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Understanding the Need for SharePoint Online Backups

Traditionally, on-premises SharePoint environments required regular backups as part of best practices. However, many organisations overlook the importance of backing up SharePoint Online—the cloud-based version included in Microsoft 365. Just because your data is in the cloud doesn’t mean it’s automatically safe.

One critical aspect to understand is Microsoft’s shared responsibility model. While Microsoft ensures the Microsoft 365 platform remains operational, the responsibility for securing and protecting your organisation’s data ultimately falls on you. If your business experiences data loss—whether due to human error, cyber threats, or compliance requirements—it’s your responsibility to recover that data.

Why Your Business Needs SharePoint Online Backups

Microsoft offers some built-in protection features, but they have limitations. Here’s why relying solely on Microsoft’s built-in tools may not be enough:

1. Cybersecurity Threats: Ransomware and Malicious Attacks

Cyber threats, especially ransomware, are a growing concern for businesses. Unlike older forms of malware that targeted local hard drives, modern ransomware can encrypt files stored on SharePoint. A well-structured backup strategy ensures you have secure copies of your data, significantly reducing downtime in case of an attack.

2. Accidental Data Deletion and Overwriting

Mistakes happen. Employees might accidentally delete files or overwrite important documents. While SharePoint has version control and a recycle bin, these features have time limits, and once a file is permanently deleted, Microsoft cannot recover individual files beyond 14 days.

3. Disgruntled Employees and Internal Threats

A malicious insider, such as a disgruntled employee, could intentionally delete large amounts of data before leaving the organisation. Even if they don’t empty the recycle bin, SharePoint’s built-in recovery features aren’t designed for bulk restoration, making a dedicated backup solution essential.

4. Regulatory and Compliance Requirements

Many industries require businesses to retain data for a set period to comply with regulations such as GDPR or HIPAA. While Microsoft provides some retention features, they don’t always align with specific compliance requirements. A third-party backup solution offers greater flexibility in meeting these needs.

SharePoint’s Built-in Recovery Features and Their Limitations

Microsoft provides several tools to help with data recovery, but they aren’t substitutes for full backups. Let’s explore them:

1. SharePoint Recycle Bin

• Stores deleted files for up to 93 days before permanent removal.
• Cannot recover bulk data efficiently.
• Microsoft can restore deleted items within 14 days, but only at the site level—not individual files.

2. eDiscovery

• Included in Microsoft 365 E3 and E5 plans.
• Primarily designed for legal data retention, not full backups.
• Manual process requiring ongoing management.

3. Retention Policies

• Stores multiple file versions, preventing accidental deletions.
• Takes up significant cloud storage space over time.
• Restoring older versions is a manual process, making bulk recovery inefficient.

4. Microsoft’s Own Backups

• Microsoft performs internal backups, but they are not user-accessible.
• You must contact Microsoft support within 14 days for a restoration request.
• They only restore entire site collections, not individual files or libraries.

The Best Way to Back Up SharePoint Online

Given the limitations of built-in recovery tools, the best solution for protecting SharePoint Online data is to use a third-party backup solution. Here’s why:

• Automated and Regular Backups: Eliminates reliance on manual data exports.
• Fast and Granular Restorations: Recovers individual files, entire libraries, or complete site collections efficiently.
• Protection Against Cyber Threats: Prevents ransomware attacks from corrupting your only copies of data.
• Compliance-Friendly: Helps meet legal and regulatory requirements with long-term data retention options.
• Comprehensive Coverage: Many backup solutions also protect data stored in other Microsoft 365 applications, such as OneDrive and Exchange.

How to Implement a SharePoint Backup Strategy

1. Choose a Reliable Backup Solution: Select a provider offering automated, secure, and scalable SharePoint Online backups.
2. Set Up Regular Backups: Ensure backups run at consistent intervals, minimising the risk of data loss.
3. Test Your Recovery Plan: Periodically restore files from backups to confirm that your system functions correctly.
4. Monitor for Security Threats: Combine backups with robust cybersecurity measures to protect against ransomware and other attacks.

Final Thoughts

While Microsoft 365 provides basic recovery tools, they are not a replacement for a proper backup strategy. Businesses that fail to back up SharePoint Online risk losing critical data permanently—whether due to cyber threats, accidental deletions, or compliance failures.

A third-party backup solution offers the fastest, most secure, and most efficient way to protect your organisation’s data. With the right backup strategy in place, you can ensure business continuity and peace of mind.

About the Author
Richard Eborall is an experienced IT specialist with over 20 years in the industry, helping businesses across East Yorkshire and beyond navigate the ever-evolving world of technology. As the founder of System Plus, Richard specialises in managed IT services, cybersecurity, and cloud solutions, ensuring businesses stay secure, efficient, and ahead of the curve. Connect with Richard on LinkedIn to stay up to date with the latest in business IT.