Backup for Microsoft Office 365

NAKIVO Backup & Replication delivers reliable and flexible protection for Microsoft Office 365 to ensure that your mission-critical data is accessible and recoverable at all times. Use Backup for Microsoft Office 365 to back up your Exchange Online mailboxes and OneDrive for Business user accounts. When the need arises, instantly restore emails, attachments, files and folders back to the original or custom locations.

Supported Microsoft Office 365 Apps and Services

Leading Brands Trust NAKIVO


Backup for Microsoft Office 365 at a Glance

Fast and Small Backups

Fast and Small Backups

Perform incremental backups of Exchange Online mailboxes and OneDrive for Business user accounts

Near-Instant Recovery

Near-Instant Recovery

Quickly restore entire emails, folders and files to where you need them

Advanced Search

Advanced Search

Retrieve what you need in Microsoft Office 365 backups for compliance and e-discovery

Great Pricing Model

Great Pricing Model

One of the most affordable Microsoft Office 365 backup solutions in the industry

Scalability and Flexibility

Scalability and Flexibility

Protect thousands of users in a single software deployment

Outstanding 24/7 Support

Outstanding 24/7 Support

24/7 support and maintenance via phone, chat and email is included


Incremental Backup

After an initial full backup, Microsoft Office 365 backups are incremental and only new objects are backed up. This results in faster backups and lower storage space requirements.

On-Premises Backup

Improve your Microsoft Office 365 data safety and accessibility with offline backups of your storage accounts and mailboxes stored on-premises.

Long-Term Backup Retention

You can keep up to 4,000 recovery points for your Microsoft Office 365 backups. Rotate them on a daily, weekly, monthly, and yearly basis to preserve mission-critical data for as long as you need.

Granular Recovery

You can easily browse, search, preview and recover emails, attachments, files and folders from on-premises backups. You can recover Exchange Online objects to original or custom mailboxes and OneDrive files and folders to authorized OneDrive accounts.

Getting Started with Backup for Microsoft Office 365

Watch the short video to learn more about this functionality and get started with Microsoft Office 365 backup.

Why Back Up Microsoft Office 365 Data with NAKIVO Backup & Replication

Fast and Flexible Backups

NAKIVO Backup & Replication allows you to back up your Microsoft Office 365 data to onsite storage. This way you can quickly and efficiently protect all of your Exchange Online and OneDrive for Business data. Alternatively, you can choose individual mailboxes and user OneDrives to back up. By default, Microsoft Office 365 backups are incremental after an initial full backup, copying only new items. This approach speeds up the backup process and saves disk space.

Advanced Scheduling Options

With NAKIVO Backup & Replication, you can schedule Microsoft Office 365 backup jobs to run automatically based on your data protection policy instead of running them ad hoc. The Calendar Dashboard offers a clear overview of your backup jobs, displaying all your data protection activities, including past, current and future Microsoft Office 365 backup jobs. This allows for more informed planning of your backup activities so you can optimize backup windows, avoid job overlaps and mitigate potential network congestion.

Accessible Offline Backups

Use NAKIVO Backup & Replication to maintain a copy of your Microsoft Office 365 data offline and on-premises. With offline backups of Exchange Online mailboxes and emails and OneDrive for Business files and folders, your data is safe from cyber security threats. In addition, with onsite Microsoft Office 365 backups, you gain full control over your data. If any Microsoft Office 365 data is lost or corrupted, you can recover what you need as soon as you need it. If an account is compromised, just choose the version you need and restore the items to the original mailbox, OneDrive, or to a custom location.

Flexible Granular Recovery

NAKIVO Backup & Replication offers flexibility when it comes to recovery of lost or corrupted Microsoft Office 365 data: choose what you want to restore and how to restore it. Recover mailbox folders (such as Inbox, Important, Drafts, Starred, etc.) and individual emails, as well as OneDrive files or folders directly from backups. With granular object recovery, you don’t have to perform a full recovery of an entire Exchange Online or OneDrive for Business user account to recover what you need. Just choose the recovery point, browse the contents, choose the item and recover it to the original location or to another mailbox or OneDrive.


