Exchange Online Backup

NAKIVO Backup & Replication allows you to back up and recover Exchange Online data when you need it and how you need it. With NAKIVO Backup & Replication, you can take control of your Microsoft Office 365 data protection and ensure that your Exchange Online, SharePoint Online and OneDrive for Business data is safe and recoverable even in the event of hardware failures, human errors or natural disasters.

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Key Features at a Glance

Robust Backup

Robust Backup

Run incremental backups of Exchange Online mailboxes with their emails, attachments, contacts and calendars

Instant Recovery

Instant Recovery

Restore emails, folders, contacts or calendar items to a location of your choice with a few clicks

Compliance Searches

Compliance Searches

Locate and retrieve data in Exchange Online backups to fulfill e-discovery and compliance requests

Easy Scheduling

Easy Scheduling

Schedule Exchange Online backup jobs to automate routine tasks and reduce the risk of human error

Intuitive Management

Intuitive Management

Perform core activities via a user-friendly interface, with no need for extensive technical skills

Cost-Effective Scalability

Cost-Effective Scalability

Protect thousands of Microsoft Office 365 users with a single instance of NAKIVO Backup & Replication

Why Back Up Exchange Online with NAKIVO Backup & Replication

Efficient Backup

Since Microsoft does not provide a native backup tool for Exchange Online, use NAKIVO Backup & Replication to protect your mailboxes from accidental deletions and malware attacks. Use NAKIVO Backup & Replication to back up Exchange Online mailboxes to make sure that your data is always recoverable. As one of the most effective Exchange Online backup solutions, NAKIVO Backup & Replication performs incremental backups, copying only the data that has changed since the last backup. This allows you to reduce storage space requirements and increase backup speeds.

Flexible Recovery

Perform instant granular recovery of mailbox folders (such as Inbox, Important, Drafts, Starred, Calendar, Contacts and so on) or even individual emails, contacts and calendar items without recovering the entire Exchange Online mailbox first. All you need to do is find the backup in the repository, specify the recovery point, select the Exchange Online account and choose the items you want to recover. You can recover data to either the original location or to another Exchange Online mailbox. This way, you can restore any lost or accidentally deleted items within minutes and avoid disruptions to your operations.

On-Premises Storage

Store your Exchange Online backups on-premises to ensure your data is always accessible and available. Keeping backups in your local data center allows you to both offload the network for other critical operations and speed up the recovery processes. With all your backups stored in a single local repository, you can easily control your Exchange Online data protection and recovery. In addition, NAKIVO Backup & Replication can help you meet legal and regulatory compliance requirements for onsite data storage.

Advanced Scheduling

Schedule Exchange Online backup jobs in advance to save time on routine management. The Calendar dashboard lets you see all your past, current and planned jobs from a single point. You can check the amount of time each job took to complete in the past and the expected duration for the jobs in the future. The centralized view can help you optimize the workload distribution, prevent job overlaps and find windows for the future jobs. With your backup jobs properly scheduled, you can simplify data protection management, especially in large-scale infrastructures.

Exchange Online Backup

Backup Search Capabilities

The advanced search functionality in NAKIVO Backup & Replication enables you to find and retrieve data stored in your Microsoft Office 365 Exchange Online backups. With a centralized view of the backed-up mailboxes, you can quickly find the folders, emails, contact items and calendar items you need and save time. When you search for an email with a keyword, NAKIVO Backup & Replication starts searching for the matches in the email subject line, email body and email address. This functionality is particularly handy when identifying and delivering data required to let you fulfill e-discovery requests or meet regulatory or compliance requirements.

Flexible Data Retention

With NAKIVO Backup & Replication, you can keep data backups for any period that you need. You can create and retain up to 4,000 recovery points for each Exchange Online account. NAKIVO Backup & Replication relies on the grandfather-father-son (GFS) retention scheme: the oldest recovery point is deleted after the specified number of recovery points is exceeded. You can rotate your recovery points on a daily, weekly, monthly or yearly basis. This way, you optimize the storage space consumption while ensuring access to data over the period of time that you need.

How to Perform Exchange Online Backup and Recovery with NAKIVO Backup & Replication

Perform Incremental Backups

Run incremental backups of your Exchange Online accounts to ensure protection of the newest data while saving resources. Whatever the size of your infrastructure, Exchange Online users can be sending and receiving emails as often as every minute, and it is important to back up all the latest changes. Running full backups on a daily basis would be too resource-consuming. Incremental backups are a perfect alternative: the technology allows you to copy only the data that has changed since the last backup cycle. Such data is known as increments and can refer to the new Exchange Online folders, emails, attachments, contacts, calendar items and so on.

Create a Proper Retention Scheme

Make sure to create a well-planned backup retention scheme to cover all data versions that you might need. NAKIVO Backup & Replication allows you to keep up to 4,000 recovery points, rotating them on a daily, weekly, monthly and yearly basis using the grandfather-father-son (GFS) scheme. Gaps in retention policy are a frequent cause for data loss. Make sure to keep both recent backups for instant restores and old backups for long-term retention. Finally, a comprehensive chain of Exchange Online backups enables you to easily retrieve data required for e-discovery, compliance or regulatory purposes.

Keep a Copy of Your Data Onsite

The golden backup rule is to keep at least three copies of your data, that is, one production copy, one backup copy stored onsite and another copy stored on a different medium offsite. NAKIVO Backup & Replication allows you to create and store your Exchange Online backups on-premises. With the primary backup stored in your office, you gain full control of your data. Such an approach allows you to both speed up backup jobs and improve the recovery times. What’s more, you can perform the recovery even with a poor internet connection, which is not always possible with offsite backups.

