The Importance of Backing Up Your Office 365 Data

Over half of all data loss is caused by people inadvertently (or deliberately) deleting critical data. Over the last year, we have witnessed a significant increase in the number of organizations that have switched to Microsoft Office 365.

The Importance of Backing Up Your Office 365 Data
The Importance of Backing Up Your Office 365 Data

After all, this solution reduces the chances of having downtime, while still supplying everyday business necessities and papers. While certain fundamental safety precautions may be in place, sometimes users overlook the need for extra services to safeguard against data loss or data recovery solutions.

Why Is Backing Up Data A Necessity?

Data loss due to a disgruntled user which leads businesses losing crucial sales, marketing, customer, financial, and intellectual property data held in email and documents.

Taking a backup of your Office 365 data is no longer an option. It is a must!

Does Microsoft Office Have Backup?

Yes, Microsoft Office does provide its users with backup.

What are some of the risks of storing data without backing it up?

1. User error or malicious intentions:

  • Accidental Deletion: If users receive a notice that they are running out of space, they may clean the OneDrive files by deleting documents that are outdated or appear to be less relevant in order to free up space. They may also delete outdated emails that include critical data attachments. This type of data may be lost permanently unless Microsoft 365 data is backed up.
  • Malicious intentions: Employees who are dissatisfied with their jobs may destroy or erase crucial files. It is sometimes too late to revert or recoup harm by the time it is detected. In contrast, a Microsoft 365 backup system would include several iterations of the same file, making it easier to restore.
  • Removing duplicate files: Despite OneDrive’s collaborative features, employees produce duplicate files for a variety of reasons, such as sharing beyond their department or even outside their domain. When attempting to remove duplicates, they may inadvertently erase the original version of the file.

2. Malware and Virus Infiltration Through the OneDrive Sync Client:

Microsoft provides a program called OneDrive Sync Client for downloading and synchronizing your OneDrive files to a desktop – and vice versa.

Although you may use this capability to access, save, and sync your Microsoft 365 files and data from anywhere, there are certain risks connected with its use.

If your desktop becomes infected with malware or a virus, the OneDrive Sync Client – if set to sync immediately – might instantly infect your OneDrive files on the cloud, swiftly spreading and destroying your data.

3. Limitations of eDiscovery:

The Microsoft 365 eDiscovery tool is typically used for legal and litigation objectives, such as identifying and retrieving archived organizational data for use as evidence in court proceedings.

Despite the fact that you may establish holds and search for data in mailboxes and Sites, the eDiscovery tool is exclusively for archiving and recovering business data. Furthermore, it cannot be used to store, search for, or retrieve OneDrive data.

As a result, the Sync Client or a third-party program is your only alternatives.

4. Phishing and Ransomware Attacks:

They send a copied email with a virus attached to people of your organization, pretending to be an employee or a business contact. Even though virtually all of them recognize it as spam, all it takes is a single click by an unwary employee to infect the whole business!

The attackers encrypt your data after obtaining access and ask you to pay the ransom. The worst thing is that if you don’t pay by the deadline, they can delete all of your data. According to Bleeping Computer, a phishing attempt occurred via emails claiming to be “undelivered.”

When the recipients selected the “Send Again” button, they were sent to a phished web page that looked similar to the Microsoft login page. When the users attempted to log in, they unintentionally disclosed their passwords, resulting in an account breach.

5. Outage and Shutdown:

Disruptions in SaaS are more prevalent than you may expect. According to recent sources, Azure had a huge outage for two days in October 2020, preventing users from accessing their data. Similarly there are chances of data loss during complex migration tasks such as to migrate SharePoint from one tenant to another and sharepoint on premise to sharepoint online migration etc. Consider not being able to access any data during the outage.

So, unless you already have a Microsoft 365 backup solution in place, you cannot always assume your data to be accessible at all times simply because it is in the cloud.

Is there really a long-term remedy to Office 365 data loss?

The answer is yes! You can definitely prevent data loss.

As Office 365 evolves and adds new capabilities, it is only natural to develop a backup strategy to safeguard critical business documents and data. Office 365 Backup services provide an additional degree of protection that is readily integrated across many platforms and devices.

Furthermore, goods and services are constantly updated to keep up with the trends, allowing you to remain ahead of cyber dangers and data loss.

There are several online backup options available, for example, multiple cloud-to-cloud SaaS Backup solutions, which means they’re entirely cloud-based.

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