NAKIVO Backup for Microsoft Office 365

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.