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5 Crucial Reasons to Backup your Microsoft Office 365 Today
Editorial Team |
September 4th, 2021 |
Here are few queries by business users: –
Why Should You Backup Your Office 365?
The Comprehensive Guide to Backing Up Your Office 365 Account
How to Backup Your Office 365 Account in a Cost-Effective Way?
Office 365 has become the go-to choice for businesses for data management and communication. Over one million companies globally use Office 365 software. However, data is generally not stored anywhere else except the users’ accounts. And with data breaches getting common, businesses are always at risk of losing potentially critical information.
Between 1st January 2020 and 30th September 2020, 36 billion records were exposed. Even though cloud providers are integrating advanced security systems, there is no foolproof way to prevent breaches if you store data online. Also, if you fall victim to a cyberattack, you might not be able to recover the data.
If this was not enough to convince you, here are some more reasons to backup your Office 365 today:
1. Prevention of Data Loss
Most data losses happen because of human error. Studies indicate that 25% of data loss happens because of human error. There could be different reasons why an employee deletes a file from Office 365:
Deleting files to save storage
Removing duplicate files
Whatever be the reason, the loss will be yours. Office 365 backup helps eliminate this issue by storing a copy of your account.
2. Outage and Shutdown
Outages are inevitable. On 15th March 2021, a worldwide outage impacted Microsoft services, including Azure, Teams, and Dynamics 365. It was the second major outage for Microsoft within three weeks.
Imagine being unable to access your data during the outage. You can obviously not make your client wait for the information they need.
Offline backup helps manage outage and shutdown issues by enabling you to access important data anytime, irrespective of the internet connection.
3. Better Email Retention
When someone leaves your organization, your IT administrator would usually take a backup of their account and reuse the license. However, you might not be able to restore the data into another Office 365 account with the same sharing permissions.
On the other hand, a good Office 365 backup provider can let you restore data without affecting the sharing permissions. You can even migrate data from one Office 365 account to another Office 365 account without any hassle, usually the manager’s account, for easy access.
4. Cost Savings
While a backup tool is an investment in itself, it can help you save thousands of dollars (if not millions) in the long run. According to IBM, the average cost of a data breach is $4.24 million in 2021.
Even if there is no ransomware attack, you can incur huge costs when data is permanently lost, deleted, or corrupted. But that’s not it. A lost or stolen device can also cost you thousands of dollars.
For instance, EMC and Hartford hospital had to pay $90,000 for a stolen laptop consisting of medical data of 8,333 patients.
This makes it imperative to backup Office 365 data in different places so that you can recover it as and when required.
5. Helps Mitigate Legal and Compliance Risks
Litigation claims can be unpredictable. And when they hit, you should be prepared with all the data. Again, you can backup your data using Office 365’s built-in features, but what if a dishonest employee deletes that too? Or you run out of storage?
Since Office 365 is not designed to restore lost data, your legal issues might get complicated (even when you’ve not broken any law). However, if you have a backup of every single Office 365 account of your organization, things can get easier. You can show you’re on the right side (with data). Plus, it ensures you are meeting data retention guidelines for litigation holds and standard compliance.
How to Backup Your Office 365 Data?
While Office 365 offers backup options, it is not as robust as one might think. Besides, relying on a single solution (for both service and backup) puts your organization at a greater risk of data loss or downtime.
Therefore, it is advisable to use a solution that offers multiple ways to save your data. For instance, Office 365 Backup Tool allows you to:
Save Office 365 data to PC and hard disk while retaining the same folder structure.
Export Office 365 Mailbox to Exchange Server, Outlook.com, Yahoo, Gmail, Thunderbird, AWS, and IMAP.
Create Office 365 backup on multiple file formats, such as PST, MBOX, EML, MSG, PDF, HTML, DOC, and EMLX.
Take a bulk backup of the Office 365 account at once.
Migrate Office 365 account data to another Office 365 account.
Besides, Office 365 Backup Tool allows you to save the entire account, including emails, contacts, calendars, and appointments. It also retains the same folder structure, making it easier to find necessary data.