8 Benefits of Backup Service For m365

Benefits of
a Backup Service
for Microsoft 365
8 Benefits of a Backup Service for Microsoft 365
The 8 Benefits
1. Simple Data Protection 4
2. Quick & Easy Setup 5
3. Time & Money Saved 6
4. All-Inclusive Service 7
5. Unlimited Storage 8
6. Maintenance & Security 9
7. Compliance & Governance 10
8. Tailored for Microsoft 365 11
© 2024 Veeam Software. Confidential information. All rights reserved. All trademarks are the property of their respective owners. 04012024
Introduction
The Microsoft 365 backup market is poised to double in the coming years — a good thing, given
that in one survey, Microsoft Office documents ranked first by number of attempts by cybercriminals to
exploit vulnerabilities (80%).¹ As data owners become increasingly aware of the critical need for dedicated
backup solutions for Microsoft 365, the demand for more efficient and cost-effective data protection
continues to grow.
Deciding exactly how your data is protected becomes one of the most important decisions you
can make for your organization, especially when relying upon Microsoft 365 for daily operations. By
now, you have heard of Microsoft’s Shared Responsibility Model — that although Microsoft 365 offers
an array of robust applications and services, a backup solution is not natively built into those services.
As such, it can be difficult to find the time, money, and talent to ensure your Microsoft 365 data is safe
and your business is kept running.
Many organizations currently utilize software-only backup solutions. Once the software is purchased,
everything is entirely self-managed by the end user, from setting up the infrastructure on which the software
will run to connecting the storage of their choice. This enables organizations to maintain full control and tailor
every element of their backup to ensure that’s it’s optimized to their liking. However, the ongoing management
required (and the on-hand expertise demanded) has made software-only solutions less attractive to some
companies. Just as you don’t need to own a mechanic’s shop to keep your car running, you don’t need to build
an entire backup infrastructure to protect your data.
This realization has driven a notable shift in the growing preference for as-a-Service models. In fact, in
our own Veeam Data Protection Trends Report for 2024, 88% of enterprises were either very likely or
almost certain to use a Backup as-a-Service (BaaS) or Disaster Recovery as-a-Service (DRaaS) for at
least some of their production servers. Within the same survey and shown in the following diagram, we
asked “which of the following is your organization’s primary method of business continuity and disaster
recovery today and in two years’ time.” The results spoke for themselves.
Which of
the following is your 2020 30% 23% 54% When partnering with
organization’s primary a backup vendor,
method of business organizations leverage
continuity and disaster 2021 28% 30% 58%
a strong, convenient, and
recovery today? In two
years time? cost-effective alternative
2022 34% 36% 70% to self-managed or
software-only backups.
Companies are allowed
2023 24% 47% 70% to focus on business
Multiple self-managed objectives while also paving
data centers
their way to a data-safe
Cloud-infrastructure 2024 30% 41% 71% future. With this in mind,
or DRaaS provider
let’s discuss what makes
2025
25% 42% 67% cloud-based backup
Anticipated’23
services so appetizing for
2026 companies using Microsoft
26% 47% 74%
Anticipated’24 365 — and why it may be
just the thing to keep your
business running.
¹IT Threat Evolution in Q3 2023
1. Simple Data Protection

An effective IT team is responsible for a large and complex array of tasks within traditional backup
environments. These include items such as effective management, regular maintenance, and robust security
measures (including timely fixes and patches), all of which are key to a successful backup strategy.
Not only are these responsibilities essential, but they are perpetual. You can’t simply “set it and forget it.” You
need to continually optimize, check, patch, and update the environment — which perhaps provides insight into
the fact that less than 25% of organizations manage to wholly recover their Microsoft 365 data during a data
loss incident. This begs the question: Why commit so much to maintenance projects when you can have
someone else do them for you? That’s the beauty of a backup service.
The following diagram shows a simple overview of the main jobs and/or components needed for an effective
backup strategy. Based on your backup strategy, you can decide which of these you want to manage
in-house, and which you can have done for you.
Backup Software
Download & Deploy
Backup Planning & Backup Infrastructure Backup Storage Software Updates & Backup Operations Restore Operations SLA Control
Architecture & Networking Maintenance
Backup Service
Log-in & Manage
Managed Services
Use a service provider
Self managed Vendor managed Partner managed
Backup services are created with a key tenet in mind: simplicity. Through a backup service, complexities are
managed by experts at a distance. You no longer need to worry about maintenance, scalability, security, or
expertise — everything an IT team needs to implement in a backup solution can be accessed via web browser,
through an intuitive user interface that is designed to work with your environment. IT teams will have access
to backup customization, retention policies, and monitoring and analytics, all of which is designed
to be maintained and customized with minimal training.
Simple, right? It’s designed to be.
² IT threat evolution in Q3 2022
2. Quick & Easy Setup

