SharePoint: What you need to know about cloud backup

Office 365 has really broadened the horizons of both home and workplace users, as far as both ease of access and storage options are concerned. There can be no question that it is a both stable and secure Cloud platform, thanks to the excellent built-in integrity options.

But it is human nature to ask the question ‘what happens if…?’ After all, no matter how careful users are, there will always be the possibility that an important file gets deleted or overwritten, accidentally or otherwise. Here, we look at how best to back up and recover those data files that are both sensitive and critical to your Office 365 system.

Option One – Manual Backup

Although it may seem to be contradictory to the way that SharePoint is supposed to function, sometimes the manual option fits the purpose:

  • Open up a Document Library. Do this using Explorer
  • Copy the desired files into a local folder

Option Two – Third Party Backup Tools

Fortunately, there are a number of third party service providers who provide a range of SharePoint cloud backup solutions. This is the favoured option for many Enterprise users, and can be tailored to fit your needs. If you have neither the time nor the expertise, this offers a secure way to get more from your Office 365 SharePoint system.

Option Three – Recycle bin

There are two stages of Recycle bin as far as Office 365 is concerned, and they offer a fairly secure option for recovering deleted files:

The First stage: Recycle bin will typically hold all of the deleted files for a default period. Previously set to 30 days, it is now 90 days. If a user decides to delete these files again, they are then moved to the Site Collection Recycle bin. These files can then be restored by the SharePoint Site Collection administration staff by request.

The Site Collection Recycle bin is also known as the Second Stage Recycle bin and, as previously mentioned, this is where the files are moved to, once the user decides to delete them from the First Stage Recycle bin. The files will only be held in either bin for a total time of 90 days; thereafter, they are deleted.

Option Four – Service Request

Essentially, this is the last option and while it is somewhat lengthy, it offers a failsafe process for restoring your lost files. So, if your file hasn’t been backed up, and the previous methods are not suitable, you can make a service request in your portal. Microsoft run a full backup twice every 24 hours, and this is stored for 14 days.

Office 365 really is an excellent Cloud based software suite, partly because of these helpful backup and restore options. For more information on everything related to Office 365, please don’t hesitate to contact us.

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