Microsoft Office 365 Backup and Recovery Policy: Must be Aware Of

Last updated on September 13th, 2022

Microsoft Office 365 is very well known to all of us; it is a line of subscription services offered by Microsoft. Its Software as Services products are giving all-time access to the work hence increasing the productivity of businesses. Despite being an advanced and secured product, users remain curious about Microsoft Office 365 backup and recovery policy.

Microsoft Online Services comes with 99% uptime and also offers a service level agreement. Microsoft has also set up multiple data centers to deal with any unfortunate events. Having multiple data centers also helps to counter outage issues. Moreover, technologies like Database Availability Group (ADG) and eDiscovery boost security and capabilities to handle these issues. So, Microsoft has lauded its policy about safety, retention, and recovery; still, users have queries regarding this. Hence, here, in this blog, we will cover all points you need to know about Microsoft Office 365 backup and recovery policy. Let’s dive into deep:

Download a trial version of Shoviv Office 365 Backup Tool Tool to know in a better way.

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Why Microsoft Office 365 Backup and Recovery Policy is the Talk of the Town?

Retention and recovery of the data always remain a hot topic. When, from where, and how we can recover our data are the primary questions when data loss happens. Know-how of Microsoft Office 365 backup and recovery policies assures you about data status. Let’s point out the conditions when you need these policies and try to prevent these conditions.

  • Human error: accidental deletion of utmost essential data.
  • Intentionally deleting the data by an employee leaving the organization (human behavior).
  • If someone conquers unauthorized access and deletes it.
  • If your Office 365 plan expires and you are not aware of that.
  • You may also need backup in case of software failure/ hardware failure and outage.

A Glance of Office 365 Backup and Recovery Policy:

  • Each Office 365 service has its retention and recovery policies, and these can be modified and used as per the need. It also depends on the free hands provided by Microsoft.
  • SharePoint Online: Data gets backed up in every passing 12 hours. It retains the data for the 14 days, and deleted items get stored in Recycle Bin for the 93 days.
  • Exchange Online: In this, by default, deleted mailbox gets retained for the 30 days and individual items for 14 days.
  • OneDrive: Its retention policy allows retaining for 30 days.

Office 365 Retention Policy: Explore and Learn

  • If you have lost your items from the mailbox, check for the Deleted Items folder.
  • Here, you will find all the deleted items; search and make sure.
  • Move your items to the inbox or any other folder by using the “Move” option.
  • Office 365 Administrator can modify default MRM policy by going to Office365 Admin>> Exchange Admin Centre>> Compliance management>> Edit Retention Policy.
  • If your items have been permanently deleted from the Deleted Items Folder, you must find them in the Recoverable Items Folder.
  • The Recoverable Item Folder can retain Outlook 365 deleted items for 14 days by default.
  • Only Microsoft Office 365’s global administrator with eDiscovery permission can retrieve deleted items from the recoverable items folder.
  • Users are advised to read and go through the Microsoft Office 365 backup and recovery policy from time to time. It is subject to change over the period.

Let the Backup and Recovery of Office 365 in Your Terms:

Well, Microsoft has provided all the essentials for the safety and protection of the data. Also, Microsoft has a retention policy and recovery terms of its own. Still, we can easily find users searching to get complete control over their data. Professionals want their data with all-time access and management as per their needs. They want to keep data at their place (local machine) and backup on their own terms. Shoviv Office 365 Backup and Restore Tool come with the best solution to answer their need. This tool surpasses the problem that arises after data loss, for example, in the case of accidental deletion. Let’s have a look at how it comes in very handy to users:

  • It takes the fast, effortless backup of the Office 365 mailboxes in the PST file format.
  • Users can easily schedule the periodic backup as per their requirements. I.e. Daily/Weekly/Monthly backup.
  • It runs on the job-based process, and users can create multiple jobs and run concurrently.
  • Advanced filter options like “Date Range”, “Message Class”, and “Folder Filter” make users capable of making a specific choice for the data backup.
  • Along with backup, as its name indicates, this tool is also an expert in restoring data to Office 365 mailboxes. Users can easily manage their data between Office 365 and local machines.
  • A full report of the process is also provided after completing the task. Users get informed about all the task variables like processed, filtered, and failed items.


Microsoft Office 365 is growing its services and user base with time. A common question of data security, data recovery, and backup is obvious. Although Microsoft has documented its entire backup, retention, and recovery policies to the users, still, there is a space to be filled. Microsoft Office 365 backup and recovery policy give a clear cut image of data on the other side, making users baffled about data safety and recovery. A scheduled periodic backup in the .pst files to get saved in the local machine provides an alternative option. It is more focused on the precaution than the remedy. A free trial version of the Shoviv Office 365 Backup and Restore Tool is also available. The demo version allows processing of the first fifty items per folder; it is meant to check Software and get satisfied. After being satisfied with the tool, users can easily purchase its full licensed version.

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According to the retention policy, by default, for 30 days, deleted items will be retained. Microsoft Office 365 backup and recovery policy has included it in its documentation.
Yes, you can have backup whenever you need it. The software provides an option to schedule the backup periodically. You can schedule on a daily, weekly, or monthly basis as per the need.
Yes, you can. Microsoft retention policy talks about it; an administrator by the litigation hold can store it in a hidden folder.
This tool can fully execute both the tasks: backup and recovery, to the same extent. You can prioritize your data management needs. Daily Backup of the data will give you a free hand from any misfortune.
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