One of the worst headaches when deploying
backup software is merely getting it off
the ground. From setting up and maintaining
the infrastructure, to selecting and connecting
the storage, coordinating with experts, and then
hoping everything is setup correctly when you
go to run your first backup, there are simply
too many critical functions to get right every
time. Enterprises require high-capacity storage
systems, backup servers, and networking
equipment, all of which harbor a learning
curve and must be reconfigured and scaled
as an organization grows — not to mention
the backup and security software that must
correctly configured and licensed for this to
work in the first place.
Backup service vendors deliver an instant

setup experience. All you need to do
is log in and link the backup service
to your Microsoft 365 environment.
Within minutes, you’re already creating
your first backup job. There is no
need to worry about connecting all
the components to make the solution
function correctly, reducing the chance
setup errors and ensuring a quick and
seamless backup deployment.
Set it, forget it, and move on.

It’s that easy.
3. Time & Money Saved

Budgetary constraints, shrinking resources, and tight deadlines are easily the most daunting challenges for IT
departments today. Being able to “do more with less” is a mandate that most organizations are expected —
even forced — to adopt. The unfortunate truth is that IT teams, more than any other, are expected to live by
this mantra, and usually take the brunt of its collateral damage.
This begs the question, "How can I relieve the pressure put on my IT team without sacrificing time,
money, or resources?" With a simple, cloud-based backup service, organizations can shift focus
away from acquiring specialized experts to manage their complex backup infrastructure. With
the simplicity of a SaaS solution, any team member within an IT department will be proficient in
the skills needed to create backups or complete data restores if needed.
As such, the traditional method for maintaining an array of on-premises servers and storage systems — and
the cost associated with it — is minimized. Backup vendors take on the heavy-duty technical responsibility for
hardware and its upkeep, so that your IT team can focus on other essential business operations.
But let’s go even further. With a backup service, you only pay for what you use. Organizations who adopt
a backup service will not waste money on unused or underinvested resources. Suddenly, the unpredictable,
fluctuating expense of an in-house setup becomes a foreseeable, subscription-based model that
you can depend on.
The question isn’t how much time and money you will save.
It’s, “What will I do with it all?”
With a backup service you:
Do more with less Backup vendors take on Pay for what you use
the heavy lifting
4. All-Inclusive Service
When organizations self-manage their backups, they must manually piece together their servers,
storage, and software, including signing up for an extensive list of ongoing management tasks to keep
all backup systems running effectively. While they may be able to customize more components, they
are also at risk of misconfiguration and other oversights. Backup service vendors are able to deliver
all the components needed to deploy and run a data protection strategy for Microsoft 365, meaning
that every operational component is already secured, deployed, and available to organizations so they
don’t have to do any heavy lifting or manual configuration.
Put simply, Microsoft 365 backup vendors offer the benefits of both scale and focus — with none of
the drawbacks of either. Through an all-inclusive service, backup vendors offer a level of simplicity and
convenience that cannot be achieved with self-managed backups. The following diagram contrasts
the comprehensive nature of what a backup vendor supplies in their service with the elements
managed by the user.
Backup vendor service delivery User-controlled
Core Automation
Operations Backup Restore eDiscovery
components
Server Networking Updates Create backup Recover quickly Advanced search

jobs & easily and find
Optional configuration:
Proxies Infrastructure Patches Backup Operations Security Analytics
management
Customize your backup Role-Based Access Control Generate reports
Alter retention period Restrict access by IP range Manage licenses &

