According to C Sharp Corner, Office 365’s Data Loss Prevention (DLP) does not work all the time! Relying on just the default DLP for to backup your Office 365 data could let you down at a highly crucial moment!

Data loss owing to user error is the #1 reason why organizations lose critical sales, marketing, customer, financial, and IP data stored in email and documents.

Taking a backup of your Office 365 data is not an option anymore. It is a necessity!

Does Office 365 Have a Backup?

No. Did you know that Microsoft has a disclaimer for data loss in their terms of service?

They do ensure data availability through their backup and restore, but it is limited to situations like natural disasters and calamities. So, Microsoft recommends using third-party backup apps to secure data against outages or other disruptions. 

They also offer secure data centers with stringent retention policies and eDiscovery options.

But, what would happen in cases of accidental deletions, ransomware attacks, or outages? Can you deal with the unavailability or loss of critical data – such as financial spreadsheets, customer emails, marketing plans, and sales contacts – which is the foundation of your business? 

There is no getting away from backing up your Microsoft 365 data and we compiled 10 reasons why you should do it right away.

1. User error (0r) malicious intention

According to Data Center Knowledge, human error is one of the leading reasons for data loss.

Employees in your organization might delete a file on the OneDrive due to different reasons:

  • Accidental deletion: If they get a notification for running out of space, they might clear the OneDrive files by removing documents that are old or seem less important to create space. They also might delete old emails that might contain important attachments of data. This kind of data could get lost forever unless they backup Microsoft 365 data.
  • Removing duplicate files: Despite the collaborative feature of OneDrive, employees create duplicate files for various reasons like sharing outside their department or even outside their domain. Sometimes, they might accidentally delete the original version of the file while trying to get rid of duplicates.

     

  • Malicious intentions: Disgruntled employees may sabotage or delete critical files. Sometimes, by the time the damage is discovered, it might be too late to revert or recover it. A Microsoft 365 backup solution, on the other hand, would have multiple iterations of the same file, making it easier for you to restore.

2. phishing and ransomware attacks

Do you know how ransomware attackers gain access to your data?


They use a cloned email with a virus attachment and send it to the members of your organization, impersonating an employee or a business contact. Even if almost all of them recognize it as spam, a single click by an unsuspecting employee is all that’s needed to infect the entire organization!


After gaining access, the attackers encrypt your data and give you instructions to pay the ransom. The worst part is if you fail to make the payment by the specified deadline, they can wipe out the entire data. 


According to Bleeping Computer, a phishing attack had happened through emails that had claimed to be “undelivered.” Once the recipients clicked on the “Send Again” button, they were redirected to a phished web page that resembled the Microsoft login page. When the users tried to log in, they unknowingly gave away their passwords, leading to account compromise.

Did you know? When you backup Microsoft 365 data with SysCloud, your backup archive is automatically scanned for the presence of ransomware?

    3. malware and virus entry via onedrive sync client

    Microsoft has the provision for downloading and syncing your OneDrive data to a desktop – and vice versa – through a tool called OneDrive Sync Client.

    Although you can use this feature to access your Microsoft 365 files and data from anywhere, store and sync them, there are vulnerabilities associated with its usage.

    In case your desktop gets affected with malware or virus, the OneDrive Sync Client – if it were configured to sync immediately – could immediately infect your OneDrive files on the cloud, spreading quickly and corrupting your data.

    4. limitations of ediscovery

    The Microsoft 365 eDiscovery tool is generally used for legal and litigation purposes: to identify and retrieve archived organizational data to be used as evidence for legal cases.

    Even though you can create hold and search for data in the mailboxes and Sites, the eDiscovery tool is meant only for archiving and retrieving business data.

    Moreover, it cannot be used for holding, searching, or retrieving OneDrive data.

    So, using the Sync Client or a third-party application are your only available options.

    5. limited storage an email retency

    When an employee leaves your organization, the IT administrator would ideally back up the Microsoft 365 account data and reuse the license.

    Even though you can take a manual backup by using the Sync Client to transfer and save it in a different location, you cannot restore it back into a Microsoft 365 account with the same sharing permissions! 

    Besides restoring an account data with its sharing permissions, a third-party backup solution can provide cross-user restore – place data into any user’s account, usually the manager’s account for easy retrieval.

    One more fact to consider: if that ex-employee is the sole owner of a file, you might lose it forever!

    6. outage and shutdown

    SaaS outages are more common than you think.
    According to recent reports Azure suffered a massive outage for two days in October 2020 during which people were unable to access their data.

    Imagine being unable to access any data during the downtime?