Compliance Searches in Backups

NAKIVO Backup & Replication offers advanced search capabilities to help you find exactly what you need and quickly retrieve it from your backups. Whether you need to provide information to meet regulatory compliance requirements or to fulfill e-discovery requests, the centralised view of your Microsoft Office 365 backups makes it easy to locate and retrieve the necessary data by browsing your local OneDrive for Business and Exchange Online backups. When you enter a keyword, the software performs searches for emails, files, and folders in your Exchange Online and OneDrive for Business backups in the email subject line, email body, email address and file or folder name.

Intuitive Web Interface

Core data protection activities, such as backup or recovery of Microsoft Office 365 data, do not have to be complicated or require extensive technical skills. NAKIVO Backup & Replication provides you with a simple web interface, making it easy to manage Microsoft Office 365 backup and recovery processes from a single pane of glass. Ensure effortless Microsoft Office 365 backup administration without having to spend a lot of time and resources on training staff on how to use the solution. Accessible anytime and anywhere, the interface was designed with ease of use and flexibility in mind.

Customizable Data Retention

With NAKIVO Backup & Replication, you can set up flexible retention policies that give you full control of your Microsoft Office 365 data. With up to 4,000 recovery points that can be rotated daily, weekly, monthly or yearly, you can store your Exchange Online and OneDrive backup data for as long as you need to in the repository. With the proper retention policy, you can optimize storage space consumption while ensuring that you can go back in time to retrieve required data.

User Access Controls

Data loss and corruption can be caused by hackers or cybercriminals as well as inexperienced users or disgruntled employees. With role-based access control (RBAC) in NAKIVO Backup & Replication, you can enhance the security of your Microsoft Office 365 backups by easily managing and monitoring all the users and user groups as well as their roles from a single pane of glass. For maximum efficiency, granularly control who can access your backups, what actions your employees can perform with available data, and how the responsibilities should be distributed among IT staff.

What You Get with NAKIVO Backup & Replication for Microsoft Office 365 Backup

Greater Data Safety

With NAKIVO Backup for Microsoft Office 365, you can protect your application data and eliminate the risks of data loss or corruption. Take full control of your data with reliable backups of Exchange Online mailboxes and OneDrive for Business files. Although Microsoft maintains nearly uninterrupted uptime for Microsoft Office 365 users, its responsibility for your data doesn’t go beyond geo redundancy, which is not the same as backups. Whether it’s accidental deletion or modification, or internal or external security threats, NAKIVO Backup & Replication ensures that your data is accessible and recoverable at any time.

Recovery Flexibility

NAKIVO Backup & Replication offers multiple recovery options for Microsoft 365 backups. With regular backups of your Microsoft Office 365 data and the ability to retain up to 4,000 recovery points, you can roll back to a specific point in time and recover the version of your data that you need. In addition to this flexibility in recovering different versions, you get granular recovery so you are able to retrieve only the email, folder or file that you need without recovering an entire account. Browse a backup and recover the items you need to the original or a custom location.

Regulatory Compliance

NAKIVO Backup for Microsoft Office 365 allows you to meet regulatory compliance requirements and fulfil e-discovery requests with the comprehensive search capabilities of Exchange Online and OneDrive for Business backups. You can perform searches in your backups of OneDrives and mailboxes based on keywords in the subject line, email body, email address, or name of the folder or file. These searches are fast, allowing you to promptly provide the requested information. Having your data reliably backed up protects you from internal security threats: an employee is unable to delete an email to hide its incriminating content from legal departments or human resources.


Improved RTOs and RPOs

NAKIVO Backup & Replication helps you meet both the recovery time objectives (RTOs) and recovery point objectives (RPOs). You can run backup jobs as often as every minute for the purpose of achieving lower PROs. The ability to recover Exchange Online and OneDrive for Business items without restoring the entire backup first lets you improve your RTOs. This, in turn, helps you nearly entirely eliminate the disruptions in your business continuity, which is especially important for companies that are striving to deliver their services on a continuous basis.

