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Why Use SharePoint Online Backup
NAKIVO Backup & Replication ensures that your Microsoft Office 365 data in Exchange Online, OneDrive for Business and SharePoint Online is protected from a wide range of threats and available whenever you need it. Use the Backup for Microsoft Office 365 functionality to create incremental backups of your Microsoft Office 365 SharePoint Online sites, and store those backups locally. As your workforce interacts and collaborates seamlessly online, you remain prepared for any potential data loss event, whether accidental data deletions, internal security breaches or malware attacks. With NAKIVO Backup & Replication, your data is always recoverable as soon as you need it.
Swift and Flexible Recovery
With backups of your SharePoint Online and other Microsoft Office 365 data stored locally, you are in control of your data. Use NAKIVO Backup & Replication to perform granular recoveries of document libraries and lists directly from local backups of your SharePoint Online sites. With up to 4,000 recovery points, you can perform flexible point-in-time restores of the items you need, when you need them. Recovery is simple and almost instant to the original or different site within the same Microsoft 365 admin account. Simply choose the recovery point, select the SharePoint Online site, and recover the items that you need.
The search functionality in NAKIVO Backup & Replication helps you find and retrieve what you need in minutes. With 4,000 recovery points to choose from and terabytes of data, browsing for that single item in a chain of backups from the previous year is simply impractical. Whether you need the data to meet regulatory compliance requirements or to fulfill e-discovery requests, just choose the recovery point and use the search box to find the item by its name. What’s more, the centralized view of your Microsoft Office 365 backup data makes it easy to find and retrieve OneDrive for Business, Exchange Online, and SharePoint Online backup items.
In NAKIVO Backup & Replication, you can schedule backups to run at specific times and save time on routine backup administration. View and manage all your past, current and planned backup jobs in the Calendar dashboard. You can see how much time the previous backup jobs took and check the expected duration of the future jobs. This centralized view of your data protection activities helps you optimize workload distribution, prevent job overlaps and find windows for the future jobs. With your backup jobs properly scheduled, you avoid retention gaps and simplify data protection management, especially in large infrastructures.
Flexible Retention Policies
NAKIVO Backup & Replication allows you to create retention policies for your backups depending on the type of data you’re dealing with and your needs. You can retain up to 4,000 recovery points for each SharePoint Online backup. To ensure that your backups do not consume too much space, NAKIVO Backup & Replication uses the grandfather-father-son retention scheme, rotating the recovery points on a daily, weekly, monthly and yearly basis. When the specified number of recovery points is exceeded, the earliest one is deleted. By optimizing storage space consumption, you can keep both recent backups for quick recoveries and data archives for compliance purposes.
How to Improve SharePoint Onlline Backup and Recovery with NAKIVO Backup & Replication
Perform Incremental Backups
Make sure the size of your backups is small to save on storage space requirements, produce less load on your network and minimize data loss. To achieve this, choose data protection solutions that support incremental backups. NAKIVO Backup & Replication performs incremental backups by default, meaning that only data that has changed since the previous backup session (that is, increments) is copied. Incremental backups also facilitate creating backups more frequently, thus reducing the risk of data loss. With data in Microsoft Office 365 SharePoint Online constantly changing, you need regular daily backups to retain full control over your data.
Limit Access to Backups
Make sure that your Office 365 SharePoint Online backups are only accessible to authorized employees to avoid unintentional errors and internal security threats. NAKIVO Backup & Replication allows you to assign roles to users within your infrastructure and grant them task-specific permissions. With role-based access control (RBAC), you can control the permissions and access levels of employees and this way protect your data from internal threats. You can enable view-only, run-only, full access or custom permissions for a user’s role. For example, you can grant a user the right to run recoveries, but limit access to all other operations.
Create a Proper Retention Policy
Make sure to create a comprehensive retention policy to ensure that all online data vulnerabilities are addressed. With NAKIVO Backup & Replication, a recovery point is created after every successful backup to allow you to perform point-in-time restores of any corrupted or deleted items. Define your own retention policy by setting the number of recovery points that you want to keep, and rotate them on a daily, weekly, monthly and yearly basis. This way, you can keep both older data for compliance purposes and more recent data for instant recoveries without letting backups consume too much space.
Control Bandwidth Consumption
Create bandwidth rules to control how much WAN/LAN bandwidth your backup jobs can consume. Backups are resource-intensive processes that are best performed during nonbusiness hours, which is, however, not always possible. The Bandwidth Throttling feature in NAKIVO Backup & Replication can help you prevent backup jobs from consuming all available bandwidth and affecting your production operations. When applied to a job, the bandwidth rule doesn’t let this job exceed the limit you specify. This way, you can set backup jobs to run at any time without letting them disrupt the concurrent processes.
Carefully Schedule Backup Jobs
Create a schedule of your backup operations to make sure that jobs are running the moment when your network is least busy. Prevent jobs from overlapping to avoid processing conflicts and network overloads. The best time to perform a backup is during nonbusiness hours. In addition, a thought-out schedule of backup jobs can help you reduce the need for manual intervention. Performing routine backup jobs manually is a time-consuming and error-prone process that should be optimized. NAKIVO Backup & Replication allows you to schedule backup jobs to start at a specific time automatically.
Store Backup Files Onsite
Ensure that you have access to your SharePoint Online data at all times by backing it up and storing the backups locally. With NAKIVO Backup & Replication you can perform regular backups and store them in a local folder for availability and almost instant recovery. With all your Microsoft Office 365 backups stored in a single local repository, you gain centralized control over your data and ensure that you can recover missing or corrupted emails, files, folders, lists and document libraries whenever you need them. Local storage also helps you meet legal compliance requirements for onsite data storage for certain types of data or industry-specific regulations.
Frequently Asked Questions
Is SharePoint Online backed up?
Microsoft Office 365 SharePoint Online data isn’t protected and backed up by default. Microsoft doesn’t offer native data protection tools for SharePoint Online or any other services or apps to make recoveries possible if data is deleted or corrupted. In fact, Microsoft recommends using a third-party backup solution for Microsoft Office 365 apps and services.
What is the Shared Responsibility Model?
Microsoft’s shared responsibility model is a framework for dividing responsibilities for data availability, accessibility and protection between Microsoft and users. Under this model, Microsoft is responsible for the maintenance and uptime of its services and platform, while data protection is the responsibility of the users. Microsoft Office 365 users should understand their responsibilities, which include data backup and recovery.
How do I back up SharePoint Online files?
NAKIVO Backup & Replication performs incremental backups of SharePoint Online sites. With a backup in your local data center, you can recover document libraries and lists within the shortest time possible. All data protection activities are performed using the step-by-step wizards in the NAKIVO Backup & Replication web interface.
Can I use SharePoint Online while a backup job is running?
Yes. SharePoint Online remains available to users while backups and recoveries are in progress. However, data protection jobs can affect concurrent operations in infrastructures with limited resources, especially during peak business hours. It’s better to avoid scheduling several data protection jobs to run at the same time.
What Microsoft Office 365 apps and services does NAKIVO Backup & Replication protect?
In addition to SharePoint Online, NAKIVO Backup & Replication allows you to protect Exchange Online and OneDrive for Business data. You can back up Exchange Online mailboxes and OneDrive for Business files. Instant granular recovery is supported for emails, files, folders, lists and document libraries.
Can I try SharePoint Online Backup for free?
Yes, the feature is included in the 15-day Free Trial. The Free Trial version of NAKIVO Backup & Replication doesn’t have any capacity restrictions, meaning that you can try any other features that you want. NAKIVO Backup & Replication can help you protect data in virtual, physical, cloud and SaaS environments.
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