Are you solely relying on Microsoft 365 to back up your data? A very common misconception amongst SMB owners and IT managers is that Microsoft 365 provides sufficient backup and security. If you think your Microsoft 365 subscription is enough to protect your data, it’s important to understand that while it offers some built-in protections, it might not be as comprehensive as you need – potentially leaving your business vulnerable.
As a cyber security expert at Babble, I’ve seen first-hand how businesses struggle with data protection. I work with Microsoft tools every day, so I know exactly what they can and can’t do. I’m here to explain why relying solely on Microsoft 365 for data backup is a big mistake.
In this article, I’ll break down the core functions of Microsoft 365’s native backup capabilities and its limitations, and discuss how a third-party solution like Acronis can fill the gaps and provide comprehensive data protection. I’ll also share some pro tips to help you enhance your data protection strategy. By the end you will understand why Microsoft 365’s built-in backup is not as safe as you think.
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Let’s kick things off with some myth busting: many SMB owners and IT managers believe that Microsoft 365, on its own, offers comprehensive backup (or what we in the tech field call “redundancy”). While Microsoft 365 does have its own backup tool, which has some redundancy and “resiliency” – meaning that it helps to keep things running smoothly in the event of a catastrophe – it is not a comprehensive backup solution. Solely relying on it would be putting all your eggs in one basket, so if by some miracle something went wrong with Microsoft, all your data would be gone. It’s kind of like having a safety net, but it’s not as robust as you might think.
Now that we’ve dispelled that common misconception, let’s break down what its “resiliency” or “redundancy” means in practice:
So, while Microsoft 365 gives you a little bit of breathing room with deleted items and a recycle bin, it doesn’t actually back your data up, but saves it for a relatively short period of time. The main takeaway is that if you delete something by accident, and it sits there in the recycle bin for more than 90 days, it’s gone forever.
With data being worth more than gold, it only makes sense to protect it at all costs – especially when we start talking about cyber threats. Microsoft offers a host of tools that have cyber security backup features. This further speaks to the fact that Microsoft 365 on its own is definitely not enough to cover all your needs. So, what are the main shortcomings?
No matter what industry you’re in, there’s a lot at stake when it comes to data management. The real risk is that you might not even realise you’ve deleted something important until it’s too late. You might go on a sabbatical, or you might just forget that you deleted it. Next thing you know, four months later you need to reference that Word document in an important pitch you’re presenting to a major client in a few days and it’s nowhere to be found. This is where a proper backup solution really comes in handy. If you delete something by accident, a backup tool doesn’t delete it, it remains safe and sound – which brings me to my next point.
Here’s why you need that extra layer of security:
Having a comprehensive backup solution is not just about improving data hygiene, but is more so a best practice when it comes to strengthening your cyber security. If you don’t have a backup in place, you might not have other security measures in place. For example, you may not have Multi-Factor Authentication (MFA) turned on, which makes your account vulnerable. We’ve spoken before about how SMBs are the primary targets in the rise of cyber threats.
If someone gets into your account, they could delete all your data and lock you out of your account. You could have a lawsuit on your hands if you have to declare that customer data has been compromised. Then there’s the additional cost of trying to retrieve said data from a hacker (which isn’t exactly full proof by the way)
So, we’ve established that relying solely on Microsoft 365 for backup isn’t the best idea. That’s why I strongly suggest using a separate vendor like Acronis (one of our trusted partners). They are industry leaders in what they do. While there are other vendors out there, we at Babble have developed a great relationship with Acronis. Here’s why I’m a fan of their work:
I can personally attest to the fact that the Acronis team are a great bunch to work with. They have an excellent product, which we have vetted and used ourselves. Valued partnership aside, the reasons why we use Acronis is because of their industry-leading security solutions, the way they encrypt data, and their global data centres.
Making sure that every single person in your organisation is practicing good data hygiene is a lot to think about when you are managing your business. Babble is here to help you take the proper steps to protect your data and avoid catastrophe.
Remember, while Microsoft 365 provides some great tools, it doesn’t offer complete data protection. So, relying solely on Microsoft 365 for data backup leaves you vulnerable and exposed to all kinds of threats.
As a Microsoft cyber security expert at Babble, I’ve seen firsthand how not taking data backup seriously can take a business of any size out at the knees. My goal is to help you understand these risks and make informed decisions to protect your business.
The time to properly back up your data is now. We partner with industry leading vendors like Acronis to provide you with best-in-class backup solutions to keep your data safe. This gives you access to comprehensive backup and recovery, advanced security, seamless integration, global data centres, and data separation.