Microsoft 365 Backup


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General

Backup

Seat Management

Recovery

Activity Logs

What is IDrive® 360 Microsoft 365 Backup?

IDrive® 360 Microsoft 365 is a single backup solution that secures the entire Microsoft Office Suite of your organization including, OneDrive, Exchange, SharePoint, and Teams data by retaining multiple versions of the data in the cloud.

Why do you need to backup your Microsoft 365 Office Suite?

Due to Microsoft's limited data recovery features, Enterprises must add an extra layer of security to their Microsoft 365 data. The IDrive® 360 Microsoft 365 Backup solution with cloud backup, versioning, and point-in-time recovery acts as a robust protection for your Microsoft data against disasters, human errors, and ransomware that encrypts data and claims a ransom to regain access.

Which applications are supported by IDrive® 360 Microsoft 365 Backup?

IDrive® 360 Microsoft 365 Backup supports:

  • OneDrive
  • Exchange
  • SharePoint
  • Teams

Are there any limitations of IDrive® 360 Microsoft Office 365 Backup?

IDrive® 360 Microsoft Office 365 Backup has the following limitations in the current version. We are working on implementing these features in the upcoming releases.

Teams: IDrive® 360 backs up the OneDrive data and files but does not backup Calendar data.

How do I get started with IDrive® 360 Microsoft 365 Backup?

The Super Administrator of the Microsoft 365 account needs to authorize the IDrive® 360 Microsoft 365 Backup application to access all the user’s data available in the account. Once done, your Microsoft Office Suite will be automatically synced with IDrive® 360 Microsoft 365 Backup application for backup.

To get started with backup,

  1. Sign in to your IDrive® 360 account.
  2. Click Microsoft 365 on the LHS menu in the dashboard. You will be redirected to the backup configuration page.
    Google Workspace
  3. Click Enable. You will be redirected to the Microsoft 365 authorization page.
    Google Workspace
  4. Select the email address of the Super Administrator of the Microsoft account that you want to backup. The permission screen will appear.
  5. Select the desired permissions and click Accept.

Once access is allowed, all the users and their data across OneDrive, Exchange, Teams, and Sharepoint will be backed up and displayed on your IDrive® 360 Microsoft 365 Backup dashboard. You can now manage the backups and restores for all the users in your Microsoft account from the web console.

Google Workspace


Note: By default, the Company Administrator will have access to the backup details of the IDrive® 360 Microsoft 365 Backup account. However, they are not allowed to cancel the subscription.

How to add and manage new domains in IDrive® 360 Google Workspace for backup?

To add a new domain, you must have enabled IDrive® 360 Microsoft 365 Backup.

  1. Click Enter for Microsoft 365 Backup.
  2. In the Choose Domain pop-up, hover on the list and select a domain.
  3. For domains that have been enabled but not configured:

    1. a. Click Configure. You will be redirected to the Configure page.
      Google Workspace
    2. b. Select the email address of the Super Administrator of the Microsoft account that you want to backup. The permission screen will appear.
    3. c. Select the desired permissions and click Accept. You will be redirected to the Microsoft 365 Backup dashboard. Refer this guide to know how to obtain the private key as a JSON file.
    4. d. Click Create. You will be redirected to the Google Workspace Backup dashboard.


    For domains that have been enabled and configured:

    1. a. Click Enter in the Choose Domain pop-up. You will be redirected to the Microsoft 365 Backup dashboard
      Google Workspace
  4. In the Overview tab, go to Administrative Center > Manage Domains from the RHS.
    Google Workspace
  5. Go to Manage > Domains from the LHS.
  6. Click Add Domain.
  7. Select Microsoft 365 Backup and follow the above steps to enable and configure.
    Google Workspace
  8. Alternatively, you can hover on the required domain in the Domains tab and click Enter or Configure.

Note:

  • You cannot enter more domains before configuring the previously enabled domain.
  • Each domain is charged as a seat.

Can I access the backed-up data from anywhere?

Yes, you can access your backed-up data from Exchange, OneDrive, SharePoint, and Teams via the web console. Similarly, you can manage backups and restore the backed-up data from any location via the web..

    The web console has the following sections:

  • Overview: Get an overview of the total Microsoft 365 user accounts, total backed-up accounts, and the last backup time across Exchange, OneDrive, SharePoint, and Teams.
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  • Seat Management: Add, view, and manage user accounts across the entire Microsoft Office Suite.
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  • Recovery: View, manage and restore point-in-time backups of all users across OneDrive, Exchange, SharePoint, and Teams. Search, download, restore and monitor specific data from specific users across Microsoft 365 suite.
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  • Activity logs: View activity logs, for all users across the account.
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How does IDrive® 360 Microsoft 365 backup secure my data?

IDrive® 360 Microsoft 365 backup prioritizes data security in the following ways:


Automated data backup
Your data is automatically backed up three times a day, providing regular and reliable protection for critical business data.


