Microsoft 365 Business Standard includes basic data protection features, such as file versioning, retention policies, and recycle bins, but it lacks comprehensive backup capabilities. For complete data protection, third-party backup options are often recommended.
Built-in backup solutions in Microsoft 365 Business Standard
OneDrive and SharePoint file recovery
- Version history:
- Allows users to view and restore previous versions of files stored in OneDrive or SharePoint.
- Retains versions indefinitely unless the organization sets specific policies.
- Recycle bin:
- Deleted files are stored in the recycle bin for up to 93 days before permanent deletion.
- Files can be restored directly by users or administrators.
Email recovery in Exchange Online
- Deleted Items folder:
- Emails moved to the Deleted Items folder are retained until manually deleted or the folder is emptied.
- Recoverable Items folder:
- Emails deleted from the Deleted Items folder are stored here for up to 30 days by default.
- Admins can extend the retention period to a maximum of 14 additional days (up to 44 days total).
Retention policies
- Data retention:
- Retention policies can be configured to preserve emails, files, and Teams messages based on business or compliance requirements.
- Policies ensure data is retained for specified durations even if users delete it.
- Litigation hold:
- Applies to mailboxes to prevent data deletion during legal investigations.
Ransomware recovery
- OneDrive ransomware detection and recovery:
- Alerts users to potential ransomware attacks and helps them restore files to a previous state.
- File restoration can recover all OneDrive files from the past 30 days.
Limitations of Microsoft 365 Business Standard’s built-in features
- No comprehensive backup: Microsoft’s retention and recovery features are not true backups but rather mechanisms for recovering recent or specific data.
- Limited retention periods: Deleted items and recovery options are time-limited, potentially leaving gaps in long-term data protection.
- No granular restores: Built-in tools do not support advanced recovery, such as point-in-time restores for entire mailboxes or SharePoint sites.
- No protection against accidental configuration changes: Admin errors, such as deleting accounts or changing retention policies, can lead to data loss.
Third-party backup solutions for Microsoft 365
To ensure comprehensive data protection, businesses often use third-party backup services. These solutions provide additional features like long-term storage, granular restores, and enhanced security.
Recommended backup solutions
- Veeam Backup for Microsoft 365:
- Provides backup and recovery for Exchange Online, OneDrive, SharePoint, and Teams.
- Supports flexible retention and point-in-time restores.
- AvePoint Cloud Backup:
- Offers automatic daily backups and fast restores for Microsoft 365 data.
- Includes comprehensive reporting and monitoring.
- Datto SaaS Protection:
- Provides continuous backups and advanced recovery options for Microsoft 365 data.
- Protects against accidental deletions, ransomware, and compliance breaches.
- Barracuda Cloud-to-Cloud Backup:
- Offers unlimited backups for emails, files, and Teams data.
- Allows admins to restore individual items or entire mailboxes and folders.
Best practices for data backup in Microsoft 365 Business Standard
- Use third-party tools: For complete data protection and compliance, implement a third-party backup solution.
- Review retention policies: Configure retention policies to ensure critical data is preserved.
- Train users: Educate employees on data recovery options to minimize accidental data loss.
- Monitor backups: Regularly verify that backups are running successfully and data is recoverable.
Conclusion
Microsoft 365 Business Standard offers basic recovery options, such as version history, recycle bins, and retention policies, but these features may not meet the needs of businesses requiring comprehensive data protection. Third-party backup solutions provide the advanced capabilities needed for long-term data security and compliance.
Need help selecting or implementing a backup solution for Microsoft 365? Medha Cloud provides expert guidance to secure your business data.