    So, unless you are prepared with a Microsoft 365 backup solution, you cannot always expect your data to be available all the time just because it is in the cloud. 

    7. third-party application illicit consent attack

    Have you installed any third-party application on your Microsoft 365 account?
    Are you aware of illicit consent grant attacks designed to steal your data? 
    Wondering how?

    Once the application is installed, the attackers either launch a phishing attack or insert illicit code into a website and trick you into granting access to your account. The worst part about this kind of attack is that the normal account recovery steps such as resetting account passwords or even completing Multi-Factor Authentication (MFA) for accessing the account will be ineffective, as these actions are carried out by third-party applications that are external to the organization.

    In the image given below, Trend Micro explains in detail how open authentication is misused by attackers in launching attacks.

    For information on how to prevent illicit consent grant attacks, click here.

    8. lost or stolen devices

    Some companies – especially small to medium enterprises – have a BYOD (Bring Your Own Device) policy. This saves office expenses as well as provides ease of use to the employees, who can access their data anywhere at any time as they use their own device.

    The flip side to this practice is that if the device gets stolen, it could lead to a leak of critical business data. Besides accessing data on the desktop, if the employee had kept the device logged into their online account, it could lead to phishing, or worse, a total wipeout of your complete business data! 

    According to PC World, EMC and Hartford hospital had to pay $90,000 for a stolen laptop containing medical data of 8,883 people! Such high is the cost of losing data, which could have been prevented by encryption and recovered by using a backup solution.

    9. employee overwriting data

    Have you installed any third-party application on your Microsoft 365 account?
    Are you aware of illicit consent grant attacks designed to steal your data? 
    Wondering how?

    Once the application is installed, the attackers either launch a phishing attack or insert illicit code into a website and trick you into granting access to your account. The worst part about this kind of attack is that the normal account recovery steps such as resetting account passwords or even completing Multi-Factor Authentication (MFA) for accessing the account will be ineffective, as these actions are carried out by third-party applications that are external to the organization.

    In the image given below, Trend Micro explains in detail how open authentication is misused by attackers in launching attacks.

    For information on how to prevent illicit consent grant attacks, click here.

    10. outlook native features

    There are several options in Microsoft Outlook to back up emails: email forwarding, email export, and auto-archiving using IMAP settings. Even though you can use any of these features to back up your emails, you have to go through the tedious task of setting it up – which might include a lot of steps – and even manually enabling the backup every single day if you are using the export option.

    In addition to being complex, it is also not a reliable option as there are various other issues like outages and data restore complications.

    SysCloud’s microsoft 365 backup gives complete protection to your onedrive and outlook data

    SysCloud is one of the third-party cloud backup applications that use Amazon Web Services (AWS) to offer a fully-automated cloud backup and restore of Microsoft 365 and G Suite data.

    Using SysCloud, businesses can automatically backup their Microsoft 365 data for multiple domains. Admins can save licensing costs during employee exits by using cross-user restore to transfer data with folder structure and sharing permissions intact. SysCloud also lets administrators monitor the backup health status with ransomware and phishing alerts, and enables point-in-time restore for OneDrive.

    how does syscloud backup for microsoft 365 work?

    Watch this video to learn how SysCloud’s Microsoft 365 Backup works.

    key reasons to choose syscloud for microsoft 365 backup 


    Backup & restore success rates


    SysCloud allows users to backup and restore data with a 100% success rate.

     


    License cost optimization 

    Admins can choose to automatically remove/suspend users who were removed from Microsoft 365.

     

    Secure data storage  SysCloud securely stores backup data archives on Amazon Web Services (AWS) with the option to select AWS country instances (Available for US, Canada and the UK). SysCloud is SOC II Type 2 certified, stores data in a virtual private cloud, enables AES and TLS security encryption. 
    Backup data protection

    SysCloud constantly monitors data backup archives and notifies instances of insider threats, ransomware, phishing. SysCloud can also scan, identify and flag the presence of sensitive data in the backup archives.

     

    Backup apps coverage  Exchange Online, OneDrive, Team Drive, People, Calendar, SharePoint and Teams Sites
    Reports and audit-logs 

    SysCloud provides configurable reports for the administrator for all the backup, restore and export events.

     

    Backup features

    SysCloud allows users to backup multiple domains automatically upto 3x times a day, provides a backup preview and instant alerts in case of failure. Admins can also configure backup retention period at a user, group or domain level.

     

    Restore features 

    SysCloud offers a powerful keyword-based search to locate lost files from the backup archives. Users can choose to restore backed up data in a single-click, download instantly or export the data.

     

    try syscloud's backup solution