    Multi-layered data security

  • IDrive® 360 Microsoft 365 backup stores your data across top-notch data centers and secures with industry-standard 256-bit AES encryption on both transfer and storage.
  • Each authenticated data transmission and user interaction from Microsoft Office 365 are processed through TLS 1.2 encrypted connections.
  • IDrive® 360 uses 0Auth-based authentication to verify your Microsoft Office 365 user accounts without requiring their passwords.

Business compliance

IDrive® 360 implements data control measures across operations, software, and infrastructure to assist companies in adhering to various regulatory standards such as HIPAA, SOX, GLBA, SEC/FINRA, and PCI DSS.

How does IDrive® 360 Microsoft 365 Backup meet the HIPAA compliance requirements?

IDrive® 360 Microsoft 365 Backup uses IDrive® e2 technology. IDrive® e2 ensures the following and assists users to meet HIPAA compliance:

  • Physical security of the data centers
  • Strong authentication and authorization controls for cloud, storage, and networking infrastructure
  • Encrypts data at rest and in transit to safeguard confidential patient information

Why am I asked to trust IP Address while trying to export or restore data?

When using a new IP address to export or restore data you must authorize the IP address by entering a verification code sent to the email address of the account administrator. This provides an additional layer of security for your data.

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How does IDrive® 360 Microsoft 365 Backup work?

Once you configure your Microsoft 365 Office Suite to IDrive® 360 Microsoft 365 backup, it will run a full automated backup of your entire Microsoft Office Suite including OneDrive, Exchange, Sharepoint, and Teams for all users.

IDrive® 360 Microsoft 365 Backup enables automated data synchronization, so that after the full initial backup, all the subsequent changes are incrementally backed up.

Can I backup my personal Microsoft 365 account?

Yes, you can configure your personal Microsoft 365 account for backup with IDrive®. Your Outlook, OneDrive, and Office Apps data will be backed up.

To backup your personal Microsoft 365 account,

  1. Sign up for an IDrive® 360 Microsoft 365 Backup account.
  2. Enable backup for your Microsoft 365 Personal account.
    personal backup

How are the IDrive® 360 Microsoft 365 Backups scheduled?

IDrive® 360 Microsoft 365 Backup runs up to three automated backups everyday for all the users of your organization. These system backups run on a predefined schedule for the entire organization.

In the event of a failed backup, the backup is run again immediately till successful.

Will the subsequent changes in my backed-up files be transferred incrementally to IDrive® 360 Microsoft 365 Backup?

Yes, as IDrive® 360 Microsoft 365 Backup enables automated data synchronization. After the full initial backup, all subsequent changes are incrementally backed up.

How do I backup OneDrive data for a specific user from my IDrive® 360 Microsoft 365 Backup account?

To perform OneDrive backup for a specific user,

  1. Go to the Recovery tab on LHS.
  2. Select OneDrive.
    IDrive
  3. Click the user account for which you want to backup data.
  4. Click Backup Now.
    IDrive

The backup progress will be displayed. You can view the backup details under Backups.
Note: Running a manual backup does not affect the auto-scheduled backups.

How do I backup Exchange data for a specific user from my IDrive® 360 Microsoft 365 Backup account?

To perform Exchange backup for a specific user,

  1. Go to the Recovery tab on LHS.
  2. Select Exchange.
    IDrive
  3. Click the user account for which you want to backup data.
  4. Click Backup Now. The Mail, Contact, Calendar, and Tasks data will be backed up.
    IDrive

The backup progress will be displayed. You can view the backup details under Backups.
Note: Running a manual backup does not affect the auto-scheduled backups.

How do I backup SharePoint data for a specific user from my IDrive® 360 Microsoft 365 Backup account?

To perform SharePoint backup for a specific user,

  1. Go to the Recovery tab on LHS.
  2. Select SharePoint.
    IDrive
  3. Click the user account for which you want to backup data.
  4. Click Backup Now. The Drive and List data will be backed up.
    IDrive

The backup progress will be displayed. You can view the backup details under Backups.
Note: Running a manual backup does not affect the auto-scheduled backups.

How do I backup Teams data for a specific user from my IDrive® 360 Microsoft 365 Backup account?

To perform Teams backup for a specific user,

  1. Go to the Recovery tab on LHS.
  2. Select Teams.
    IDrive
  3. Click the team for which you want to backup the data.
  4. Click Backup Now.
    IDrive

The Drive and Conversations data for the team will be backed up and the progress will be displayed. You can view the backup details under Backups.
Note: Running a manual backup does not affect the auto-scheduled backups.

How does snapshot and versioning work in IDrive® 360 Microsoft 365 backup?

IDrive® 360 Microsoft 365 Backup retains previous versions of the backed-up data as point-in-time snapshots, enabling you to run point-in-time restores of your data to the exact state it was in at the time of your backup.

The snapshots are retained and consolidated in the following manner:

  • IDrive® 360 runs automated backups daily 3 times, that are retained for 30 days
  • After 30 days, IDrive® 360 saves one of the 3 daily backups per user
  • After 90 days, IDrive® 360 saves one weekly backup per user
  • After 365 days, IDrive® 360 saves one monthly backup per user

What information can I view in the Overview tab of my web console?

