Do you Want to Back Up Microsoft 365? Why Backup Office 365? And Benefits

Why should you back up Microsoft 365?

Microsoft Office 365 Backupenables your business to run anywhere, anytime, without having to host your SharePoint email, files, and infrastructure.

Although Microsoft hosts the set-up, this does not replace your duty to back up critical Office 365 data.

As someone whose responsibilities include backups and restores, the most challenging part of my life is realizing when someone says, “X is so good, no backup is necessary.” Lately, the most significant examplehave been claims that Microsoft 365 (formerly Office 365) takes care of “backups” for you, which is incorrect.

Microsoft 365 provides essential protection to deal with some risks that could damage your data, but there are things it does not protect you against, and some of its optional protections have side effects. Even if you feel well protected, restoring it can take a long time and more work if you don’t have a third-party backup tool. So, backup might be a good thing after all.

The Main 7 Benefits of Using Office 365 for your Business

Efficiency is so essential to companies. The ability to flawlessly create, collaborate, and communicate makes any organization more effective. Microsoft Access to productivity tools that make it easier for employees to do their jobs anywhere makes companies agile and enables them to be competitive in their industry.

Office 365 is Microsoft Office’s productivity suite with Word, Excel,Exchange, SharePoint, Teams, and many more. Since Office 365 is cloud-based, the full range of functions can be accessed from anywhere and from any device, as long as they are online.

Office 365 tools complement each other and work seamlessly together, making it a must-have for any business.

Here are the Seven Main Benefits of Office 365.

1. Access files from anywhere

Office 365 enables your organization to store all files in the cloud. This means that they can be accessed from any device with an Internet connection from anywhere. For companies where mobile work is essential, having all the applications and files you need when you are out of the office is invaluable.

2. Secure Cloud Storage

Office 365 is a completely secure environment with strong security measures, such as two-factor authentication, ensuring that unauthorized people cannot access your files if they access your device. Threat detection and antimalware mean that security threats are detected and stopped immediately, especially for companies handling sensitive information or data. Using Office 365 means your business can operate without security concerns.

3. Improved Communication

Office 365 offers users tools to maintain communication through Skype and Microsoft Outlook centrally and without complications. With Skype for Business, you can conduct conference calls and meetings with external employees and agencies anywhere in the world, so you can always collaborate and communicate regardless of distance or time difference. Teams offer instant messaging that allows you to add comments and upload files simultaneously, which is helpful for cross-department collaboration and document co-authoring. You can also contact people in Teams to be notified that a statement is being sent to them directly. All of these features mean that you can be in constant and immediate contact with teams and individuals anytime, anywhere. Yammer is another Office 365 feature that acts as a kind of social network for your business. By posting to your company’s newsfeed, you can send a message to the entire workforce instantly, and they will receive an email notification when there’s a new post, so they don’t miss any news. Anyone can comment on a stick, and you can create different “channels” in Yammer for other purposes, so you don’t have to post company-wide.

4. Foreseeable expenses

Office 365 is paid per user per month as a subscription. The cost of your licenses depends on the functionality you choose for your company. Different tiers of the company include various applications and products that determine the price of each claim. Paying per user per month gives you predictable performance and helps you budget your IT expenses for the following year. Upgrades are involved in the cost of your licenses, so there are no unexpected or extra costs. If you buy your rights through Core, you can also change your license number, for example, when you are hiring or leaving employees. That way, you will never be over-licensed, and there will be no waste.

5. Business continuity

Since files are stored in the cloud and backed up regularly, your organization will function normally even in the event of an office failure. No matter what happens to your physical devices, your email, files, and data are securely stored in the cloud. The Exchange also gives you the ability to restore individual emails or even entire inboxes if necessary. Regardless of the situation, you can continue working, as usual, using Office 365.

6. Automatic updates

All major applications such as Word, Excel, and Outlook are included and work online without installing any software. Updates happen automatically at set intervals, so you don’t have to worry about the latest version. It will happen automatically. There is also no need to buy new software, as updates are included in your Office 365 license subscription.

7. Centralized collaboration

With MS Office 365, you can share mailboxes, contacts,calendars, and edit documents in real-time using cooperative tools. By sharing calendars on Exchange, you can see who is available in your organization and when, so you can schedule meetings that work for everyone right away. Shared mailboxes mean that multiple people can access the same mailbox, so messages can be filtered to reach the shared mailbox and not be overlooked. SharePoint is another essential tool for enabling collaboration. Any employee can access the documents saved here, edit them and share them as a link in emails. Multiple users can also edit documents stored in SharePoint in real-time, making co-authoring easy. Thanks to the colour coding, it’s now easier to identify each user, you can always see who is in a document and even where they are working.

Office 365 offers online versions of popular tools like Microsoft Word, PowerPoint, Excel, and OneNote. For any business, the functionality of Office 365 is unmatched. The monthly subscription model offered for Office 365 makes it easy for companies to purchase a plan appropriate to their size and number of users and continue working as usual.


1, Does Microsoft Office 365 secure your data?

Many availabilities and compliance functions are built into Microsoft Office 365, but comprehensive backup is not part of their services. Microsoft is not responsible for customer data under the shared responsibility model. The data generated in Office 365 is the responsibility of the customer and must be protected by him. Industry analysts and Microsoft MVPs agree that an external backup provider is required to mitigate the risk of permanent data loss in Office 365.

2. How can you Secure your Office 365 Data?

To back up your Office 365 data, it is recommended that you use a third-party backup provider or service. An Office 365 backup provider is generally able to provide simple processes for creating a backup and provide enough flexibility in your schedule to meet any recovery point objective (RPO) or recovery time objective (RTO). Backup providers can also offer fast granular data recovery and come with advanced search capabilities so administrators can quickly find items to meet legal and compliance requirements.

3. How is Microsoft Teams Data Backed Up?

Efficient. To keep Microsoft Teams secure, it is essential to understand how teams work in the back-end. Teams are not a standalone application; it acts as an abstraction layer that brings together data from other applications such as Exchange Online, SharePoint Online, and OneDrive for Business. It is essential to back up the data from these different sources, but it is equally important to back up the configurations (the configuration, members, and team structure). To do this, it is vital to use a third-party backup provider with the latest Microsoft APIs to ensure that it can back up data from the most important sources and metadata and settings for comprehensive data protection and recovery.

4, How to retrieve Email from Office 365?

According to numerous surveys, one of the most common causes of data loss in the cloud is accidental deletion. Therefore, restoring Exchange email items should be a straightforward process for businesses. Third-party backup providers can offer simple recovery processes so that you can recover permanently deleted mailboxes, messages, tasks, contacts, folders, and items and litigation hold items with just a few clicks. The recovery options offered by backup providers may vary. Still, in general, you should work with a provider that uses a wide range of storageand export options so that data is restored, and your users can quickly get their hands on it in a timely fashion. You should also be able to convert to the original location or a different location if necessary.

Also Read: What is the Best Way to Backup Your Data

Chris Samson: