There are several backup solutions for Microsoft 365 that focus on securing data across platforms like Exchange Online, SharePoint, OneDrive, and Teams. While Microsoft 365 offers built-in data retention options, these are more geared toward compliance and disaster recovery rather than comprehensive backup. For full backup capabilities, third-party solutions are commonly used. Here are some well-known ones:
- Veeam Backup for Microsoft 365:
- Backs up Exchange Online, SharePoint, OneDrive, and Teams.
- Allows recovery of individual items like emails or files.
- Offers flexible storage options, including on-premises or cloud storage.
- Pricing varies based on the number of users and features chosen.
- Acronis Cyber Backup:
- Provides backup and recovery for Office 365 data, including Exchange, OneDrive, and SharePoint.
- Includes advanced cybersecurity features like ransomware protection.
- It also offers flexible storage and recovery options.
- Pricing depends on the subscription model and storage needs.
- AvePoint Cloud Backup:
- A cloud-native backup solution for Office 365, covering all key services (Exchange, SharePoint, OneDrive, and Teams).
- Offers granular recovery and point-in-time restore options.
- Integrates with Azure and other cloud storage providers.
- Pricing is user-based with custom storage and feature add-ons.
- Commvault Backup & Recovery for Microsoft 365:
- Provides comprehensive backup and recovery for all Microsoft 365 applications.
- Supports advanced data management features like eDiscovery, data retention, and compliance.
- Integrates with various storage solutions, including cloud and on-premises.
- Offers enterprise-level pricing models based on features and capacity.
- Datto SaaS Protection:
- Specializes in backup and recovery for Microsoft 365 and Google Workspace.
- Automates backups three times a day with unlimited storage.
- Allows restoration of individual files, folders, or entire user accounts.
- Subscription-based pricing, typically per user per month.
CodeTwo Backup
CodeTwo Backup is a comprehensive backup solution specifically designed for Microsoft 365 environments. Here’s a summary of its key features:
- Local Backup: It creates backups of Exchange and SharePoint data from both on-premises servers and Microsoft 365 (including OneDrive for Business and Office 365 groups). The backups are stored locally on a Windows machine.
- Incremental Backup: Uses an incremental backup model, meaning after the initial full backup, only new or modified items are backed up in subsequent cycles. This optimizes storage space and reduces backup times.
- Granular Restoration: The system allows you to restore data at different levels, whether it’s individual items (emails, files, etc.), entire mailboxes, or complete SharePoint sites. You can restore items to the original location or to a different location.
- Security and Encryption: All data is encrypted during transfer and when stored locally. The platform also supports multi-factor authentication (MFA) and secure OAuth 2.0-based connections to Microsoft 365.
- Data Retention Policies: CodeTwo Backup allows you to apply retention policies to manage and delete old data, optimizing storage space. Combined with storage archiving, older data can be moved to external storage.
- Scheduling: You can define specific activity periods for backups to run during low-traffic times, minimizing server load.
- Multiple Server Support: The program can manage backups for multiple Exchange and SharePoint servers across different domains, including both on-premises and Microsoft 365 environments.
- Background Operation: The backup jobs run in the background through a dedicated service, meaning the user interface doesn’t need to remain open, and you don’t need to be logged in to the system for backups to proceed.
Ideal Use Case: CodeTwo Backup is perfect for businesses that want full control over their data, prefer to store backups locally, and need flexibility in backup scheduling, data retention, and restoring data at various granular levels.
CodeTwo Backup does back up data from Microsoft 365 that is in the cloud, including Exchange Online, SharePoint Online, OneDrive for Business, and Office 365 Groups. When I mentioned “local backup,” I meant that the backups are stored locally on your own infrastructure (e.g., on a physical or virtual machine, or external storage), rather than in the cloud.
So, CodeTwo Backup pulls the data from Microsoft 365 (whether it’s hosted in the cloud or on-premises) and stores it locally on your selected storage. You can back up your cloud-hosted Microsoft 365 data (like Exchange Online and SharePoint Online) just as easily as data from on-premises servers.
Would you go for CodeTwo Backup?
Not if you want one solution that also backups your Dynamics data for example.
Spanning Backup: A Reliable Cloud Backup Solution for Microsoft 365
Spanning Backup is a leading cloud-to-cloud backup solution designed to protect critical business data in Microsoft 365, including Exchange Online, SharePoint Online, OneDrive for Business, and Microsoft Teams. As businesses increasingly rely on cloud-based services, ensuring the safety and availability of data becomes crucial. While Microsoft 365 provides native retention and recovery options, they are limited in terms of long-term protection and comprehensive recovery. This is where Spanning Backup excels.
