Office 365 Backup Service – Why is it necessary in 2023


Office 365 does include some native capabilities to revive data. For example, data deleted from your mailbox goes into your deleted items folder. If information is deleted from there, administrators can restore it from a secondary ‘system-wide’ recycling bin. However, data is only held in here for a small period (typically 14-30 days depending on what it is and how Office 365 has been configured), and can also be purged entirely at any time, from which there is no ability to retrieve.

Who does Microsoft say is responsible for data backup?

Microsoft (as are most other cloud-based application providers) are clear in their terms of use, that it is the customer who is responsible for their data – you own it, and you control it. Microsoft is responsible for providing the platform and ensuring service availability. There are even clear exclusions in their terms such as not being responsible for data loss resulting from things like unauthorized action, lack of action when needed, failure to adhere to any required configuration, etc. And these extend to your workers, agents, contractors, vendors, etc. When Office 365 users envision the Microsoft cloud, they have a vision of that cloud encompassing both Microsoft’s infrastructure as well as their data. With 

Azure Backup Service, users can not only comply with these regulations but also retain their Office 365 data in a scalable, affordable, & easy-to-manage cloud repository.

How the transition from on-premises email servers to Microsoft 365 has changed responsibilities

When we ran our email servers on-premises, the IT function was responsible for everything including keeping email up and running all the time, that there was redundancy in the systems, disaster recovery plans in place, and data could be retrieved for whatever reason (natural disaster, hardware failure, software failure, misconfiguration, human error, malicious attacks, external hackers, ransomware, etc.).

Transitioning to Office 365 implies that the responsibility for keeping the email service available with appropriate redundancy and disaster recovery plans to protect against things like natural disasters, hardware failure, and software failure is clearly with Microsoft. However, the responsibility is to protect your important data against loss resulting from things like misconfiguration, human error, malicious attacks, external hackers, and ransomware is still the client’s responsibility.

How do 3rd Party Recovery & Office 365 backup services help?

O365 Backup solutions protect the data held in your Office 365 account including your email, OneDrive, and SharePoint data with no limits on storage or retention of the data. The data is held in separate cloud data centers. Microsoft provides the ability to restore to a point in time (particularly useful if you need to restore before a ransomware attack). You effectively have ‘snapshots’ of your Office 365 data held separately to Microsoft so that you can retrieve individual files or entire data that can’t be recovered via the native Office 365 recovery tools.

Benefits of Office 365 Backup Service

  • Backups Help Your MSP Save Money 
  • Manage Legal And Compliance Requirements 
  • Protection From The Dangers Of Internal Threats 
  • Fill In Retention Gaps 


Apps4Rent offers a SaaS backup solution for Office 365 that is thoroughly automated and has uncomplicated data protection. Easily revive any data, including individual documents or complete mailboxes, with just a few clicks. They even have expertise in providing services like Hosted VDI in business processes all over the United States.

Leave a Comment