How often should you back up Microsoft 365?
Microsoft 365 should be backed up regularly based on how business-critical the information is and how often data changes. For most organizations, daily backups of Exchange, SharePoint, OneDrive, and Teams are recommended to reduce the risk of permanent data loss due to deletion, ransomware attacks, or technical failures.
Factors affecting backup frequency
The frequency of backups depends on the business needs, risk level and regulatory requirements.
The rate of change of data
If large amounts of emails and files are created daily, more frequent backups than once a day may be necessary.
Business-critical information
Sensitive documents, contracts and financial data often require a higher backup frequency.
Industry requirements and compliance
Some industries have legal requirements that affect how often backups and archiving should take place.
Ransomware protection
Regular backups reduce the impact of attacks by enabling restoration to an earlier version.
Recovery targets (RPO/RTO)
The organization’s requirements on how much data loss is acceptable determine how often backups should be taken.
External backup solution
Third-party solutions can offer automated and more frequent backups than standard settings.
Test of recovery
Regular verification ensures that the backup actually works when needed.
Recommended guidelines
- Daily backup: Recommended as standard for most businesses.
- Several times a day: For organizations with a high rate of change.
- Automated backup: Ensures continuity without manual steps.
- Combine with retention: Protects data according to current policy requirements.
- Test recovery regularly: Verify that data can be recovered correctly.
Related questions
Is backup included in Microsoft 365?
Microsoft 365 has built-in retention, but full external backup often requires a third-party solution.
What is the difference between retention and backup?
Retention preserves data according to policy, while backup creates a separate copy for recovery.
How to protect data against ransomware?
Through version history, retention policies and regular external backup.
How long should backups be kept?
It depends on the requirements of the business, but many companies choose several years of storage for security.
Where are backup settings managed?
In the backup provider’s administration portal and in Microsoft 365 Admin Center.
