Top 8 Microsoft 365 backup solutions to consider

Migrating your organization to Microsoft 365 offers undeniable flexibility, but it often comes with a dangerous assumption: that your data is automatically immune to loss. The reality is that while Microsoft guarantees infrastructure uptime, the safety of the actual data sitting in your mailboxes, SharePoint sites and Teams channels is largely up to you.

Finding the right Microsoft 365 backup solutions is a critical layer of defense against ransomware, accidental deletions and insider threats. Whether you are an IT manager at a mid-sized firm or a cloud admin for a global enterprise looking for SaaS data protection, understanding the landscape of Microsoft 365 backup tools is essential for maintaining business continuity.

In this guide, we break down the shared responsibility model, explore why native tools aren’t enough, and review the best Microsoft 365 backup platforms available today.

There is a persistent myth that the cloud acts as a perfect, indefinite safety net. Microsoft does an excellent job of ensuring the platform is available, but its protection focuses on the service, not your specific data.

Under the shared responsibility model, Microsoft ensures that the Microsoft 365 service remains up and running. However, the customer is responsible for Microsoft 365 data protection. This means if a user accidentally deletes a critical folder, a malicious script purges your SharePoint or a ransomware attack encrypts your OneDrive, Microsoft’s native tools may not be able to help you recover that data once the short retention window closes.

Native safeguards like recycle bins and version history are temporary. They aren’t designed for full-fidelity, point-in-time recovery. Real Microsoft 365 backup solutions fill this gap by creating immutable copies of your data that live independently of the source.

Even within a secure cloud environment, data loss happens daily. Here is why you need robust Microsoft 365 backup tools:

Accidental deletion and human error

Accidental deletion is the most common culprit of data loss. A user clears their inbox to save space, or an admin deletes a user account without archiving it first. Weeks later, when the data is needed, it’s often gone from the native recycle bin.

Cyberattacks and ransomware

Ransomware isn’t just an on-premises problem. SaaS security risks are rising, with attackers targeting cloud credentials to encrypt or delete cloud data. Without a separate Microsoft 365 backup strategy, you have no clean slate to restore from.

Internal threats

Departing employees or disgruntled insiders can purge data before they leave. Standard “litigation holds” might capture some of this, but they are a clumsy solution compared to dedicated tools designed for rapid recovery.

Retention gaps

Compliance regulations often require data to be held for years. Native Microsoft retention policies can be complex to manage and easy to misconfigure, leading to unintentional data gaps.

When evaluating the best Microsoft 365 backup options, look for these core data protection criteria:

• Comprehensive coverage: It should cover Exchange, OneDrive, SharePoint and increasingly critical apps like Teams and Groups.
• Immutability: Backups must be read-only and unchangeable to prevent ransomware from corrupting the backup chain.
• Ease of use: You shouldn’t need a PhD to restore a file. Look for intuitive dashboards.
• Granularity: Can you restore a single email, or do you have to roll back the whole mailbox? The best Microsoft 365 backup tools offer granular search and restore.
• Predictable costs: Hidden storage fees can kill a budget. Look for transparent pricing.

Below, we analyze the leading Microsoft 365 backup solutions.

1. Barracuda Cloud-to-Cloud Backup

For organizations seeking a truly “set it and forget it” experience without sacrificing power, Barracuda Cloud-to-Cloud Backup is the standout choice. Recognized as a G2 Leader in SaaS Backup (Fall 2025), it is a cloud-native platform built specifically for the Microsoft ecosystem.

Barracuda Cloud-to-Cloud Backup offers a seamless blend of security and simplicity. It provides comprehensive coverage across the entire suite: Teams, Groups, Exchange, SharePoint, OneDrive, Planner, and OneNote. Unlike some legacy tools that have been ported to the cloud, this was built in the cloud, for the cloud.

Key features:

• Entra ID protection: Protects critical Entra ID components, ensuring you can recover user identities and roles — something Microsoft native tools only save for 30 days.
• Malware detection on restore: Scans data before restoration to prevent reinfecting your network.
• Security first: Includes immutable storage, end-to-end encryption and five levels of role-based access control.
• All-in-one licensing: Eliminates cost spikes with all-inclusive pricing.
• Easy management: Intuitive dashboard for finding and restoring files in seconds.

2. Veeam Backup for Microsoft 365

Veeam offers extreme flexibility for organizations wanting total control over data residency and storage infrastructure.

• Pros: Back up to Amazon Web Services (AWS), Azure or on-premises hardware. Offers 25+ restore types and strong support for hybrid Exchange environments.
• Cons: Higher management overhead than other SaaS-native tools.

3. Acronis Cyber Protect Cloud

Acronis fuses Microsoft 365 data protection with active cybersecurity, making it a unique dual-purpose tool.

• Pros: Includes anti-malware scanning, AI-based ransomware detection, and supports up to six backups daily for a tight Recovery Point Objective (RPO).
• Cons: The console can be complex due to the high density of features.

4. AvePoint Cloud Backup

AvePoint is ideal for large enterprises with complex workloads and strict regulatory needs.

• Pros: Covers niche apps like Project Online and Viva Engage. Features strong GDPR compliance tools and a virtual assistant for user self-restores.
• Cons: Pricing and setup can be complex.

5. Rubrik Security Cloud

Rubrik focuses on cyber resilience and operational recovery for the enterprise market.

• Pros: Advanced ransomware monitoring helps identify when encryption occurred. Offers air-gapped backups and mass recovery capabilities.
• Cons: High-end pricing and complexity often put it out of reach for mid-sized firms.

6. Datto SaaS Protection

A staple for managed service providers (MSPs) and small and medium-sized businesses (SMBs), Datto (formerly Backupify) prioritizes simplicity and independent storage.

• Pros: Quick deployment with infinite retention included by default. Data is stored in Datto’s private cloud for separation from Microsoft.
• Cons: Reporting and search are less advanced than enterprise-grade Microsoft 365 backup tools.

7. N-able Cove Data Protection

N-able Cove unifies workstation, server and Microsoft 365 backup solutions in one “glass pane” dashboard.

• Pros: Efficient “TrueDelta” technology speeds up backups. Includes 7-year retention to satisfy standard compliance needs.
• Cons: Built primarily for MSPs rather than direct corporate IT teams.

8. Keepit

Keepit operates on its own infrastructure, ensuring your data relies on neither Microsoft nor public cloud providers.

• Pros: Blockchain-verified immutability and a simple interface with fast search. Offers flat, unlimited pricing.
• Cons: Lacks the deep security integrations and malware scanning found in other enterprise-grade Microsoft 365 backup tools.

Choosing between these Microsoft 365 backup solutions comes down to your specific needs. Regardless of the choice, the goal remains the same: ensuring that your organization’s digital memory is safe. Microsoft 365 data protection is not just about archiving emails; it is about ensuring that if your CEO deletes a critical folder or a hacker locks your teams out of their files, you can be back online in minutes, not days. Relying solely on Microsoft’s native retention is a gamble that modern businesses cannot afford to take.

Many organizations find that Barracuda Cloud-to-Cloud Backup offers the best balance. It hits the sweet spot of being powerful enough for enterprise needs while being simple enough that you don’t need a dedicated engineer to manage it. Whether you prioritize immutable security or operational simplicity, taking action now is critical. By implementing a dedicated solution, you ensure that your data — including critical Entra ID components — remains resilient, compliant and always within reach.

Don't wait for a data disaster to prove the value of backup. Evaluate these Microsoft 365 backup solutions today and secure your cloud environment for the future.

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