Quick and Easy Access to Data

With an Exchange Online or OneDrive backup stored on-premises, you get three major advantages. First, on-premises backups are easily accessible and readily available which can significantly improve recovery times of your mailbox or OneDrive data. Second, the hardware for an on-site backup infrastructure is a one-time investment and you don’t have to pay monthly fees as with cloud storage. Third, by storing backups on-premises, you can ensure compliance with industry-specific regulations that stipulate where personal data must be stored.


Time Savings

In addition to running backups ad hoc by manually launching jobs, the scheduling functionality of NAKIVO Backup & Replication allows you to adopt a set-it-and-forget-it approach. Once you create a backup schedule, there’s little manual intervention needed. The built-in Calendar Dashboard provides you with a bird’s-eye view of all of your past, current and future data protection jobs. This tool helps you avoid job overlaps and network congestion, which could otherwise affect the performance of your infrastructure. With the routine data protection workflow automated, administrators can redirect their time and attention to other IT-related tasks.

Simplified Administration

The intuitive web user interface of NAKIVO Backup & Replication simplifies the administration of your Microsoft 365 backup and recovery jobs. Easily manage your Microsoft Office 365 data protection activities, without spending any time or resources on training your IT staff. To start backing up Exchange Online and OneDrive for Business data, add the Microsoft Office 365 account to the inventory, create a Backup Repository and run a job to start the backup process. Similarly, you can easily run granular recoveries of the items you need. The software is as simple and easy to use as it is to deploy.

Cost-Effective and Scalable

NAKIVO Backup & Replication delivers the scalability required by a rapidly growing infrastructure. With Backup for Microsoft Office 365, protect thousands of Exchange Online and OneDrive for Business users with a single deployment of the software. You can easily adapt to changing needs in your environment without making any significant modifications in the existing setup, which allows you to reduce the cost implications of infrastructure growth. What is more, Backup for Microsoft Office 365 is licensed per user and can be combined with any edition and license type, meaning that you only pay for what you need.

How to Ensure that Your Microsoft Office 365 Data Is Safe and Recoverable with NAKIVO Backup & Replication

Perform Incremental Office 365 Backups

With the daily flow of emails and frequent edits to OneDrive documents, Microsoft Office 365 data needs to be backed up regularly. Performing full daily backups is time-consuming and resource-intensive, using a lot of storage space, especially in large environments. With NAKIVO Backup & Replication, Office 365 backups are incremental by default, that is, previously backed-up data is skipped and only new objects are copied and added to the storage. As you have much less data to back up, incremental backups are faster, take up less storage space and produce less network load than full backups.

Keep a Copy of Your Data On-Premises

If you are concerned about losing control over your Microsoft Office 365 data, the best approach is to ensure that you have access to your Exchange Online and OneDrive for Business data at all times by backing them up. With NAKIVO Backup & Replication, you can perform Office 365 backups regularly and store these backups on-premises for accessibility and immediate recovery. With all your Microsoft Office 365 data in one place, you gain centralized control of data and ensure that you can recover any missing emails, files, or folders whenever you need it.

Adopt the Right Backup Rotation Scheme

After each incremental Office 365 data backup, a recovery point is created representing a version of your data at a specific point in time. By defining a backup rotation scheme, you maintain the lifecycle of these recovery points. This way, you save storage space as expired recovery points are replaced with newer ones. With up to 4,000 recovery points per Office 365 backup job, the points can be rotated daily, weekly, monthly and yearly using the grandfather-father-son (GFS) scheme. This ensures that you always have access to your Microsoft Office 365 data while saving storage space costs.


Schedule Backup Jobs

Backup administrators are faced with the difficult task of ensuring that backups are always up to date. You can automate Office 365 backup activities with the advanced backup job scheduling features in NAKIVO Backup & Replication. The Calendar Dashboard offers a unified view of your past, current, and future backup jobs. You can see job durations in the past and estimates for the future, and resolve any potential job overlaps. With this information at hand, you can easily schedule Office 365 backup jobs to run as often as you need for maximum efficiency.

Choose Granular Recovery

When an Exchange Online email or OneDrive for Business file is accidentally or intentionally deleted, full recovery can be time consuming. What you need is granular recovery to restore only the folders, files, or emails that you need. Backup for Microsoft Office 365 allows you to recover Exchange Online or OneDrive for Business items directly from backups to the original or a custom location. With the intuitive web user interface, you can select an Office 365 backup and a recovery point, browse through the contents and locate the item you want to recover for fast and smooth recoveries.


