NAKIVO Backup for Microsoft Office 365
NAKIVO Backup & Replication delivers reliable and flexible protection for Microsoft Office 365 to ensure that your mission-critical data is accessible and recoverable at all times. Use NAKIVO Backup for Microsoft Office 365 to back up your Exchange Online mailboxes and accounts, and restore what you need, when you need it.
After an initial full backup, Microsoft Office 365 backups are incremental and only new objects are backed up. This results in faster backups and lower storage space requirements.
Improve your Microsoft Office 365 data safety and accessibility with offline backups of your Exchange Online accounts or individual mailboxes stored on-premises.
Long-Term Backup Retention
You can keep up to 4,000 recovery points for your Microsoft Office 365 backups. Rotate them on a daily, weekly, monthly, and yearly basis to preserve mission-critical data for as long as you need.
You easily browse, search, read, and recover Exchange Online objects from on-premises backups. You can recover objects to the original mailbox or to a custom one.
Getting Started with NAKIVO Backup for Microsoft Office 365
Watch the short video to learn more about this functionality and get started with Microsoft Office 365 backup.
Why protect Microsoft Office 365 data with NAKIVO Backup & Replication
Fast and Flexible Backup
NAKIVO Backup & Replication allows you to back up your Exchange Online data to onsite storage. You can protect entire Exchange Online accounts with mailboxes and emails. By doing that, you enable automated backups of new mailboxes. Alternatively, you can choose individual mailboxes (along with emails and attachments) to back up. By default, Microsoft Office 365 backups are incremental after an initial full backup, copying only new items. This approach speeds up the backup process and saves disk space.
Advanced Scheduling Options
With NAKIVO Backup & Replication, you can schedule Microsoft Office 365 backup jobs to run automatically based on your data protection policy instead of running them ad hoc. The Calendar Dashboard offers a clear overview of your backup jobs, displaying all your data protection activities, including past, current and future Microsoft Office 365 backup jobs. This allows for more informed planning of your backup activities so you can optimize backup windows, avoid job overlaps and mitigate potential network congestion.
Compliance Searches in Backups
NAKIVO Backup & Replication offers advanced search capabilities to help you find exactly what you need and quickly retrieve it from your backups. Whether you need to provide information to meet regulatory compliance requirements or to fulfill e-discovery requests, the centralised view of your Microsoft Office 365 backups makes it easy to locate and retrieve the necessary data by browsing your local backups of Exchange Online accounts and mailboxes. When you enter a keyword, the software performs searches for emails in your Exchange Online backups in the email subject line, email body and email address.
User Access Controls
Data loss and corruption can be caused by hackers or cybercriminals as well as inexperienced users or disgruntled employees. With role-based access control (RBAC) in NAKIVO Backup & Replication, you can enhance the security of your Microsoft Office 365 backups by easily managing and monitoring all the users and user groups as well as their roles from a single pane of glass. For maximum efficiency, granularly control who can access your backups, what actions your employees can perform with available data, and how the responsibilities should be distributed among IT staff.
Flexible Granular Recovery
NAKIVO Backup & Replication offers flexibility when it comes to recovery of lost or corrupted Microsoft Office 365 data: choose what you want to restore and how to restore it. Recover mailbox folders (such as Inbox, Important, Drafts, Starred, etc.) or individual emails directly from backups. With granular object recovery, you don’t have to perform a full recovery of an entire Exchange Online account to recover what you need. Just choose the recovery point, browse the contents, choose the item and recover it to the original location or to another account.
Accessible Offline Backups
Use NAKIVO Backup & Replication to maintain a copy of your Microsoft Office 365 data offline and on premises. With offline backups of your Exchange Online mailboxes and emails, your data is safe from cyber security threats. In addition, with onsite Microsoft Office 365 backups, you gain full control over your data. If any Exchange Online data is lost or corrupted, you can recover what you need as soon as you need it. If an account is compromised, just choose the version you need and restore the items to the original mailbox or a custom location.
Intuitive Web Interface
Core data protection activities, such as backup or recovery of Exchange Online mailboxes or emails, do not have to be complicated or require extensive technical skills. NAKIVO Backup & Replication provides you with a simple web interface, making it easy to manage Microsoft Office 365 backup and recovery processes from a single pane of glass. Ensure effortless Microsoft Office 365 backup administration without having to spend a lot of time and resources on training staff on how to use the solution. Accessible anytime and anywhere, the interface was designed with ease of use and flexibility in mind.