monitor activity
Unlimited storage Maintenance Network security
Storage region of your choice Diversify storage repositories Export logs to SIEM
These services often come with predictable cost

structures, turning what could be a capricious
capital expense into a stable, scalable operating
expenditure. Ultimately, leveraging a dedicated
backup service for Microsoft 365 allows
organizations to boost their data resilience
with greater efficacy, scale as needed without
the hardware constraints, and rest assured
that their data is safeguarded by the latest in
security and compliance features. The complex
puzzle of enterprise-grade backup becomes
a straightforward, cohesive strategy.
That list of gaps and

oversights? Gone.
5. Unlimited Storage
Data generation has been growing exponentially or down per the demands of the business. With
and will continue to do so. Organizations are unlimited storage, organizations can consume
seeking backup solutions that can keep pace as much as they need at a fixed cost.
with their growing data needs, preferably without
incurring prohibitive costs or overwhelming In most cases, Microsoft 365 backup vendors
administrative burdens. offer unlimited retention policies, wherein there
is no predefined limit on the length of time
There are no storage pains with a cloud-based data can be stored. Companies are freed from
backup service. Organizations can expand the cumbersome task of micromanaging data
without worrying about the physical limitations lifecycles and the risk of premature deletion.
of their backup infrastructure or the need to Those who need or desire to retain data for
invest in additional storage hardware. Backup extended periods, whether for compliance,
vendors offer unlimited or highly scalable storage legal, or analytical purposes, can do so worry-
options which grant the much-needed flexibility free and on their own terms.
to businesses who experience unpredictable
data growth or fluctuations. Cloud storage, That way you can grow your
unlike traditional solutions, can be scaled up organization, not your storage costs.
6. Maintenance & Security
So far, we’ve discussed a number of promising have service-level immutability where the data
benefits offered by backup vendors. But with 53% is in a virtual air-gapped location, hosted by
of organizations having experienced data loss the backup vendor, isolated, and decoupled from
or corruption in SaaS applications in the past the Microsoft 365 and customer infrastructure.
12 months,³ these benefits are only worth it if
the maintenance and security is as good or better With a backup service, data is not only scalable,
than self-managed solutions. but highly available. By leveraging storage
solutions, backup vendors often maintain multiple
Backup service vendors take massive strides
backup copies in separate disks across multiple
to ensure that your data is secure and that you
geographically dispersed data centers, baking
have the highest degree of business continuity
durability and redundancy into the data’s lifecycle.
possible. Backups are encrypted in transit and
at rest, so that any intercepted or compromised
data remains unreadable and secure from So, how good is it really?
cyberthreats. Backup data will also typically The answer is “very”.
7. Compliance & Governance
Data breaches and compliance failures can lead

to significant financial penalties and reputational
damage. Adhering to strict compliance standards
and certifications is not optional — it is a necessity
often enforced by law. Backup services are
specifically designed to meet the high bar set by
regulatory frameworks across various industries
and regions, and to ensure that you never fall
short of these standards.
Backup vendors subject their services

to rigorous audits to frequently verify
compliance with mandatory regulations
and standards like the CCPA, GDPR,
HIPAA, SOX, and any other federal,
regional, or industry-specific mandates.
These audits are critical in maintaining
transparency, trust, and the demonstration
of a vendor's commitment to upholding
the highest security and compliance
standards. Businesses can trust that their
backup solution is compliant by design —
all without dedicating internal resources to
assured compliance.
Compliance should never be a surprise.

Now, it never will be.
8. Tailored for Microsoft 365

The best Microsoft 365 backup services are not general solutions retrofitted to work with Microsoft 365
data. Rather, the best services are engineered from the ground up to specifically leverage the unique
characteristics and requirements of Microsoft 365 data. From day one, backups are optimized to
minimize the load on network resources during backup operations, allowing you to prioritize backups of
the datasets you need and ensuring that your most important data is recovered as quickly as possible.
The scope of these backup services extends across every application within Microsoft 365, becoming
a unified backup solution that easily handles the safeguarding and restoration of specific items. This includes
mailboxes or calendars in Exchange Online, SharePoint Online sites, OneDrive for Business files and folders,
and Microsoft Teams posts, tabs, channels, and more — zero critical data is left unprotected.
This is what purpose-built backup Microsoft 365 looks like: improved backup speeds, precise data recovery,
and an overall reduction in the backup’s footprint. Only through a holistic and handcrafted backup solution
can organizations leverage the full potential of Microsoft 365 without compromising on data protection.
That's what you get. Every app, every file, fine-tuned for protection.
Microsoft 365 API integration and

