Data is the lifeblood of every business, and Office 365 has become the cornerstone of productivity for many organisations. But what happens when that data is lost due to accidental deletion, cyberattacks, or compliance requirements? That’s where Office 365 backup solutions step in. For European businesses, the stakes are even higher, with GDPR and other regulations dictating how data should be stored, accessed, and recovered.
This guide will explore some of the best Office 365 backup solutions available for European businesses, comparing features, pricing, compliance capabilities, and methods like cloud-to-cloud and on-premises backups. Whether you’re a small business or a large enterprise, you’ll find practical insights to help you choose the right solution.
Why Do You Need an Office 365 Backup Solution?
Many businesses assume Microsoft fully protects Office 365 data. While Microsoft ensures platform uptime and infrastructure security, it follows a shared responsibility model, leaving data protection—like backups and long-term retention—squarely in your hands.
Here are a few key reasons why having a dedicated Office 365 backup solution is crucial:
- Data Loss from Human Error: Accidental deletions are one of the leading causes of data loss.
- Compliance Requirements: GDPR and other European regulations require businesses to maintain secure data retention and recovery plans.
- Ransomware Attacks: A reliable backup ensures you can recover without paying cybercriminals.
- Retention Gaps in Microsoft Policies: Microsoft doesn’t provide long-term or granular data restoration.
Types of Backup Solutions
When selecting a backup solution, you’ll generally come across two main types:
Cloud-to-Cloud Office 365 Backup
This method stores Office 365 data in another cloud environment, offering scalability and ease of access.
Advantages:
- No need for on-premises hardware.
- Automatic updates and maintenance.
- Accessible from anywhere.
Disadvantages:
- Relies on third-party cloud providers.
- Potential concerns about data sovereignty.
On-Premises Backup
With on-premises backups, data is stored on local servers or storage devices within your organisation.
Advantages:
- Complete control over data storage.
- Ideal for organisations with strict data sovereignty requirements.
Disadvantages:
- Higher upfront costs for infrastructure.
- Maintenance and management can be resource-intensive.
Comparing Popular Office 365 Backup Solutions for Europe
Overview: Our SaaS backup solution covers all of your critical IT infrastructure such as desktop computers, laptops, smartphones, servers and more!
Key Features:
- Protect Your Data in The Cloud: With our service, your data is automatically backed up to a safe place in the cloud. Even if your software goes down, your data stays safe and easy to access.
- Setup and Recovery Made Simple: Setting up our service is as easy as 1-2-3. After activating, you can sit back and relax. If you need to recover emails, files, or other information, it’s just a few clicks away.
- Flexible Data Retention: Keep backup data for as long as you need, from just a month to several years. You can even customise retention based on the type of data (like emails or files). It’s entirely up to you!
Pricing: Starts at £4.99 (€6.02) per user per month (no contract).
Compliance: Fully supports GDPR compliance as well as aligning directly with the Cyber Essentials programme.
Overview: Veeam is one of the most popular backup solutions globally, offering robust features for Office 365, including Exchange Online, SharePoint, OneDrive, and Teams.
Key Features:
- Comprehensive backup and recovery options.
- Granular restores for individual files and emails.
- Option for on-premises or cloud-to-cloud backup.
Pricing: Starts at $1.80 USD (£1.45) per user per month (locked in for annual subscription).
Compliance: Fully supports GDPR compliance with data encryption and retention policies.
Overview: Acronis combines backup and cybersecurity features, offering a unique value proposition for European businesses.
Key Features:
- AI-based ransomware protection.
- Cloud-to-cloud and on-premises options.
- Backup for Microsoft Teams.
Pricing: Starts at €71.17 (£59.00) per year per user.
Compliance: Built with GDPR and other EU data regulations in mind.
Overview: AvePoint specialises in data governance and backup solutions, making it an excellent choice for compliance-focused businesses.
Key Features:
- Automated daily backups with up to four backups per day.
- Supports Exchange, OneDrive, Teams, and SharePoint.
- Compliance monitoring and risk management tools.
Pricing: Custom pricing based on business needs.
Compliance: Fully compliant with GDPR, with EU-based data centres available.
Compliance Considerations for European Businesses
When selecting an Office 365 backup solution, compliance should be a top priority. Here are a few tips to ensure your backup solution meets European standards:
- GDPR Compliance: Look for solutions that offer data encryption, secure data centres in the EU, and clear data retention policies.
- Data Sovereignty: If your business operates in multiple countries, confirm that the provider can store data in specific locations as required.
- Audit Trails: Many regulations require detailed logs of data access and recovery activities.
Evaluating the Total Cost of Ownership (TCO)
When comparing backup solutions, it’s essential to assess the TCO, not just the upfront costs. Here’s what to consider:
- Subscription Costs: Monthly or annual fees per user.
- Infrastructure Costs: For on-premises solutions, consider hardware and maintenance expenses.
- Time and Labour: Factor in the time your IT team will spend managing the solution.
- Compliance Costs: Non-compliance fines can be significant, so investing in a compliant solution is worth it.
- Recovery Costs: How quickly can you recover data in the event of a loss?
Final Thoughts
Choosing the right Office 365 backup solution is more than just ticking a box—it’s about ensuring your business is prepared for data loss, meets European compliance standards, and maintains operational continuity. Whether you opt for cloud-to-cloud or on-premises, take the time to evaluate your organisation’s specific needs and compare solutions carefully.
Remember, the cheapest option isn’t always the best. By considering features, compliance, and TCO, European businesses can make informed decisions and protect their most valuable asset: their data.