Customizable Data Retention
With NAKIVO Backup & Replication, you can set up flexible retention policies that give you full control of your Microsoft Office 365 data. With up to 4,000 recovery points that can be rotated daily, weekly, monthly or yearly, you can store your Exchange Online backup data for as long as you need to in the repository. With the proper retention policy, you can optimize storage space consumption while ensuring that you can go back in time to retrieve required data.
What you get with NAKIVO Backup & Replication for Microsoft Office 365 backup
Greater Data Safety
With NAKIVO Backup for Microsoft Office 365, you can protect your application data and eliminate the risks of data loss or corruption. Take full control of your data with reliable backups of Exchange Online mailboxes, mailbox folders or emails. Although Microsoft maintains nearly uninterrupted uptime for Microsoft Office 365 users, its responsibility for your data doesn’t go beyond geo redundancy, which is not the same as backups. Whether it’s accidental deletion or modification, or internal or external security threats, NAKIVO Backup & Replication ensures that your data is accessible and recoverable at any time.
The intuitive web user interface of NAKIVO Backup & Replication simplifies the administration of your Microsoft Office 365 backup and recovery jobs. Easily manage your Microsoft Office 365 data protection activities, without spending any time or resources on training your IT staff. To start backing up Exchange Online accounts and mailboxes, add them to the inventory, create a Backup Repository and run a job to start the backup process. Similarly, you can easily run granular recoveries of the items you need. The software is as simple and easy to use as it is to deploy.
Quick and Easy Access to Data
With your Exchange Online backups stored on premises, you get three major advantages.First, on-premises backups are easily accessible and readily available which can significantly improve recovery times of your emails or mailboxes. Second, the hardware for an on-site backup infrastructure is a one-time investment and you don’t have to pay monthly fees as with cloud storage. Third, you can send your backups to removable media which can be transported to a secondary site for advanced backup safety.
Cost-Effective and Scalable
NAKIVO Backup & Replication delivers the scalability required by a rapidly growing infrastructure. With NAKIVO Backup for Microsoft Office 365, protect up to 20,000 Exchange Online mailboxes with a single deployment of the software. You can easily adapt to changing needs in your environment without making any significant modifications in the existing setup, which allows you to reduce the cost implications of infrastructure growth. What is more, NAKIVO Backup for Microsoft Office 365 is licensed per user and can be combined with any edition and license type, meaning that you only pay for what you need.
In addition to running backups ad hoc by manually launching jobs, the scheduling functionality of NAKIVO Backup & Replication allows you to adopt a set-it-and-forget-it approach. Once you create a backup schedule, there’s little manual intervention needed. The built-in Calendar Dashboard provides you with a bird’s-eye view of all of your past, current and future data protection jobs. This tool helps you avoid job overlaps and network congestion, which could otherwise affect the performance of your infrastructure. With the routine data protection workflow automated, administrators can redirect their time and attention to other IT-related tasks.
NAKIVO Backup & Replication offers multiple recovery options for Microsoft Office 365 backups. With regular backups of your Exchange Online data and the ability to retain up to 4,000 recovery points, you can roll back to a specific point in time and recover the version of your data that you need. In addition to this flexibility in recovering different versions, you get granular recovery so you are able to retrieve only the email or folder that you need without recovering an entire account. Browse a backup and recover the items you need to the original or a different mailbox.
Improved RTOs and RPOs
NAKIVO Backup & Replication helps you meet both the recovery time objectives (RTOs) and recovery point objectives (RPOs). You can run backup jobs as often as every minute for the purpose of achieving lower PROs. The ability to recover an Exchange Online account, folder or email without restoring the entire backup first lets you improve your RTOs. This, in turn, helps you nearly entirely eliminate the disruptions in your business continuity, which is especially important for companies that are striving to deliver their services on a continuous basis.
NAKIVO Backup for Microsoft Office 365 allows you to meet regulatory compliance requirements and fulfil e-discovery requests with the comprehensive search capabilities of Exchange Online backups. You can perform searches in your backups of mailboxes and emails based on keywords in the subject line, email body or email address. These searches are fast, allowing you to promptly provide the requested information. Having your data reliably backed up protects you from internal security threats: an employee is unable to delete an email to hide its incriminating content from legal departments or human resources.