optimization looks like:
Improved backup and Prioritize backups of Purpose-built data

recovery speeds the datasets you need protection
³SaaS Data Protection: A work in Progress, ESG, November 2022
Veeam Data Cloud for Microsoft 365
Microsoft 365 data is difficult to back up and even more difficult

to manage. It demands strategic investment in sophisticated With Veeam Data Cloud for
backup infrastructure, disaster recovery planning, and a deep Microsoft 365, you get:
understanding of the Microsoft 365 platform. After all we’ve • Trusted, industry-
learned, you need to decide whether you want to continue leading technology —
managing these challenges on your own, or if you’re ready to trust The most comprehensive
your data with a proven leader in data management. data protection solution with
Veeam Data Cloud for Microsoft 365 enables radical resilience over a decade of continuous
for Microsoft 365 data, with a modern twist. The industry’s leading innovation built to scale.
Microsoft 365 backup solution — Veeam Backup for Microsoft • Modern, secure, and
365 — is now delivered as a service. intuitive — Easily create
backup jobs, complete
Simplify your backup strategy with software, backup restores, and gain Microsoft
infrastructure, and unlimited storage in an all-in-one cloud 365 insights from within
service that allows you to leveragepowerful data protection and a modern web UI.
security technology within a simple, seamless user experience.
• Everything is included —
Veeam Data Cloud for Microsoft 365 is a backup service Software, backup
providing comprehensive data protection and data recovery infrastructure, and unlimited
for Microsoft Exchange, SharePoint, OneDrive for Business storage bundled together
and Teams, giving you complete control of your with ongoing maintenance
Microsoft 365 environment. covered by the experts.
Learn more at veeam.com
Take an interactive walkthrough of

Veeam Data Cloud for Microsoft 365
About Veeam Software

Veeam®, the #1 global market leader in data protection and ransomware recovery, is on a mission to
empower every organization to not just bounce back from a data outage or loss but bounce forward.
With Veeam, organizations achieve radical resilience through data security, data recovery, and data
freedom for their hybrid cloud. The Veeam Data Platform delivers a single solution for cloud, virtual,
physical, SaaS, and Kubernetes environments that gives IT and security leaders peace of mind that
their apps and data are protected and always available. Headquartered in Seattle, Washington,
with offices in more than 30 countries, Veeam protects over 450,000 customers worldwide, including
73% of the Global 2000, who trust Veeam to keep their businesses running. Radical resilience
starts with Veeam.

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Benefits of

2. Quick & Easy Setup 5

3. Time & Money Saved 6

6. Maintenance & Security 9

7. Compliance & Governance 10

8. Tailored for Microsoft 365 11

¹IT Threat Evolution in Q3 2023

1. Simple Data Protection

Self managed Vendor managed Partner managed

Simple, right? It’s designed to be.

² IT threat evolution in Q3 2022

2. Quick & Easy Setup

Backup service vendors deliver an instant

Set it, forget it, and move on.

3. Time & Money Saved

With a backup service you:

Backup vendor service delivery User-controlled

Server Networking Updates Create backup Recover quickly Advanced search

Alter retention period Restrict access by IP range Manage licenses &

These services often come with predictable cost

That list of gaps and

6. Maintenance & Security

7. Compliance & Governance

Data breaches and compliance failures can lead

Backup vendors subject their services

Compliance should never be a surprise.

8. Tailored for Microsoft 365

Microsoft 365 API integration and

Improved backup and Prioritize backups of Purpose-built data

³SaaS Data Protection: A work in Progress, ESG, November 2022

Veeam Data Cloud for Microsoft 365

Microsoft 365 data is difficult to back up and even more difficult

Learn more at veeam.com

Take an interactive walkthrough of

About Veeam Software

You might also like

² IT threat evolution in Q3 2022