Key Features
- Automated Daily Backups: Spanning automatically backs up Microsoft 365 data daily, ensuring that the most recent versions of emails, files, and communications are always protected. Additionally, real-time backups capture any changes that occur between scheduled backups.
- Granular Recovery: The solution provides granular recovery options, allowing users to restore individual files, emails, or even entire folders. This means you can recover only what’s necessary without needing to restore the entire dataset.
- Simple User Interface: Spanning is known for its intuitive and user-friendly interface, making it easy for administrators and end users to locate and restore data in just a few clicks.
- Security and Compliance: With Spanning, all data is encrypted both in transit and at rest. The platform is SOC 2 Type II, GDPR, and HIPAA compliant, ensuring that your organization meets its legal and regulatory obligations regarding data protection.
- Unlimited Storage and Retention: Spanning offers unlimited storage and retains data for the duration of your subscription. This provides peace of mind for businesses, knowing that their historical data is always available, no matter how long it’s been since a deletion or modification occurred.
- Backup for Microsoft Teams: In addition to backing up email and file storage, Spanning also covers Microsoft Teams, safeguarding critical communication and collaboration data.
Why Choose Spanning Backup?
Spanning Backup is designed for businesses that want a hands-off, automated backup solution that integrates seamlessly with Microsoft 365. Unlike traditional backup solutions that rely on manual storage and infrastructure management, Spanning operates entirely in the cloud, offering a hassle-free experience. Its robust security features and continuous data protection make it ideal for businesses concerned about data loss due to accidental deletion, cyberattacks, or user errors.
In short, Spanning Backup offers an essential layer of protection for Microsoft 365 environments, ensuring that critical business data is always secure, accessible, and recoverable in any situation.
Here’s a comparison table between CodeTwo Backup and Spanning Backup for Microsoft 365:
| Feature | CodeTwo Backup | Spanning Backup |
|---|---|---|
| Primary Focus | Local backup of Microsoft 365, on-premises Exchange, and SharePoint | Cloud-based backup for Microsoft 365 (Exchange, OneDrive, SharePoint) |
| Backup Storage Location | Local storage (on-premises or virtual machine) | Cloud storage (Amazon Web Services) |
| Backup Model | Incremental backups after the initial full backup | Continuous automatic backups (daily backups with real-time capture of changes) |
| Supported Microsoft 365 Services | Exchange Online, SharePoint Online, OneDrive for Business, Office 365 Groups | Exchange Online, SharePoint Online, OneDrive for Business, Microsoft Teams |
| On-Premises Backup | Yes (Exchange Server and SharePoint Server) | No |
| Granular Restoration | Yes (individual items, folders, mailboxes, sites) | Yes (individual items, folders, mailboxes) |
| Restore to Original Location | Yes | Yes |
| Restore to New Location | Yes (different mailbox, folder, or SharePoint site) | No, restores to the original location only |
| Encryption | Data is encrypted during transfer and at rest | Data is encrypted both in transit and at rest |
| Multi-Factor Authentication (MFA) | Yes | Yes |
| Data Retention Policy | Yes (customizable retention policies per storage) | No (data is retained for the life of the account) |
| Storage Management | Supports storage archiving and external storage | No (backups are stored in the Spanning AWS cloud indefinitely) |
| Scheduler | Yes (custom activity periods for backup jobs) | No scheduling; continuous automatic backups |
| Supported Platforms | Microsoft 365, Exchange Server, SharePoint Server | Microsoft 365 only |
| User Interface | Admin Panel with detailed backup and restore management | Simple and user-friendly web interface |
| Compliance Certifications | No specific compliance certifications mentioned | SOC 2 Type II, GDPR, and HIPAA compliant |
| Pricing | Based on the number of users and storage capacity (typically less costly due to local storage) | Per user, per year (SaaS model, cloud-based pricing) |
| Use Cases | Businesses needing full control over storage location and management | Organizations preferring cloud-based, hands-off backup solution |
Key Differences:
- Storage Location: CodeTwo stores backups locally, while Spanning Backup uses cloud storage (AWS).
- On-Premises Backup: CodeTwo supports on-premises Exchange and SharePoint backups, while Spanning does not.
- Backup Frequency: Spanning offers continuous automatic cloud backups, while CodeTwo allows for scheduled backups.
- Restoration Flexibility: CodeTwo allows for restoration to a different location, while Spanning restores only to the original location.
- Data Retention: CodeTwo offers customizable retention policies, while Spanning retains data indefinitely as long as the subscription is active.