Ensure Regulatory Compliance

Although electronic data is more accessible and easier to browse, searching and browsing this data are not always optimized, especially in data protection software. NAKIVO Backup & Replication delivers advanced search capabilities for Office 365 backup data, giving you the upper hand in the course of legal proceedings or when you are requested to submit data for inspections. Easily browse through the Office 365 backups to locate and retrieve the data you need in a matter of minutes. Keep an eye on your business data to stay away from unwanted fines, penalties and legal disputes.

Limit Access to Office 365 Backups

Sometimes, the main threat to data safety is on the inside. Whether this internal security threat is an unintentional file deletion by an inexperienced user or a malicious attack by a rogue employee, you can improve the security of your Office 365 backup and recovery activities by restricting access and actions to users in the UI. With role-based access control (RBAC), you can create multiple user roles and assign a set of specific access permissions to each of them. This way, you can manage who can run Office 365 backup and recovery activities and to what extent.

Scale Up On Demand

As your business grows and the number of employees increases, your Office 365 backup needs change as well. So, you need a flexible backup and recovery solution that can be scaled to protect your Microsoft Office 365 environment. NAKIVO Backup & Replication can be easily scaled up (or down) to protect thousands of users per one software deployment. With NAKIVO Backup for Microsoft Office 365 licensed on a per-user basis, you only pay for what you need.


Helpful, comprehensive, up-to-date

Useful Downloads

White Paper

White paper on Microsoft Office 365 data protection and main risks in shared responsibility.


Solution Brief

Overview of Backup for Microsoft Office 365 with NAKIVO Backup & Replication.



Product presentation showcasing NAKIVO’s new offerings, core benefits, latest achievements and so on.



Infographic on Microsoft Office 365 Suite: key features, major threats and the best solution for SaaS protection.


Video Tutorials

How to Back Up and Recover Exchange Online Data

Watch this how-to video to learn how to set up and run Exchange Online backup and recovery with NAKIVO Backup & Replication.

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OneDrive for Business Data Backup and Recovery

Watch this short video and learn why choose NAKIVO Backup & Replication to perform OneDrive for Business backup and recovery.

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How to Back Up and Recover OneDrive for Business Data

Watch this how-to video to understand how to set up and perform OneDrive for Business backup and recovery operations with NAKIVO Backup & Replication.

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From Our Blog

How to Recover Deleted Emails in Office 365 with NAKIVO Backup & Replication


Microsoft Office 365 Advanced Threat Protection: Complete Overview


Microsoft Office 365 Malware Protection: A Short Guide


How to Connect Office 365 Exchange Online Services to PowerShell


Configuring ADFS for Office 365: A Step-By-Step Guide


Office 365 App Passwords and Multi-Factor Authentication: Complete Overview


Technical Documentation

How NAKIVO Backup & Replication Helps You Resolve Microsoft Office 365 Data Protection Challenges

Retaining Former Employees’ Data

After deleting the Microsoft Office 365 user account of an employee who has left your organization, Microsoft only stores the data associated with that account for 30 days before deleting it. However, your organization may need to access a former employee’s data in the future for regulatory compliance purposes or to fulfill legal requests for information. Use Backup for Microsoft Office 365 to regularly back up Office 365 mailboxes and OneDrive user accounts, thereby ensuring that you can recover your data when you need to whatever the employee’s status. If an employee does leave the company for any reason, you will have a copy of their mailbox and OneDrive, including emails and files, that you can access whenever you need. Moreover, with NAKIVO Backup & Replication, you get granular recovery, allowing you to restore individual folders, files, and emails. Search and browse the backup versions and recover only the items you are looking for.