How to ensure that your Microsoft Office 365 is safe and recoverable with NAKIVO Backup & Replication
Perform Incremental Microsoft Office 365 Backups
With the daily flow of emails, Exchange Online accounts need to be backed up regularly with all their emails and attachments. Performing full daily backups is time-consuming and resource-intensive, using a lot of storage space, especially in large environments. With NAKIVO Backup & Replication, Microsoft Office 365 backups are incremental by default, that is, previously backed-up data is skipped and only new objects are copied and added to the storage. As you have much less data to back up, incremental backups are faster, take up less storage space and produce less network load than full backups.
Adopt the Right Backup Rotation Scheme
After each incremental Microsoft Office 365 backup, a recovery point is created representing a version of your data at a specific point in time. By defining a backup rotation scheme, you maintain the lifecycle of these recovery points. This way, you save storage space as expired recovery points are replaced with newer ones. With up to 4,000 recovery points per Exchange Online mailbox, the points can be rotated daily, weekly, monthly and yearly using the grandfather-father-son (GFS) scheme. This ensures that you always have access to your Exchange Online data while saving storage space costs.
Limit Access to Microsoft Office 365 Backups
Sometimes, the main threat to data safety is on the inside. Whether this internal security threat is an unintentional file deletion by an inexperienced user or a malicious attack by a rogue employee, you can improve the security of your backup and recovery activities by restricting access and actions to users in the UI. With role-based access control (RBAC), you can create multiple user roles and assign a set of specific access permissions to each of them. This way, you can manage who can run Microsoft Office 365 backup and recovery activities and to what extent.
Scale Up On Demand
As your business grows and the number of employees increases, your Microsoft Office 365 backup needs change as well. So, you need a flexible backup and recovery solution that can be scaled to protect your Microsoft Office 365 environment. NAKIVO Backup & Replication can be easily scaled up (or down) to protect anywhere from 10 users up to 20,000 users per one software deployment. With NAKIVO Backup for Microsoft Office 365 licensed on a per-user basis, you only pay for what you need.
Schedule Backup Jobs in Advance
Backup administrators are faced with the difficult task of ensuring that backups are always up to date. You can automate Microsoft Office 365 backup activities with the advanced backup job scheduling features in NAKIVO Backup & Replication. The Calendar Dashboard offers a unified view of your past, current, and future backup jobs. You can see job durations in the past and estimates for the future, and resolve any potential job overlaps. With this information at hand, you can easily schedule Microsoft Office 365 backup jobs to run as often you need for maximum efficiency.
Choose Granular Recovery
When an Exchange Online email or folder is accidentally or intentionally deleted, full recovery can be time consuming. What you need is granular recovery to restore only the mailbox folders or emails that you need. NAKIVO Backup for Microsoft Office 365 allows you to recover Exchange Online objects directly from backups to the source location or selected Exchange Online account. With the intuitive web user interface, you can select a Microsoft Office 365 backup and recovery point, browse through the contents and locate the item you want to recover for fast and smooth recoveries.
Ensure Regulatory Compliance
Although electronic data is more accessible and easier to browse, searching and browsing this data are not always optimized, especially in data protection software. NAKIVO Backup & Replication delivers advanced search capabilities for Microsoft Office 365 backup data, giving you the upper hand in the course of legal proceedings or when you are requested to submit data for inspections. Easily browse through the Exchange Online backups to locate and retrieve the data you need in a matter of minutes. Keep an eye on your business data to stay away from unwanted fines, penalties and legal disputes.
Keep a Copy of Your Data on Premises
If you are concerned about losing control over your Microsoft Office 365 data, the best approach is to ensure that you have access to your Exchange Online accounts and mailboxes at all times by backing them up. With NAKIVO Backup & Replication, you can perform Microsoft Office 365 backups regularly and store these backups on premises for accessibility and immediate recovery. With all your Exchange Online data in one place, you gain centralized control of data and ensure that you can recover any missing email or mailbox whenever you need it.
Discover how Microsoft Office 365 Backup & Recovery works in NAKIVO Backup & Replication
To better understand the capabilities of NAKIVO Backup & Replication, download the Free Trial with all the features, without restrictions, and try the solution in your environment.
The Source page displays the list of Microsoft 365 or Exchange Online accounts available for backup in the left pane. The selected accounts appear in the right pane. Items can be rearranged to change backup priority.
On the Destination page, choose a storage location for your backup. Expand Advanced options to back up items in the selected accounts to different locations. Create a backup repository prior to starting a job.
NAKIVO Backup & Replication Licensing
With the pricing model of NAKIVO Backup & Replication, you only pay for what you need.
