What You Need To Know About Exchange Online Backup


You may be wondering what Exchange Online is if you are new to Microsoft Office 365. You can access your email from any part of the globe with Exchange Online because it is a cloud-based email service. Besides contacts, calendars, eDiscovery tools, and admin center, Exchange Online offers other features that help your organization run smoothly.

Exchange Online provides high-level security to protect user accounts against phishing scams, insider threats, and accidental data loss. Customers of Exchange Online, however, can still suffer serious data loss. You can no longer restore soft-deleted items from the Exchange Online recycle bin if they get hard-deleted. We will examine why you should backup your Exchange Online mailboxes, and what best practices you can use to ensure your backup is successful.

The benefits of online backup for Exchange

It is possible that Microsoft Office 365 data isn’t 100% secure. It is Microsoft’s responsibility to ensure that the platform is up and running and that service is available. In order to ensure their data is safe, users are responsible for backing up their data regularly.
From accidentally deleted accounts to cybersecurity threats, Exchange Online mail can present a few data-loss risks. 

How to backup Exchange online using the best practices

Microsoft Office 365 backup best practices will guide you through the process of Exchange Online Backup and guarantee that it is available when you need it.

Protect the things you need to protect

You can use the built-in data protection in Microsoft 365. The company is not legally responsible for protecting your information. According to Microsoft’s Shared Responsibility Model, it is not responsible for data loss or security problems even though millions of users rely on Microsoft infrastructure worldwide.

You can store and delete data using Microsoft’s retention policies. Your retention policies can either be set up automatically or manually based on your specific circumstances. If you want to keep data for a period of time, you can decide when to delete it.
Accounts and emails in Exchange Online can either be soft-deleted or hard-deleted.

Rather than deleting your item, you soft delete it, which places it in the recycle bin for up to 30 days before it is permanently removed. You cannot recover your hard-deleted items with Microsoft Office 365 tools after they have been deleted.

A set of RTOs and RPOs

You should determine what recovery time objectives you want (RTOs) and what recovery point objectives you want (RPOs) for your Exchange Online data before you backup it.

It is possible for Exchange Online services to be temporarily unavailable due to a security incident. Your organization’s RTO specifies how long it can handle without an operating Exchange Online application. Prepare for the event that Exchange Online goes down by estimating how long your organization can function without having access to its information. You can easily estimate how many backups to store based on the downtime limits and then ensure that backups are available whenever needed.

Back up incrementally on a regular basis

Exchange Online emails can be backed up using this type of backup. Backups that are incremental are only made of changed data since the last backup. The IT infrastructure doesn’t have to be burdened by incremental backups because they are lightweight. The advantage of incremental backups is that they are much faster than full backups


Keeping your Exchange Online mailboxes safe from accidental deletion, cyber attack, and insider threat is crucial. Combine native Microsoft features with an efficient backup solution from a third party to protect Exchange Online data. Utilize granular recovery to recover emails, contacts, and calendar events, and perform regular incremental backups to protect Exchange Online.