Managing Mailbox Limits

Microsoft Office 365 imposes limits on mailbox size depending on the plan. Additional shared mailboxes and archive mailboxes consume additional storage. Nevertheless, with large volumes of data, mailboxes are bound to use up all the available space eventually. This may lead employees to delete emails to free up space. This deleted data is not recoverable in Microsoft Office 365 after a limited time period. To address this problem, back up Office 365 mailboxes for long-term storage and future restoration. This serves two purposes. First, backups ensure that Microsoft Office 365 data is protected against accidental deletion, ransomware attacks and insider threats. Secondly, users can delete emails from the user mailbox to clear space, safe in the knowledge that secure backups exist. If the need for old emails suddenly arises, employees can rapidly restore the necessary data. Office 365 email backups can be stored indefinitely, guaranteeing that your data is available whenever it is needed.

Retaining Data for Compliance

Businesses retain data for regulatory compliance and for potential legal proceedings. Most data protection laws focus on transparent consumer data use and financial reporting and stipulate how long data should be stored. Microsoft Office 365 addresses legal compliance with the native Litigation Hold feature, which freezes a mailbox or OneDrive files and folders to prevent deletion. However, if a regulatory body or court requests previously deleted data, Microsoft Office 365 offers no functionality to protect a business from penalties. The best way to ensure compliance with laws and regulations is to back up Office 365 data with NAKIVO Backup & Replication. Store these backups onsite or offsite according to local legislation.

Ensuring Business Continuity

Accidental deletions, rogue administrators and external threats expose data to loss, theft and ransomware attacks. These unwanted risks and threats can lead to operational disruptions and reputational losses for businesses. While the loss of personal data can irrevocably weaken customer trust, Microsoft Office 365 offers limited functions to address these issues. By backing up Microsoft Office 365 data, you build an effective disaster recovery plan and ensure business continuity. Create multiple backups stored on different devices to establish resiliency. Then, if data loss occurs, rapidly restore entire mailbox folders or individual objects directly back to the source. You can also mitigate the risk of rogue administrators by configuring role-based access control (RBAC) to limit users’ access.

Preserving Data During Migrations

Migrating from an on-premises Exchange Server setup to a hybrid or purely cloud Exchange Online deployment offers businesses greater operational efficiency. But it also poses significant data loss risks. Migrations are multistage processes in which administrators must carefully track the status of every user and mailbox. Any mistake or disruption exposes businesses to losing critical business data. Use NAKIVO Backup for Microsoft Office 365 to establish fail-safe mechanisms during migrations. NAKIVO Backup & Replication supports backups for Exchange Online mailboxes and machines running Exchange Server. If at any point, during or after the migration, administrators learn that data has been lost in the process, they can rapidly restore the items from the backups. Once the migration has been completed, repurpose the backups to ensure regulatory compliance and protect against security threats.

Delegating Data Protection Activities

Large corporations can delegate Microsoft Office 365 backup and recovery to specific branches or business units. With the multi-tenancy functionality in NAKIVO Backup & Replication, this scenario can be implemented successfully by using the multi-tenant setup to create isolated environments (tenants) within a single software deployment. This setup simplifies data protection management for tenants and offers centralized control and visibility for administrators. Offloading some of the routine data protection activities helps maintain flexibility and short recovery times. The role-based access controls (RBAC) feature allows administrators to assign specific roles to tenants.

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Office 365 backup Pricing

Download the full-featured Free Trial and see NAKIVO Backup & Replication in action:

  • Get an all-in-one solution for backup, replication, granular recovery and disaster recovery.
  • Deploy on a NAS device (ASUSTOR, QNAP, Western Digital, Synology, NETGEAR or FreeNAS) to create a powerful backup appliance.
  • Set policy-based rules to automate the protection of virtual, cloud, physical and SaaS environments.
  • Keep backup data on-premises, remotely, in the Amazon S3/Azure/Wasabi clouds or on tape.
  • Automate and orchestrate disaster recovery workflows with Site Recovery to achieve better RTOs and RPOs.
  • Instantly recover files, folders, VMs and application objects.
  • Save on storage costs with backup size reduction features: deduplication, compression, Exchange and SQL log truncation, and omission of swap files.
  • Verify recoverability of your backups and replicas to make sure they are available whenever you need them.
  • Boost backup speed by up to 2 times with network acceleration and LAN-free data transfer.

Frequently Asked Questions

What is Office 365?

