Knowledge base

October 23, 2023

Why external backups for Microsoft 365?

In the digital age, data is at the core of modern businesses and individuals. Microsoft 365, often referred to as M365, has become an indispensable subscription service, providing access to a range of Microsoft products that make both businesses and consumers more productive. While M365 provides some basic data retention policies, it is essential to understand that the responsibility for protecting the data in M365 ultimately rests with the user. Given the digital landscape, where unexpected data loss and malicious threats can strike at any time, considering an external Microsoft 365 backup solution is crucial.

Unintentional Data Loss: An Inevitable Reality

In the fast-paced digital world, accidents can happen. Even the most careful users can accidentally delete important data. While M365 has basic retention policies, these have their limitations. This is where external backup solutions come in, acting as a safety net against accidental data loss and providing a thorough way to restore your valuable data.

Protection Against Malicious Actions

Intentional data loss is a real danger. Whether it comes from inside or outside your organization, the deliberate removal of crucial information can be devastating. Remote backup solutions provide a layer of security that is essential in today’s digital landscape. By consistently backing up your data, these tools protect your information from intentional destruction.

Cyber Threats: An Increasing Concern

Cyber threats such as viruses, malware and ransomware attacks are a constant threat to your data. M365 does offer some protection, but external backup solutions provide an additional layer of security. Regular backups will ensure that your data is safe, even in the event of a cyberattack.

Extended Retention: Beyond the 30-Day Limit

Microsoft’s standard retention policy provides up to 30 days of basic coverage. However, many users need longer retention periods, especially when historical data needs to be retrieved. External backups often provide the flexibility to retain data for longer periods of time, sometimes as far back as several years.

Enhanced Functionality of External Solutions

In addition to longer retention periods, external backup solutions often offer more functionality than M365’s standard options. Think improved search functions, reporting tools and more extensive recovery options. If you value your M365 data, it is wise to explore these external tools.


While Microsoft 365 is indispensable, it provides only basic protection for your data. Remote backup solutions are essential to ensure complete security and availability of your M365 data in a data-centric world. For those looking for a reliable remote backup solution, ALTA-ICT offers backup services for Microsoft 365. Ensure yourself the best protection for your data and contact ALTA-ICT today for more information and support.

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