"Doesn't Microsoft 365 already back up our data?"

Yes. And no. 

This is one of the most common (and completely fair) questions we hear when talking about Microsoft 365 backup. Microsoft 365 is extremely good at what it's designed to do: keep the service running. What it's not designed to do is guarantee your ability to recover data when something goes wrong. That difference usually only becomes clear after an incident. 

 Retention ≠ Recovery (and this is where confusion starts) 

Microsoft 365 relies on retention, not true backup. Retention controls how long data is kept before it's permanently deleted whilst Backup allows you to restore data to a clean point in time. They solve very different problems. By default, Microsoft retains deleted data for a limited window: 

 • Email: as little as 14–30 days 

 • OneDrive & SharePoint: up to ~93 days Admins can configure longer retention but this still isn't backup. 

Retention asks: "Should this data still exist?" 

Backup asks: "Can we get our data back the way it was before the incident?" 

Retention offers little protection when: 

• A user or admin accidentally deletes large volumes of data 

• Files are overwritten or corrupted 

• Ransomware encrypts OneDrive or SharePoint and syncs the damage 

• You need to restore everything to how it looked last week. Retention keeps what exists. It doesn't give you a clean rewind button. 

What proper Microsoft 365 backup actually provides A dedicated M365 backup solution:

• Creates independent copies outside Microsoft 

• Provides point-in-time recovery 

• Allows granular or full restores (emails, files, Teams, SharePoint)

 • Protects against ransomware, human error, and insider risk

 • Supports long-term retention and audit requirements 

• Enables fast recovery when time actually matters 

In short: Retention delays deletion. Backup enables recovery.

A real-world example: An employee accidentally deleted months of critical project emails. Microsoft's retention window had already passed. With no backup, the data was unrecoverable. With proper M365 backup, those emails were restored in minutes. Same platform. Very different outcome. 

Microsoft operates under a shared responsibility model: 

• Microsoft protects the platform 

• You are responsible for protecting your data Microsoft keeps the lights on. 

Backups make sure your data can be recovered when something goes wrong. 

If you're relying solely on Microsoft 365 retention and assuming you're covered, it's worth taking a closer look. Reach out to Click IT Solutions to discuss your Microsoft 365 backup needs, review your current risk exposure, and make sure your data is genuinely recoverable – not just retained. Better to have that conversation before you need the restore. #M365 #MicrosoftBackup #CloudBackup #MSP #DataProtection #SMEBusiness #ITSupport #AustralianBusiness