Office 365 is a line of cloud-based subscription services delivered by Microsoft. It was renamed to Microsoft 365 in 2020. This productivity suite includes classic Office applications such as Word and Excel as well as business-oriented features like Microsoft Teams. Choose from a variety of Office 365 subscription plans to meet your personal or business needs – from content creation and collaboration to business analytics and more.

Do I need to back up Microsoft Office 365 applications?

Yes. Although Microsoft Office 365 offers version history and limited data retention that can protect your data from user errors, these features do not amount to backup and recovery. You need a dedicated backup solution to protect your data against accidental deletions, ransomware and other threats, and to ensure compliance with regulations.

Do I need to back up Exchange Online data?

Yes. Microsoft Office 365 only stores deleted Exchange Online mailboxes and emails for a limited time before permanently purging them. This is useful to recover accidental deletions within that time period, but it doesn’t provide long-term retention. With an Exchange Online backup, you can quickly recover from data loss or corruption and maintain business continuity.

How often can I run backups in NAKIVO Backup & Replication?

You can run Office 365 data backup jobs as often as every minute either ad hoc or automatically. You have various scheduling options to automate backups to run monthly, weekly, daily or even every few minutes. Organizations should first assess their operational requirements, define desired RTOs and RPOs, and then choose their backup frequency.

How long is backup data retained in NAKIVO Backup & Replication?

There is no limit to how long a user’s data can be retained. Each time NAKIVO Backup & Replication backs up Microsoft Office 365 OneDrives or mailboxes, it creates a recovery point. Each recovery point represents a different version of your data at a point in time. This gives you flexibility for granular recovery.

Can I work with mailboxes and OneDrive user accounts during a running backup job?

Yes. As a user, you have complete access to Exchange Online and OneDrive for Business while an Office 365 data backup is running. NAKIVO Backup & Replication keeps the backup process invisible to prevent any disruptions in your production environment. This allows scheduled backups to happen in the background without affecting application availability or performance.

What are my responsibilities as a Microsoft Office 365 user?

Microsoft is only responsible for maintaining its physical and virtual infrastructure. As a user, you are expected to take care of Microsoft Office 365 data protection with a backup and recovery solution, respond to external and internal risks and threats and ensure long-term data retention for legal and compliance purposes.

Where are my Microsoft Office 365 backups stored?

Before backing up your Microsoft Office 365 data, you must create a Backup Repository specifically for Microsoft Office 365 in NAKIVO Backup & Replication to store backups and metadata.

How does licensing for NAKIVO Backup for Microsoft Office 365 work?

NAKIVO Backup & Replication for Microsoft Office 365 is licensed on a per-user basis. A license for Microsoft Office 365 backup can be combined with any edition (Basic, Pro Essentials, Enterprise Essentials, Pro, Enterprise, or Enterprise Plus) and purchased with any license type (perpetual or subscription). Microsoft Office 365 subscription licenses include one year of 24/7 Support.

Do I need to back up OneDrive for Business data?

Yes. While Microsoft Office 365 does offer version history and limited data retention to protect against quickly noticed user errors, these features are not substitute for a OneDrive backup solution. If you want to ensure data recoverability, you need a dedicated backup solution to protect your data against ransomware and accidental deletions.

Is NAKIVO Backup for Microsoft Office 365 available in the Free Trial?

Yes. You can download the 15-day Free Trial of NAKIVO Backup & Replication with the complete set of features and full functionality. The trial includes all the capabilities for comprehensive data protection of virtual, physical, cloud and SaaS environments.

“In NAKIVO Backup & Replication, we found a stable VM backup solution that lets us back up VMs faster and recover VMs in minutes, which is extremely helpful in order to keep our business operations available at all times.”
Steven Schmidt, System Administrator at One World Direct
“With NAKIVO Backup & Replication, the university saved time and money, while gaining peace of mind. I now spend the majority of my time not on backup administration, but on other IT-related tasks.”.
Edwardson A. Pedragosa Jr., Network Administrator at the Asia-Pacific International University
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“With NAKIVO Backup & Replication, every hour that we save on VM backup administration can be translated into cost savings. NAKIVO Backup & Replication is resource-efficient in terms of installation and configuration. NAKIVO Backup & Replication is just what we needed.”
Samuel Riley, IT Manager at MyoKardia

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