NAKIVO Backup for Microsoft Office 365 is licensed per user at $0.75 user/month for a 3-year subscription. You can purchase the license together with any edition of NAKIVO Backup & Replication – Basic, Pro Essentials, Enterprise Essentials, Pro, Enterprise, or Enterprise Plus. In addition, the NAKIVO Backup for Microsoft Office 365 license can be combined with any license type – Perpetual or Subscription.
Subscription licenses for Microsoft Office 365 backup and recovery include 24/7 Support. Our support service engineers are always ready to assist you.
Why Download the Free Trial?
Download the full-featured Free Trial and see NAKIVO Backup & Replication in action:
- Get an all-in-one solution for backup, replication, granular recovery and disaster recovery.
- Deploy on a NAS device (ASUSTOR, QNAP, Western Digital, Synology, NETGEAR or FreeNAS) to create a powerful backup appliance.
- Set policy-based rules to automate the protection of virtual, cloud, physical and SaaS environments.
- Keep backup data on-premises, remotely, in the AWS/Azure clouds or on tape.
- Automate and orchestrate disaster recovery workflows with Site Recovery to achieve better RTOs and RPOs.
- Instantly recover files, folders, VMs and application objects.
- Save on storage costs with backup size reduction features: deduplication, compression, Exchange and SQL log truncation, and omission of swap files.
- Verify recoverability of your backups and replicas to make sure they are available whenever you need them.
- Boost backup speed by up to 2 times with network acceleration and LAN-free data transfer.
How NAKIVO Backup & Replication helps you resolve Microsoft Office 365 data protection challenges
Retaining Former Employees’ Data
After deleting the Microsoft Office 365 account of an employee who has left your organization, Microsoft only stores the data associated with that account for 30 days before deleting it. However, your organization may need to access a former employee’s data in the future for regulatory compliance purposes or to fulfill legal requests for information. Use NAKIVO Backup for Microsoft Office 365 to back up Exchange Online mailboxes regularly to ensure that you can recover your data when you need to whatever the employee’s status. If an employee does leave the company for any reason, you will have a copy of their mailbox, including emails and contacts, that you can access whenever you need. Moreover, with NAKIVO Backup & Replication, you get granular recovery, allowing you to restore individual emails as well as entire mailboxes. Search and browse the backup versions and recover only the items you are looking for.
Preserving Data During Migrations
Migrating from an on-premise Exchange Server setup to a hybrid or purely cloud Exchange Online deployment offers businesses greater operational efficiency. But it also poses significant data loss risks. Migrations are multistage processes in which administrators must carefully track the status of every user and mailbox. Any mistake or disruption exposes businesses to losing critical business data. Use NAKIVO Backup for Microsoft Office 365 to establish fail-safe mechanisms during migrations. NAKIVO Backup & Replication supports backups for both Exchange Server machines and Exchange Online. If at any point, during or after the migration, administrators learn that data has been lost in the process, they can rapidly restore the items from the backups. Once the migration has been completed, repurpose the backups to ensure regulatory compliance and protect against security threats.
Ensuring Business Continuity
Accidental deletions, rogue administrators and external threats expose data to loss, theft and ransomware attacks. These unwanted risks and threats can lead to operational disruptions and reputational losses for businesses. While the loss of personal data can irrevocably weaken customer trust, Microsoft Office 365 offers limited functions to address these issues. By backing up Microsoft Office 365 app data, you build an effective disaster recovery plan and ensure business continuity. Create multiple backups stored on different devices to establish resiliency. Then, if data loss occurs, rapidly restore entire mailbox folders or individual objects directly back to the source. You can also mitigate the risk of rogue administrators by configuring role-based access control (RBAC) to limit users’ access.
Managing Mailbox Limits
Microsoft Office 365 imposes limits on mailbox size depending on the plan. Additional shared mailboxes and archive mailboxes consume extra storage. Yet, with large volumes of data, mailboxes are bound to use up all the available space eventually. This may lead employees to delete emails to free up space. This deleted data is not recoverable after a limited time period. Address this problem by creating mailbox backups for long-term storage and future restoration. This serves two purposes. First, backups ensure that Exchange Online data is protected against accidental deletion, ransomware attacks and insider threats. Secondly, users can delete emails from the user mailbox to clear space, safe in the knowledge that secure backups exist. If the need for old emails suddenly arises, employees can rapidly restore the necessary data. Microsoft Office 365 backups can be stored indefinitely, guaranteeing that your data is available whenever it is needed.
