SOC 2 Type II audited 24/7 help desk Microsoft Solutions Partner Business IT support since 2010 Nationwide service, offices in NJ, PA, DE and NY
What Microsoft Protects, and What It Does Not
Microsoft runs the Microsoft 365 service: its data centers, its availability and the redundancy that keeps your email and files online if hardware fails. Protecting your data from deletion, overwriting, ransomware or a compromised account is largely up to you.
Microsoft 365 includes recycle bins, version history and retention settings that help with everyday mistakes. They are useful, but they are not the same as an independent backup that you control. See our Microsoft 365 security checklist for the settings around it.
What Built-In Retention Does
- Recycle bins. Deleted files in OneDrive and SharePoint go to recycle bins and can be restored for a limited time, 93 days by default.
- Deleted email. Deleted email can be recovered for a limited period, 14 days by default and up to 30 days if an administrator changes the setting.
- Version history. OneDrive and SharePoint keep earlier versions of files, which helps when a file is overwritten.
- Retention policies. Administrators can set rules that keep content for a set time, mainly for compliance and legal needs.
Where Built-In Retention Falls Short
- Items deleted longer ago than the retention period cannot be recovered.
- Ransomware or a compromised account can change or delete large numbers of files at once, and rolling everything back with built-in tools is slow or incomplete.
- When the account of a departing employee is deleted, their mailbox and OneDrive are removed after a short period unless they are kept or backed up.
- Restoring a whole mailbox or site to a point in time is limited with built-in tools alone.
- Retention settings are managed inside the same account that an attacker or a mistake could reach.
What a Microsoft 365 Backup Should Cover
- Exchange Online mailboxes, including shared mailboxes.
- OneDrive for every user.
- SharePoint sites and the files shared in Teams.
- Backups stored separately from your Microsoft 365 account, with their own administrator sign-in protected by MFA.
- Restores of a single email or file, a whole mailbox or site, or everything to a point in time.
- Retention long enough for your business, legal and insurance needs.
Test Restores, Not Just Backups
A backup only matters when you can restore from it. Test a restore of a few files and a mailbox at least once or twice a year, and record how long it took. Agree in advance how much recent data you can afford to lose and how long each service can be unavailable. See backup and disaster recovery and our business continuity plan checklist.
How TechStarters Helps
TechStarters manages Microsoft 365 as part of our managed IT services and plans backups of servers, key applications and Microsoft 365 data with recovery targets agreed in advance. If ransomware is a concern, see our guide to ransomware protection for businesses.
Every engagement starts with a free IT assessment and a written proposal; see how managed IT pricing works. We support businesses nationwide from offices in New Jersey, Pennsylvania, Delaware and New York.
Microsoft 365 Backup FAQs
Does Microsoft back up Microsoft 365 data?
Microsoft keeps the service running and protects against failures in its own systems. Recycle bins, version history and retention settings help with everyday mistakes, but they are not an independent backup that you control.
How long does Microsoft keep deleted files and email?
By default, items in the OneDrive and SharePoint recycle bins can be restored for 93 days, and deleted email for 14 days, which an administrator can extend to 30 days.
Do we need to back up Teams?
Files shared in Teams are stored in SharePoint and OneDrive, so a backup that covers those covers the files. Ask any backup provider exactly which Teams data is included.
What happens to the mailbox and files of a former employee?
When the account is deleted, the mailbox and OneDrive are removed after a short retention period. Keep or back up the data before the account is deleted. See our onboarding and offboarding checklist.
Can you back up our Microsoft 365 data?
Yes. Request a quote and we will start with a free IT assessment of your Microsoft 365 setup and backups.
Explore Our Managed IT Services
Request a Managed IT Services Quote
Tell us about your business, your locations and your devices, and we will send a written proposal with per-device monthly pricing. Prefer to talk? Call (877) 932-0040.