Does Microsoft Backup Office 365 Data: As Part of Disaster Recovery Plan (DRP)

Mohit Jha ~ Modified: November 28th, 2022 ~ Backup Solution, Office 365 ~ 6 Minutes Reading

 “Does Microsoft Backup Office 365 Data? “ Curious to know the answer to this query? Go through this article!

Just because Microsoft solutions are available on the cloud, it never implies that your complete data is backed up by Microsoft. The complete O365 solutions including Office 365, Exchange, OneDrive, SharePoint, etc. is hosted by Microsoft, but it doesn’t replace your duty to maintain the backup of your data.

If the question is,

“Do I need to Backup Office 365 Data?”

The shortest & safest answer is YES!

By hosting the infrastructure of Office 365, Microsoft provides a collaborative, dynamic workplace for its customers. Even though best-of-the-industry security measures, privacy settings, and compliance policies are put in place to increase cloud productivity, data loss & data security are still major concerns during business migrations in the cloud.

5 Quick Steps to Tackle – Does Microsoft Backup Office 365 Data?

  • Step 1. Download, install and launch the tool on your PC.
  • Step 2. Select Office 365 as the source & Outlook as the destination.
  • Step 3. Enable required workload for mailbox items & apply filter.
  • Step 4. Login with admin credentials & validate permissions.
  • Step 5. Select the destination location & start back up.

Does Microsoft Backup Office 365 Data – Here Are Microsoft’s Backup & Retention Policies

You might not have many options for restoring your data in an event of a disaster and it’s a sad truth. Moreover, the Geographically distributed Database Availability Groups are the primary mechanism displayed by Microsoft to protect Office 365-based Exchange Servers. They also provide regular backups of Office 365 servers. To know more about Microsoft’s retention policy, refer to the blog – Microsoft Office 365 Backup Retention Policy

But, Why is that?

This backup process for Office 365 performed by Microsoft is supposed to be used for their internal management only when any ruinous events like natural calamity occurs that lead to the wiping out of large volumes of data from cloud storage.

Also Read: Top 5 Smart Ways to Secure Office 365 OWA Email

We’re Sure You’re Wondering: Does Microsoft Backup Office 365?

A thorough look at the service level agreement accepted and agreed by Microsoft & their clients for Office 365 services addresses any time availability of your data and not recoverability. This clearly states Microsoft doesn’t take the guarantee to back up and protect your data, and it is eventually your own duty.

Microsoft does not backup Office 365

So, as it is pretty clear that you are responsible to protect your organization’s data,

Now let us discuss which is the best solution to Backup & Restore Office 365?

Why SysTools Software is Recommended for Backing Up Data?

This tool ensures that complete data in your Office 365 suite can be backed up and restored with a matter of simple clicks. The data in the cloud such as Outlook emails, OneDrive documents, etc. are stored separately and are considered as separate data only.

To perform a separate backup of all these categories is an almost impossible mission.

So, the effective method to backup all of them is to deploy a backup service that performs beyond what Microsoft offers in terms of Office backup & restore.

SysTools provides email backup & archiving solutions for Office 365 customized as per client requirements. This tool comes with the guarantee of complete data backup from Office 365, let it be Outlook emails, contacts, and calendars information.


A few feature highlights of this end-user self-service are:

  • User can save their IT time & lower the help desk costing
  • Find & restore  lost files & folders and other content from email, calendar, etc without any technical expertise required

Backup Options are available in SysTools Office 365 Backup & Restore Software

  • Outlook Backup
  • OneDrive Backup
  • Calendar Backup
  • Automated Daily Backup
  • Split large PST files for ease of backup
  • Selective Office 365 mailbox backup
  • Restore facilitates offered for safe Office 365 Mail, Calendar, & OneDrive
  • Point-in-time restore
  • Search based restore
  • Quick restore mailbox to Office 365

Use Software Steps to Answer – Does Microsoft Backup Office 365 Data?

Step 1. Run the software and go to the ‘Setup’ section. Choose ‘Office 365’ as the source and ‘Outlook’ as the destination. Here the emails will be saved in the pst file format.

Step 2. Scroll down and under the ‘Workload Selection’, click on ‘Email’, ‘Contact’, and ‘Calendar’ according to your requirements.

Step 3. You can apply the ‘Date Filter’ to download selective emails from the desired date range.

Step 4. Next, go to the ‘Source’ tab, and provide the ‘Admin Email’, and the ‘Application ID’.

Step 5. Perform a source permission verification by clicking the Validate button. After the required permissions turn green, press the Next button.

Step 6. Next, go to the ‘Destination’ tab and choose the ‘Backup folder path’.

Step 7. Perform the destination permission verification by clicking on the Validate button.

After the permissions turn green, hit the Next button.

Step 8. Next, click on ‘fetch users’ to list out the source users. Then, select the users whose data you want to download.

Step 9. Finally, Verify the necessary permissions and click on Start Backup to download all items from Office 365.

Note: If you do not backup Microsoft cloud data you are at high risk of data loss. Your business can have massive losses and downtime

For the simple reason that :

Microsoft does not provide a backup of your Office 365 data. There is no provision to recover accidentally or intentionally (malicious attack) deleted or corrupted data. The short life span of recycle bin and the item-level recovery options makes it really tough to perform point-in-time recovery of your valuable data.

Also, being the storage service provider, OneDrive is prone to many errors & threats including ransomware attacks. CryptoLocker invasion had raised a serious threat to various cloud service providers thus Microsoft also.

So, it is always advised :

To get a proper backup plan handy. SysTools can serve your needs better, so, contact [email protected] today for more information about your requirement.

Frequently Asked Questions –

Q – Does Microsoft backup Office 365 data in the local system?

A – No, Office 365 has no facility that keeps a backup copy of O365 on a local drive.

Q – Does my Office 365 Tenant need backup?

A – A backup file is required to prevent you from a data loss situation.

Q – Which is the best software for Office 365 backup?

A – Try the above-mentioned tool which costs only $ 5/user and provides a restore feature too.