Microsoft 365 Backup that Microsoft doesn't give you
Microsoft guarantees the infrastructure, not your data. Our independent backup covers Exchange, OneDrive, SharePoint, and Teams with retention up to 7+ years and granular recovery — from a single email to an entire folder.
— THE SERVICE
Your company is responsible for its data in M365 — Microsoft only protects the infrastructure
There is a very common misconception: many companies believe that because Microsoft 365 runs in the cloud, Microsoft also backs up their data. That is not the case. Microsoft operates under a shared-responsibility model — they guarantee platform availability, infrastructure redundancy, and data-center compliance. But protecting the data your company creates, sends, and stores is your responsibility.
By default, Microsoft 365 retains deleted items between 30 and 93 days depending on the service and configuration. Once the recycle bin is emptied or the retention window expires, that data is gone — with no recovery option from Microsoft. Human error, employees who leave and wipe their OneDrive, ransomware attacks that encrypt synced files, a sync gone wrong that overwrites old versions — all of these scenarios leave your business with no way out if you don't have an independent backup.
Our Microsoft 365 backup service creates daily, independent copies of your tenant data: Exchange Online (email, calendars, contacts), OneDrive for Business (every user's files), SharePoint Online (sites, document libraries), and Microsoft Teams (chats, channels, attachments). These copies live outside Microsoft's infrastructure, so an incident in your tenant does not affect them.
Retention is configurable: 1, 3, 5, or 7+ years — matched to your legal, regulatory, or business requirements. Recovery is fully granular. You can restore a specific email, a previous version of a SharePoint file, or all the data from a user who has already left the company, without restoring the full backup. For migrations, audits, or compliance processes, access is equally precise.
With 20+ years of experience managing more than 2,000 devices and Microsoft environments across Colombian businesses, and certifications in BASC, ISO 27001, and the NIST framework, we deliver a service that is operated, monitored, and tested — not just configured. If a backup job fails overnight, our team knows before you do and resolves it before the next cycle.
— PROCESS
How we implement Microsoft 365 backup
- 01
Tenant assessment and retention requirements
We review your current Microsoft 365 configuration, how many active users you have, which data is critical (executive email, project folders, SharePoint sites), and how much retention you need based on regulations or internal policy.
- 02
Configuration and first full backup
We connect the backup solution to your M365 tenant using service credentials with minimum required permissions (least-privilege principle). We run the first full backup, which may take several hours depending on data volume. We verify the integrity of every mailbox, OneDrive, and SharePoint site included.
- 03
Automated daily backups with monitoring
Starting the next day, the backup runs automatically every 24 hours. Our system monitors the result of every job — if something fails (a mailbox that didn't connect, a site that returned an error), we receive an immediate alert and resolve it before the next cycle, with no action required from your side.
- 04
Restore testing and periodic reporting
We periodically perform real restore tests — recovering emails, files, or sites in a test environment to verify that data is intact and the recovery process works correctly. You receive a report covering backup status, storage used, resolved incidents, and recommendations.
— FAQ
Frequently asked questions about Microsoft 365 backup
Doesn't Microsoft back up my M365 data?
Microsoft protects its infrastructure, but it does not back up your data for long-term recovery purposes. Its default retention policy is 30 to 93 days depending on the service — once that window expires or the recycle bin is emptied, data is permanently deleted. Microsoft documents this clearly in its shared-responsibility model: protecting customer data is the customer's responsibility.
What does the M365 backup cover exactly?
We cover the four main services in the M365 ecosystem: Exchange Online (email, calendars, contacts, and tasks for each user), OneDrive for Business (all files and versions for each user), SharePoint Online (sites, subsites, document libraries, and lists), and Microsoft Teams (individual and channel chat messages, files shared in Teams). Any Microsoft 365 licenses that include these services are covered.
How much retention do you offer, and how much do I need?
We offer retention plans of 1, 3, 5, and 7+ years. The right choice depends on your situation: for most SMBs, 1–3 years is enough to cover human errors and contractual disputes. Companies with regulatory requirements (financial, healthcare, government) or frequent audits typically need 5–7 years. During your free consultation we help you define the right period based on your industry and internal policy.
Can you recover a single email or a specific file?
Yes. Recovery is completely granular. You can request the restoration of a specific email (filtered by sender, date, or subject), a previous version of a OneDrive or SharePoint file, an entire mailbox, or all files belonging to a user who has already left the company. There is no need to restore the full backup — we recover exactly what you need.
What happens if an employee leaves and deletes their data before they go?
This is one of the most common scenarios we handle. With an active backup, all of that user's data — emails, OneDrive files, Teams chats — is protected up through the cycle before the deletion. We can restore it to a new mailbox or folder for the team to review. Without a backup, once Microsoft empties the recycle bin and the retention period expires, recovery is not possible.
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