Pro-Owner perspective: This document frames your systems as a technical estate — an asset to be stewarded, documented, and bequeathed. Treat these steps as craftsmanship: protect the continuity, auditability, and transferability of your digital legacy.

Microsoft 365 Backup What To Check

The 60-second version

Microsoft 365 (Exchange, SharePoint, OneDrive) isn’t backed up by default. If a user deletes a file or an account is compromised, that data is gone forever unless you have a backup. Always verify what’s covered, how often backups run, and how quickly you can restore.

What this solves (in real business terms)

Backing up Microsoft 365 helps you:

• Recover deleted files: Restore emails, docs, or contacts accidentally deleted.
• Fight ransomware: Restore data if accounts are hijacked or encrypted.
• Meet compliance: Retain emails and files as required by law.
• Avoid vendor lock-in: Export data if you switch providers.

What it costs (honest ranges)

Backup Solutions

• Basic tools (e.g., Veeam, AvePoint): $3–$10 per user/month.
• Enterprise tools (e.g., Datto, Rubrik): $10–$20 per user/month.

Storage Costs

• Cloud storage: $5–$30 per TB/month (varies by retention).
• Egress fees: $0.05–$0.12 per GB to restore large datasets.

Total Estimates

• Small business (10 users): $300–$1,200/year.
• Mid-size (50 users): $1,500–$6,000/year.

What can go wrong

• Incomplete backups: Some tools miss Teams chats or SharePoint metadata.
• Slow restores: Large mailboxes take hours to recover.
• No versioning: Overwritten files aren’t recoverable.
• Hidden fees: Egress charges for large restores.

Vendor questions (copy/paste)

1. What Microsoft 365 data do you back up (e.g., Exchange, SharePoint, OneDrive)?
2. How often are backups taken (daily, hourly, real-time)?
3. Can I restore individual emails/files, or only full accounts?
4. What’s your retention policy (e.g., 30 days, 1 year, unlimited)?
5. Are backups encrypted, and can I control the encryption keys?

Minimum viable implementation

Start with:

1. Automated daily backups: Use a tool like Veeam or AvePoint.
2. Cover all users: Include admins, who often have critical data.
3. Test restores: Pick a file and restore it monthly.
4. Retention policy: Keep backups for at least 1 year.

When to hire help

Bring in experts if:

• You’re in a regulated industry (e.g., healthcare, finance).
• You need to back up >100 users.
• You require legal hold or eDiscovery features.
• You lack time to monitor backups.