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Why You Should Back Up Your Office 365 Data

Created at September 2, 2020

Why You Should Back Up Your Office 365 Data

The ease, accessibility, and convenience of productivity apps like Office 365 just make sense in today’s workforce. With the ability to draft documents, save them to the cloud, and access the same information anywhere, businesses can collaborate and accomplish work under even the most volatile circumstances.

However, innovation does not equate with imperviousness. Many believe that saving Office 365 data to the cloud is the same thing as automatically backing up and adding another layer of security to their information.

It’s not.

Why Back Up Office 365 Data?

Office 365 is an incredibly intuitive tool, but unfortunately, it does not guarantee that data will never be lost or that lost data can be recovered. Losing data means losing time, losing revenue, and potentially harming otherwise healthy customer relationships. Here are some potential shortcomings that could lead to Office 365 data compromise.

Accidental Deletion

Mistakes happen and are to be expected from time to time. And even those that are the best at regularly saving their progress can slip up and accidentally delete or accidentally overwrite data. OneDrive is a great way to automatically save the most up-to-date version of any given file, but that doesn’t mean it’s a perfect backup, as the deletion of an active file can automatically erase all versions of that file across devices.

File restoration from the Recycle Bin can sometimes be a good failsafe, but only if noticed in a timely manner, as these restorable files are only available temporarily. And if those files found in the Recycle Bin are deleted, they are rendered permanently unretrievable.

Malicious Deletion

On the other hand, some deletion isn’t necessarily accidental. Malicious deletion of Office 365 data can be caused by disgruntled employees, parting administrators, or outside threats. The results can be just as bad (if not, worse), thus providing another reason that the “better-safe-than-sorry” approach is essential here.


Sophisticated security software ensures that your cloud data is kept as safe as possible, but that doesn’t mean that it isn’t subject to malware if employees are not adequately trained on avoiding it. If OneDrive is turned on when malware is downloaded, that infection can spread to shared files, putting your entire cloud database at risk of being lost and/or unrecoverable.

Making a Plan

Like almost all cybersecurity initiatives, protecting your Office 365 data begins with education and training. Together with your team, create and enforce specific safety guidelines on the proper usage of the internet and productivity applications like these. With a prepared team and antivirus software on your side, only then can you rest assured that your data is protected from compromise — both accidental and intentional. Native Office 365 features are good, but third party intervention is the safest way to ensure proper backup. Blue Layer can analyze your business’s current cybersecurity situation, identify gaps, and work with you and your team to develop a plan to close them. Contact us today to get started.

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