Know About Office 365 Backup and How You Can Protect the Data?

  

Published By Karen Chard 

Approved By Rollins Duke

Published On May 16th, 2025

Reading Time 6 Min Read

Many companies and organizations use Office 365 in their day to day work. Everyday tons of data is stored in their O365 account this is why the need for data backup arises. Does Microsoft 365 backup data? We will answer this question and explain to you in detail. So, read the article to the end.

Over the past years, Microsoft 365 or formerly Office 365 have become numbere choice for many businesses including small, medium and big companies. This is because it offers cloud services with many robust Microsoft products like Outlook, OneDrive, SharePoint, etc. As the user base is increasing every year, the demand for data backup and recovery is also growing.

Therefore, Microsoft 365 provides you a basic data backup, which you can back up your data every 12 hours for 14 days. But, due to the growing need of data security, only the data availability and retention policy is not enough. Users need a reliable and secure backup strategy for their complex data. This is where third-party tools like RecoveryTools Office 365 Backup Tool comes into the scenario. We will explain this software in detail below.

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What Office 365 Backup Offers?

To know about Microsoft 365 backup, it uses a shared responsibility model to protect your data which is much different than the traditional backup services. Below are the features the program provides to you.

1. Data Availability and Retention: Office 365 provides you geographically distributed data centers with in-built redundancy. So, when you are facing hardware failure or data center issues you can still access your data.
2. Retention Policy and Data Recovery: For the common situations, Microsoft provide you basic retention or recovery options:
   • In Exchange Online: Your deleted emails move to the Deleted Items folder and you can recover the data till 14 days. (extend up to 30 days by using admin settings).
   • OneDrive & SharePoint: Deleted files go to the Recycle Bin which you can recover within 93 days.
   • Microsoft Teams: The data of Teams is stored in the Exchange, SharePoint, and OneDrive. So, it follows the same retention policies of those services.
3. Compliance: It also supports Litigation and Compliance retention policies by using the Microsoft Purview. This feature is used to fulfil the legal and regulatory requirement.

Thus, in terms of data protection, it focuses on disaster recovery rather than backup Office 365. There are other things that are missing in these services that we mention below.

Why There is Need to Backup Office 365 Data?

As the O365 provides you with a powerful cloud storage and retention policy. It does not provide you with a complete backup solution which many of the companies need for many reasons.

• Accidental Deletions: Losing your data due to human errors is a major factor. Businesses always fear that an employee can mistakenly delete a file or mailbox. And after the retention period, recovering your data is not possible.
• Cyber Attacks: In the age of technology, cyber attacks are increasing and becoming more advanced. Attacks like Ransomware and malware encrypt your data, corrupt and delete it. Microsoft 365 provides you advanced security to protect from ransomware. But, they don’t guarantee data restoration.
• Limitation of Retention Policy: The retention period is fixed which can be an issue. Users can change their retention policy in Outlook 365. But, once it completes the time period, your data will be permanently deleted.
• Legal and Compliance Requirements: It is compulsory for the industry to store their data for years, because of the regulatory protocols. So, you need a proper backup of your data to save and secure your data for a long time. The retention policy will become useless in this situation.
• Data Migration or Tenant Transfer: When it comes to transfer your data from tenant to tenant or migrate Office 365 domain to tenant account. Backing up data will be very helpful as it saves your Microsoft 365 data.

Hence, Office 365 provides you infrastructure, but you are responsible for your data. This is why a reliable third-party software is required to safeguard the data.

How to Take Microsoft 365 Backup?

1. First, install the software on your computer. Then, enter your Office 365 email address and password.
   
2. Click on the I am Admin button and Login to the software. It automatically connects with your account and fetches all your data in the software.
   
3. Once you will get your data you can preview them by clicking on your data.
   
4. Now, select any saving option. Set a destination location and then click on the Backup option.
   

By following these steps you can easily backup your Office 365 data. The software provides you many amazing features.

Amazing Features of Professional Software

• The software easily saves your Office 365 folders like inbox, sent, trash, drafts, etc.
• You can easily download Microsoft 365 emails into multiple file formats such as PST, MBOX, EML, PDF, and many more.
• Users can extract email addresses and attachments without downloading the emails.
• There is a filter option that you can use to sort out your data based on the to, from, subject, date, etc.
• During the process, it maintains the data integrity and folder hierarchy.
• It provides you with a demo version of the software which you can download for free and save your data.

Final Words

So, the answer to your question does Microsoft 365 backup data is no. Because of the retention policy you can retain your data but saving them is not possible. This is why, in this article we explained the reasons and suggest you a great software that can backup your entire Office 365 account securely and effortlessly.