Control Access to Backup Data

Assign roles to users within your infrastructure to control their permissions and access levels. Role-based access control (RBAC) allows you to set up a user’s access to features and resources of NAKIVO Backup & Replication. You can create a role that would include view-only, run-only, full access or custom permissions. On the one hand, the functionality allows you to prevent unauthorized access and protect your data from internal threats. On the other hand, the feature enables you to effectively distribute tasks and delegate work to other users or tenants in a multi-tenant environment.


Automate Your Routine Activities

Create a schedule of your backup jobs to automate routine backup tasks. With all your backup jobs properly scheduled, you can minimize the need for manual intervention and reduce the risk of human error. You can create a schedule via the Calendar dashboard, where you can see all your previous, running and planned jobs. Make sure your backup jobs do not overlap. Job overlaps can lead to network congestion and disrupt the performance of other processes, especially in large-scale environments. Check the expected duration for each job and allow enough time for this job to complete.

Run Instant Granular Recovery

Perform granular recovery to bring back an individual item, such as a mailbox folder (Inbox, Important, Drafts, Contacts, Calendar, among others) or individual emails, contact and calendar items. You don’t need to initiate a full-scale recovery of the entire Exchange Online account to access a specific item. Unlike full-scale recovery, granular recovery is nearly instant to complete. You can recover the object you need to either the original mailbox or to a location of your choice. With NAKIVO Backup & Replication, all you need to do is to choose the recovery point, browse the contents, find the item you need and specify the location you want to recover the item to.

Frequently Asked Questions

Do you need to back up Exchange Online in Microsoft Office 365?

Yes. Microsoft is only responsible for infrastructure maintenance and uptime, while data protection is the responsibility of users. If you only rely on Microsoft’s native methods of data retention, you may discover that the data you need to recover is permanently lost due to retention policy gaps or other reasons.

How many Exchange Online mailboxes can I protect?

You can protect thousands of Exchange Online accounts with a single deployment of NAKIVO Backup & Replication. NAKIVO pricing policy allows you to scale out on demand and satisfy the needs of your infrastructure as it grows. This way, you can pay for only what you are going to use. For more details on pricing and editions, see NAKIVO Backup & Replication Pricing and Editions.

Can I use NAKIVO Backup & Replication to retain former employees’ data?

Yes. After you delete an Exchange Online account, Microsoft keeps the associated data for 30 days before deleting it permanently. With NAKIVO Backup & Replication, you can regularly back up Exchange Online mailboxes, including folders, emails, contact items, calendar items and attachments, to ensure the data is recoverable whatever the status of the mailbox.

How does an Exchange Online Backup work?

When performing backup with NAKIVO Backup & Replication, you can reliably protect the mailboxes of Exchange Online users. NAKIVO Backup & Replication then sends newly created backups to a special SaaS Backup Repository for long-term data retention. With near-instant recovery, you can restore mailbox folders, contacts, calendar items or individual emails within minutes. You can restore the required items to either the original mailbox or to the location of your choice.

Can I deliver Exchange Online backup as a service?

Yes, NAKIVO Backup & Replications allows managed service providers (MSPs) to deliver Exchange Online backup as a service. You can create a multi-tenant environment and allow each tenant to perform specific Exchange Online backup and recovery activities. This way, MSP customers can run basic operations themselves, without the help of the service provider.

Do I need to back up Exchange Online data before migrations?

Yes. Migrating from an onsite Exchange Server deployment to a hybrid or cloud setup is a complicated and multistage process. Errors can lead to the loss of business-critical data, which is why backing up your Exchange Online accounts before starting the migration is a must.

“We selected NAKIVO Backup & Replication for Microsoft 365 to back up our mailboxes, and at the end of the migration process, we shall be protecting a total of 110 mailboxes. The possibility to recover entire mailboxes, selected files, and folders in case of user deletion is the main advantage that we see with Microsoft 365 backups.”
Lars Weimar, Head of IT at HAM Precision
“In NAKIVO Backup & Replication, we found a stable VM backup solution that lets us back up VMs faster and recover VMs in minutes, which is extremely helpful in order to keep our business operations available at all times.”
Steven Schmidt, System Administrator at One World Direct
“With NAKIVO Backup & Replication, the university saved time and money, while gaining peace of mind. I now spend the majority of my time not on backup administration, but on other IT-related tasks.”.
Edwardson A. Pedragosa Jr., Network Administrator at the Asia-Pacific International University
Boise cascade
“NAKIVO’s fast VM backup and VM replication keep our critical VMs running at all times. If our VMware VMs failed, we would only need a couple of minutes to recover with VM failover and failback.”
Noel Peden, Applications Development Supervisor at Boise Cascade
“With NAKIVO Backup & Replication installed on QNAP NAS, the backup is 2.5X faster! We found a professional solution that covers all our needs, saves money, and provides reliability.”
Mickaël Masquelin, IT Department Manager at the IEMN
“With NAKIVO Backup & Replication, every hour that we save on VM backup administration can be translated into cost savings. NAKIVO Backup & Replication is resource-efficient in terms of installation and configuration. NAKIVO Backup & Replication is just what we needed.”
Samuel Riley, IT Manager at MyoKardia