Why You Still Need to Back Up Microsoft 365 and Cloud Email
Many organisations assume that because their email and data are hosted in the cloud—particularly with Microsoft 365—they’re automatically safe. But relying solely on Microsoft’s built-in protection can be a costly mistake. Here’s why backing up your M365 environment is still essential.
The Shared Responsibility Model
Microsoft operates under a shared responsibility model. While they ensure the availability and security of the infrastructure, you—the customer—are responsible for the protection and recovery of your data. That means if data is accidentally or maliciously deleted, Microsoft won't necessarily restore it beyond basic retention limits.
User Error Is Still the #1 Risk
Whether it’s accidental deletion, overwriting files, or misconfigured permissions, human error remains one of the top causes of data loss. Cloud services don’t eliminate that risk—they just move it. A proper backup ensures you can recover what was lost, without relying on limited native recovery options.
Limited Audit and Recovery Windows
Microsoft 365 includes basic auditing and retention, but these tools aren’t designed for long-term data protection or compliance. For example, deleted emails in Exchange Online are only retained for 30 days by default. If you need to restore something beyond that, you could be out of luck.
Ransomware and Malicious Insiders
Cloud platforms can be just as vulnerable to ransomware attacks or insider threats as on-premises systems. Without an isolated backup, recovery from such events can be difficult or even impossible.
Compliance and Legal Hold Requirements
Many industries require long-term data retention for regulatory or legal reasons. Relying on default Microsoft retention settings won’t meet those needs. Third-party backup solutions can provide the retention granularity and legal hold capabilities necessary for compliance.
Final Thought
Microsoft 365 is robust and secure, but data protection is your responsibility. Backing up your cloud email and M365 data is not just a best practice—it’s a necessity for business continuity, compliance, and peace of mind.
We work with Hornet Security , N-Able, Open Text & Acronis to give you a range of options to secure your data