Delivering Backup as a Service
Managed service providers (MSPs) can add Microsoft Office 365 backup and recovery services to their existing services portfolio. While large corporations may want to delegate data protection activities to specific branches to maintain flexibility and short recovery times. With the multi-tenancy functionality in NAKIVO Backup & Replication, both these scenarios can be implemented successfully. Use the multi-tenant setup to create isolated environments (tenants) within a single software deployment. This setup simplifies data protection management for tenants and offers centralized control and visibility for administrators. Routine Microsoft Office 365 backup and recovery tasks can also be offloaded to business units or customers. The role-based access controls (RBAC) feature allows administrators to assign specific roles to tenants. Minimize costs by scaling your user subscription base to suit shifting client portfolios or new expansions.
Retaining Data for Compliance
Businesses retain data for regulatory compliance and for potential legal proceedings. Most data protection laws focus on transparent consumer data use and financial reporting and stipulate how long data should be stored. Microsoft Office 365 addresses legal compliance with the native Litigation Hold feature, which freezes a mailbox to prevent its deletion. However, if a regulatory body or court requests previously deleted data, Microsoft Office 365 offers no functionality to protect a business from penalties. The best way to ensure compliance with laws and regulations is by backing up Exchange Online mailboxes with NAKIVO Backup for Microsoft Office 365. Store these backups onsite or offsite according to local legislation.
Frequently Asked Questions
Do I need to back up Microsoft Office 365 applications?
Yes. Although Microsoft Office 365 offers version history and limited data retention that can protect your data from user errors, these features do not amount to backup and recovery. You need a dedicated backup solution to protect your data against accidental deletions, ransomware and other threats, and to ensure compliance with regulations.
Do I need to back up Exchange Online data?
Yes. Microsoft Office 365 only stores deleted Exchange Online mailboxes and emails for a limited time before permanently purging them. This is useful to recover accidental deletions within that time period, but it doesn’t provide long-term retention. With an Exchange Online backup, you can quickly recover from data loss or corruption and maintain business continuity.
What are my responsibilities as a Microsoft Office 365 user?
Microsoft is only responsible for maintaining its physical and virtual infrastructure. As a user, you are expected to take care of Microsoft Office 365 data protection with a backup and recovery solution, respond to external and internal risks and threats and ensure long-term data retention for legal and compliance purposes.
Where are my Microsoft Office 365 backups stored?
Before backing up your Microsoft Office 365 data, you must create a Backup Repository in NAKIVO Backup & Replication to store backups and metadata.
How does licensing for NAKIVO Backup for Microsoft Office 365 work?
NAKIVO Backup & Replication for Microsoft Office 365 is licensed on a per-user basis. A license for Microsoft Office 365 backup can be combined with any edition (Basic, Pro Essentials, Enterprise Essentials, Pro, Enterprise, or Enterprise Plus) and purchased with any license type (perpetual or subscription). Microsoft Office 365 subscription licenses include one year of 24/7 Support.
Can I work with mailboxes during a running backup job?
Yes. As a user, you have complete access to Exchange Online features while a Microsoft Office 365 backup is running. NAKIVO Backup & Replication keeps the backup process invisible to prevent any disruptions in your production environment. This allows scheduled backups to happen in the background without affecting application availability or performance.
How long is Microsoft Office 365 backup data retained?
There is no limit to how long a user’s data can be retained. Each time NAKIVO Backup & Replication backs up Microsoft Office 365 accounts or mailboxes, it creates a recovery point. Each recovery point represents a different version of your data at a point in time. This gives you flexibility for granular recovery.
How many Microsoft Office 365 users can be protected?
A maximum of 20,000 users can be protected by a single deployment of NAKIVO Backup & Replication. Each order must have a minimum of 10 users. Organizations are charged on a per-user basis. Easily scale up the number of users to keep Microsoft Office 365 data protected as your business grows.
How often can I run backups in NAKIVO Backup & Replication?
You can run Microsoft Office 365 backup jobs as often as every minute either ad hoc or automatically. You have various scheduling options to automate backups to run monthly, weekly, daily or even every few minutes. Organizations should first assess their operational requirements, define desired RTOs and RPOs, and then choose their backup frequency.
Is NAKIVO Backup for Microsoft Office 365 available in the Free Trial?
Yes. You can download the 15-day Free Trial of NAKIVO Backup & Replication with the complete set of features and full functionality. The trial not only includes all the capabilities for comprehensive data protection of virtual, physical, cloud and SaaS environments.
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