Most Perth businesses assume that because Microsoft 365 is cloud-based, their data is automatically backed up. It's one of the most common misconceptions we encounter - and one of the most dangerous.
Microsoft runs a highly redundant infrastructure. Your emails won't disappear because a data centre catches fire. But redundancy is not the same as backup. If you accidentally delete 3,000 emails, or ransomware encrypts your SharePoint, or a disgruntled employee wipes the shared mailbox on their way out - Microsoft's built-in tools may not save you.
What Microsoft actually provides
Exchange Online retains recoverable deleted items for 14 days by default; administrators can increase this to 30 days. Holds and retention policies are separate controls and may change what remains recoverable. SharePoint recycle-bin retention is generally 93 days from original deletion, subject to documented exceptions.
Version history and retention policies can also assist recovery, but their scope and settings need to be checked. They are different from a separately configured backup service.
See Microsoft documentation on Exchange deleted-item retention and SharePoint recycle-bin recovery.
What isn't covered
Before relying on existing recovery features, test the scenarios that matter to your business: accidental bulk deletion, corrupted or encrypted files, a compromised account, and an incident discovered after the available recovery window.
Native recovery tools may help in these situations, depending on settings and timing. Confirm which systems and data can be restored, to what point, and who is authorised to perform the restore. Prompt offboarding and controlled application access reduce risk alongside backup.
What Microsoft 365 Backup (the paid add-on) covers
Microsoft 365 Backup is a paid service protecting selected Exchange mailboxes, SharePoint sites, and OneDrive accounts. Its recovery window is separate from ordinary retention policies. Microsoft documents append-only protection for restore points and safeguards against unwanted backup deletion, including an offboarding recovery grace period and administrator notifications.
Review the actual policy settings, administrator access, recovery options, and business requirements. Being hosted within Microsoft does not mean it has no deletion safeguards. See the Microsoft 365 Backup overview.
What a proper third-party backup covers
An independent backup service may offer different recovery options or separation from the production tenant. Compare products against your requirements instead of assuming all provide the same protection.
- Protected mailboxes, sites, files, and supported Teams data.
- Retention periods, storage allowances, and exclusions.
- Point-in-time and granular restore options.
- Backup administrator permissions and deletion safeguards.
- Tested recovery procedures and achievable recovery objectives.
What does it cost?
Our Microsoft 365 cloud-data backup is $15 per user/month + GST. Ten users cost $150/month + GST; 20 users cost $300/month + GST. This standalone rate is separate from Microsoft 365 licensing and endpoint backup. Microsoft 365 cloud-data backup is included in our Managed IT & Security Complete package and can be added to Managed IT Support.
The written quote confirms protected workloads, retention, storage, restore procedures, and ongoing management. See our backup and disaster recovery service to discuss coverage.
What Perth businesses should do
- Assume Microsoft 365 does not back up your data in any way that will save you from a real incident.
- Enable the extended Recoverable Items retention window if you haven't - it costs nothing and buys more recovery time.
- Add a dedicated third-party backup that covers Exchange, SharePoint, OneDrive, and Teams.
- Test restores at least quarterly - knowing the backup runs is not the same as knowing it works.
Frequently Asked Questions
Does Microsoft 365 back up my emails automatically?
Microsoft 365 includes recovery and retention features, but a standard productivity subscription should not be assumed to include a separately configured backup service. Exchange deleted-item retention, SharePoint recycle bins, retention policies, and paid backup have different settings and recovery windows.
What happens if someone permanently deletes emails or files in Microsoft 365?
Recovery depends on the workload, configured retention or holds, available restore points, and whether backup was enabled before the deletion. Check those recovery options promptly. A backup cannot restore data it never captured.
Is the paid Microsoft 365 Backup add-on the same as a third-party backup?
Microsoft offers a paid backup service for selected Exchange mailboxes, SharePoint sites, and OneDrive accounts. Compare its protected workloads, recovery window, deletion safeguards, permissions, and restore options with those of an independent backup service. Third-party products also vary and require careful access configuration.
How much does third-party Microsoft 365 backup typically cost?
Our Microsoft 365 cloud-data backup is $15 per user/month + GST, separate from licences. Ten users cost $150/month + GST. Your quote confirms the workloads, retention, storage, restore process, and management included.
Not sure if your Microsoft 365 data is actually backed up?
We review Microsoft 365 backup coverage for Perth businesses and set up independent backup where it's missing. It's a quick check that can prevent a very expensive problem.
Talk to us about Microsoft 365 backup →For related reading, see our guides to How to Test Your Business Backup - A Guide for Perth Businesses and Microsoft 365 Security for Perth Businesses.