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Druva Documentation

How to back up Office 365 data?

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How to back up Office 365 data?

To back up Office 365 data, you must specify the Office 365  backup settings in an existing profile or in a new profile. For more information, see Create a profile or Update a profile.

inSync will start backing up the user data from Office 365 per the backup schedule that is defined for a profile with Cloud Apps enabled. To know more about how to configure the backup interval for Cloud Apps, see Define the backup interval for cloud apps.

You can see the backup details for Cloud Apps data at User Details page. For more information, see User Details page.

Note:  At least one Office 365 device must be online for scheduled backup of Office 365 data.

Additionally, inSync cloud administrator can back up the Office 365 data as and when required. For more information, see Start backup of Office 365 data.

Policies applicable to Office 365 data

Following policies, that are defined for a Cloud Apps enabled profile, will be applicable to Office 365 backup data.

  • Backup retention policy for Cloud Apps data

    Backup retention policy defines how long inSync will retain the backed up data in storage. For more information, see Configure the backup retention policy.
    Retention settings are not applicable for Exchange Online data. The default retention period for Exchange Online data is 7 years.

  • User data privacy policy for Cloud Apps data

    The user data privacy policy defines who can access user data across your organization. For a profile, Cloud Apps and devices are governed by the same data privacy policy. For more information, see Configure the user data privacy policy.

  • Global exclusion policy for Cloud Apps data

    Global exclusion lets you exclude specific file types and folders from inSync backups. For more information, see Configure the global exclude list.

You can also see the distribution of the data depending on where the data resides at the Data by Source area at the Governance page. For more information, see the Data Insights page.

Start backup of Office 365 data

Overview

As an inSync Cloud administrator, you can start an unscheduled backup of Office 365 data as and when necessary.

Procedure to backup Office 365

To start backup of Office 365 data,

  1. On the inSync Management Console menu bar, click Availability > Backup. The Backup Overview page appears.
  2. Under the All Data Sources tab, select the Office 365 device whose data you want to back up.
  3. Click Backup Now.

inSync initiates the backup of the Office 365 device. You can view the backup details at the following pages:

Procedure to backup Exchange Online

  1. On the inSync Management Console menu bar, click Data Sources > Cloud Apps. The Manage Cloud Apps page appears.
  2. Select Office 365 > Exchange Online.
  3. Select the user name you want to backup. Click Backup Now
  4. On the confirmation window click Yes to trigger the backup.

To backup Shared Mailbox

Pre-requisites

  • Ensure Office 365 is configured to use inSync Email ID to map users to their Cloud Apps account. To configure Office 365 to use inSync Email ID, see Configure user account access settings.
  • Add Shared Mailbox email address as a new user in inSync. To create a new user, see Add users individually.
  • Ensure that the profile you have associated with Shared Mailbox user is not associated to any AD Mapping defined in inSync. You can create a new profile with backup for Cloud App - Office 365 (Exchange Online) enabled, and associate it with the Shared Mailbox user. To create a new profile, see Create a profile.

Procedure

  1. On the inSync Management Console menu bar, click Data Sources > Cloud Apps. The Manage Cloud Apps page appears.
  2. Select Office 365 > Exchange Online.
  3. Select the user name (shared mailbox email address) you want to backup. Click Backup Now
  4. On the confirmation window click Yes to trigger the backup.

To backup the Recoverable Items folder

The Recoverable Items folder in Exchange Online retains the deleted emails, contacts, and calendar items. As an inSync administrator, you can configure inSync to backup the Recoverable Items folder by updating the Profile associated with the Exchange Online users. This enables inSync administrators and users to restore or download data caused by accidental or malicious deletion.

When configured, Druva inSync backs up the following sub-folders in a user's Exchange Online account:

  • Deletions - It contains the deleted items like emails, contacts, and calendar items that are either deleted from the Deleted Items default folder or items deleted by pressing Shift + Delete, which bypasses the Deleted Items folder and places the item directly in the Recoverable Items folder.
  • Purges - If the Litigation Hold or single item recovery is enabled, the Purges sub-folder contains the items that are hard deleted.

For terminologies and more information about the Recoverable Items folder, see Recoverable Items folder in Exchange Online.

Procedure

To enable backup of the Recoverable Items folder

  1. On the inSync Management Console menu bar, click Profiles. The Manage Profile page appears.
  2. Update the inSync Profiles.
    • If you want to update an existing profile which has Exchange Online already configured, select the Profile Name.
      1. On the Profile details page, select Cloud Apps tab.
      2. Click Edit. The Edit Cloud Apps Configuration window appears.
      3. In the Select Backup Content pane, under Office 365, select Exchange Online.
      4. Select the Backup Recoverable Items check box.
      5. Save the configuration.
    • If you want to create a new profile, click Create New Profile.
      1. On the Create New Profile page, fill in the required information in the General tab and click Next. For more information, see Create a profile.
      2. On the Cloud Apps tab, click Enable Cloud Apps Backup.
      3. In the Select Backup Content pane, under Office 365, select Exchange Online.
      4. Select the Backup Recoverable Items check box.
      5. Click Next.
      6. Click Finish to save the configuration and create the profile.
      7. Associate this profile to inSync users for whom you want to back up the Exchange Online data.

inSync will start backing up the Recoverable Items folder from the next backup cycle. The Recoverable Items folder is backed up and inSync administrator can view it under each of the Exchange Online items, that is, Emails, Calendars, and Contacts in the snapshots available in the Restore window for a user.

inSync logs the audit trail for the administrator who has modified the inSync Profile to enable or disable backup of the Recoverable Items folder. For more information, see View audit trail for administrators.

 

 

Procedure to backup OneDrive

  1. On the inSync Management Console menu bar, click Data Sources > Cloud Apps. The Manage Cloud Apps page appears.
  2. Select Office 365 > OneDrive.
  3. Select the user name you want to backup. Click Backup Now
  4. On the confirmation window click Yes to trigger the backup.

If a user's OneDrive account contains OneNote files, inSync backs up the OneNote files within the directory structure. While backing up OneNote files, inSync creates a parent 'OneNoteFolder' directory and then backs up the OneNote files as per the directory structure. Similarly, when restoring the OneNote files, inSync creates a parent 'OneNoteFolder' directory and then restores the OneNote files as per the structure.

Backup Site Collection for SharePoint Online

  1. On the inSync Management Console menu bar, click Data Sources > Cloud Apps. The Manage Cloud Apps page appears.
  2. Select Office 365 > SharePoint.
  3. Click the site name you want to backup. The site page appears if you select an enabled site. If the site is not configured, you need to configure the site settings first and then trigger the backup activity.
  4. Click Backup Now to trigger backup. After the backup activity is completed, the Backup Status on the SharePoint page will change to Backed Up Successfully.