digital operational resilience
- Third-party risk management
Data Loss Statistics (2025)
of MSPs experienced preventable client data loss due to missing backup
Source: Syncro 2025 MSP Survey
M365 Backup: Automated daily backups prevent data loss from accidental deletion and ransomware
days maximum retention for SharePoint/OneDrive deleted files in Recycle Bins (without additional retention policies)
Source: Microsoft Documentation
M365 Backup: Extended retention up to 1 year (or longer) ensures long-term data recovery
days default retention for Exchange deleted items before permanent deletion (adjustable up to 30 days)
Source: Microsoft Documentation
M365 Backup: Unlimited retention period allows recovery of emails deleted months or years ago
days restore window for deleted user accounts before permanent deletion process begins
Source: Microsoft Documentation
M365 Backup: Independent backup preserves user data beyond Microsoft's 30-day window
How It Works
Connect
Authorize access to your Microsoft 365 tenant via OAuth
Configure
Select users, groups, and services to protect
Backup
Automated daily backups to secure EU storage
Restore
Submit restore request via support ticket
Industry Use Cases
Different industries have specific data protection requirements. Here's why Microsoft 365 Backup is essential for each sector.
Legal & Financial Firms
Law firms and financial institutions must retain client communications and transaction records for extended periods.
- CSSF requires 10-year retention for financial records
- Legal hold requirements for litigation
- Client confidentiality obligations
- Audit trail for regulatory inspections
Healthcare Organizations
Patient data is highly sensitive and subject to strict EU health data regulations.
- GDPR special category data protection
- Patient record retention (typically 10+ years)
- Medical research data integrity
- CNS (Luxembourg) healthcare compliance
Educational Institutions
Schools and universities handle student data that requires long-term protection.
- Student records retention requirements
- Research data preservation
- GDPR protection for minors' data
- Academic integrity documentation
SMBs Using Microsoft 365
Small and medium businesses often lack dedicated IT staff but still need enterprise-grade data protection.
- No in-house backup expertise needed
- Protection against employee errors
- Business continuity assurance
- Cost-effective per-user pricing
Regulated Industries
Industries under EU regulatory oversight must demonstrate data protection capabilities.
- NIS2 compliance for essential entities
- DORA requirements for financial sector
- Audit-ready backup documentation
- Incident response capabilities
International Companies
Companies operating across borders face multiple regulatory frameworks.
- EU data stored in EU data centers
- Cross-border data transfer compliance
- Multi-jurisdiction retention policies
- Unified backup across all locations
Pricing
Simple, transparent pricing with a 12-month commitment. Setup and monitoring included.
M365 Backup - Service Plan
Fully managed cloud backup service for your Microsoft 365 data.
- User Mailboxes
- Shared Mailboxes
- OneDrive accounts
- SharePoint Sites
- Setup & monitoring included
Billing: Per protected M365 tenant
Commitment: 12 months
Requires: Storage Pack (sold separately)
M365 Backup - Storage Pack
Scalable storage capacity for your Microsoft 365 backups.
- Sold in 100 GB increments
- Pooled across all users and services
- Flexible scaling as data grows
- No hidden fees
Billing: Per 100 GB
Commitment: 12 months
Requires: Service Plan
Restore Requests
Backups are retained and available for on-demand recovery. Restore requests must be submitted via support ticket and are billed per request at our standard hourly rate.
Protect Your Microsoft 365 Data Today
Contact us to discuss your backup requirements and get a quote tailored to your organization.
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