How to back up company emails in Microsoft 365

Microsoft 365 allows 120 million businesses worldwide (and counting!) to access their email remotely via the cloud. Such cloud technologies have changed the way we do business, but are we protected against loss of our data held within the cloud?

A few aspects of Microsoft 365 to consider:

How do I backup my Microsoft 365 mailbox?

Microsoft is responsible for providing the necessary infrastructure and ensuring 365 works, providing an SLA for uptime etc. However it is ultimately the responsibility of the user to protect their data from incidents such as human errors, malicious user action, malware and hacker attacks and so on.

How do I recover emails older than 30 days?

If you delete an email on purpose or inadvertently this can only be recovered within 30 days of that deletion. In fact the default setting is 14 days. After this period the email is not recoverable.

Does my industry require me to hold data for a protracted period of time?

Many industry sections such as Finance, Healthcare, Legal etc may have regulations and requirements to have access to data that goes well beyond the 30 days the native tools in Office 365 provide.

Should any of the points raised above resonate with you and your business Grapevine now have the ability to backup Microsoft 365 mailboxes.

The benefits of this solution are:

  • Back up of Microsoft 365 mail items and attachments – these are automatically backed up throughout the day.
  • Various restore options, for entire mailboxes as well as granular restores of selected mail items, as well as restoring back to the same mailbox.
  • Backups take place automatically four times per day, ensuring a low recovery point objective (RPO) in case of data loss or damage.
  • Microsoft 365 mailbox backups are automatically saved to a secure cloud backup location.

Some questions you many have:

How long is the data retained?

The data is retained indefinitely. Data is kept forever or until you cancel the service with ourselves.

Can I select which mailboxes in my company I wish to backup?

Yes, for instance you may have a number of mailboxes for ex-employees you are holding in Microsoft 365 at no cost. You may decide not to back these up. However it would be prudent to backup all “operational” mailboxes.

To learn more speak to your Grapevine Account Manager or contact us.