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Why should you invest in a Microsoft 365 backup plan?

If you use Microsoft's suite of applications such as Word, Excel, PowerPoint or Outlook to manage your business then it is likely that you are already making the most of Microsoft 365.

Microsoft's packages offer great value for money, and so whether you're a small company or a multinational corporation, these tools will more than meet your needs.

However, it is surprising to learn how few people have taken the extra steps needed to back up Microsoft 365 data.

You may believe that Microsoft will automatically backup your data. However, the Microsoft 365 service agreement states:

 "We recommend that you regularly backup Your Content and Data that you store on the Services or store using Third-Party Apps and Services."

 Why do you need to back up your Microsoft 365 data?

You should always back up your Microsoft 365 data for many reasons, including cybersecurity:

  • Backing up your data is good practice against accidental deletion or user error.
  • If you're migrating to a new system, backups are crucial—and the same goes for installing new software.
  • Regular backups are also a critical component of any compliance program. You may need to rely on your backup plan if you want to show how you're protecting corporate data.

How often should you backup your Microsoft 365 data?

There is no correct answer as to how frequently corporate data should be backed up. Some companies choose daily backups; others opt for weekly ones.

Your backup schedule will depend on the value of your data, and how much you're willing to risk losing. If your business depends on having the latest information available at all times, for example, you may need something that automatically backs up all your files without fail.

You may need to weigh the financial cost of losing any work against the expense of implementing a regular backup plan.

A well-planned Microsoft 365 backup strategy should operate as a seamless part of your system. When implemented correctly, users won't even have to think about backing up their files because the process will be handled automatically with no interaction from them required.

Can Microsoft 365 data be easily restored?

When your Microsoft 365 data becomes inaccessible, you need to recover it quickly and without disrupting other aspects of your business.

That's why it makes sense to implement preventative measures such as Microsoft 365 backup plans.

Not all data loss is due to cyberattacks.

In the event of an emergency, such as a fire or flood that damages your office or building, you will need to be able to recover data quickly so that you can continue operations without interruption.

The key to avoiding data loss is preparation.

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