The Overview tab gives you a quick glance of the backups, exports, and restores of your users. You can view the summary of the following information across all the Microsoft 365 Office Suite applications:

  • Total users: The total number of active users in your Microsoft Office account.
  • Users protected: The number of active users added to the backup list and who have completed backup within the last 24 hours.
  • Users not protected: Number of active users not included in the backup list.
  • Last backup activity: This displays the last date when every module in the application successfully completed a backup within a 24-hour period.
  • Last 10 days backup: This displays the status of the last 10 days, represented by the following icons,
    • drive - backup failure
    • drive - backups were 100% successful
    • drive - backup has not yet commenced
  • Backup in progress: Total number of ongoing backup operations.
  • Exports in progress: Total number of ongoing export operations.
  • Restore in progress: Total number of ongoing restore operations.
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What is a Seat?

A seat refers to a Microsoft 365 user, or a SharePoint site, or a Team. Each seat added to the account is billed as per the subscribed plan.

Which user management tools can I access under seat management?

You can access the records of all the users under the Seat Management tab in your IDrive® 360 Microsoft 365 Backup web console regardless of their backup status.

Navigate to the Users tab under Seat Management to access the following management tools:

  • Auto-add: Discover and auto-add all users added to your Microsoft 365 account.
  • Activate all users: Activate backup for all unprotected users.
  • Filter all users: Filter records of users according to their backup status- active, paused, unprotected, archived, unprotecting.
  • Search: Lookup specific users among the records.
  • Download CSV: Download list of all users in CSV format.
  • Manage OneDrive or Exchange data: Manage specific OneDrive and Exchange data for a user by clicking on the respective icons - IDrive or IDrive
  • Backup status: Hover over View Details to view summary of backup status, or click View Details to view detailed backup status summary.
  • Backup actions: Pause, add or remove users from backup set. For details, refer FAQ.
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  • Refresh seats: You can refresh the seats by clicking this button. Depending on the Auto-add status, new seats will be added with the corresponding backup status. If auto-add is enabled, the newly discovered seats are automatically protected, if not, they remain unprotected until the user manually changes it.
  • Unprotect all: You can unprotect all the seats using this option. The unprotected seats will be excluded from the daily backups and will not be accessible in the Recovery module.

How do I change seat status for users?

You can add and remove the users from the backup set, or pause backups by changing their seat status.

To change the seat status for users,

  1. Go to the Seat Management tab on your IDrive® 360 Microsoft 365 Backup dashboard.
  2. Go to the Users tab.
  3. Under the Backup actions column corresponding to the user, set the seat status as required.
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    • Pause: Pause the backup for the user.
    • Unprotect: Remove the user from the IDrive® 360 Microsoft 365 backup set
    • Protect: Resume/start backup for unprotected/paused users

The status of a user added to the backup set will be displayed as Active.

Note: On changing the seat status to Unprotect for a user, all backups associated with the user will be deleted.

How do I add users to the IDrive® 360 Microsoft 365 Backup set?

Users in your Microsoft Office Suite are automatically discovered and added to the backup set during the first automatic backup. Auto-add will be enabled by default to discover new users in your Microsoft Office 365 account. To manually add new seats, you can click drive to refresh the data.

To enable auto-add,

  1. Go to the Seat Management tab.
  2. Navigate to the Users tab.
  3. Enable the toggle switch next to Auto-add.
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How do I re-add users to the IDrive® 360 Microsoft 365 Backup set?

You can re-add unprotected users to the active backup set by changing their seat status to active.

To activate backup for users who are not included in the backup set,

  1. Go to the Seat Management tab on your IDrive® 360 Microsoft 365 backup dashboard.
  2. Navigate to the Users tab.
  3. Under the Backup actions column next to the paused/unprotected user, select Protect in the dropdown menu.
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  4. To activate all unprotected users, click Activate all users on the top right.
    Alternatively, click Activate all for all unprotected users.
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How do I view the backup status of the users?

The Backup Status next to each user gives you an overview of the user’s backup results for each service. Click on a user to view the following backup status parameters for each module:

  • Backup status: Success/failure status of the last created backup, denoted by Completed / Failed
  • Storage used: Total space occupied by the backup
  • Last backup: Timestamp of the last backup
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To view the summarized backup status for each module, hover on View Details.

How do I restore the backed-up Microsoft Office data from my IDrive® 360 Microsoft 365 Backup account?

To restore the backed-up data,

  1. Go to the Recovery tab on your IDrive® 360 Microsoft 365 backup dashboard.
  2. Select the required application from which you want to restore data.
  3. Click the user account from which you want to restore data.
  4. Select the appropriate recovery point under Snapshots if you want to perform a point-in-time restore. To restore a specific file or folder, select the item from the list of backed-up items. You can also search for a specific file or folder.
  5. Click Restore. A popup window will appear.
  6. Select Snapshot or Selected Item as required.
    Note: The Selected Item option will be enabled only if you have selected items for restore. If nothing is selected, Snapshot is selected by default.
  7. Select the user account from the Restore to drop-down menu to which you want to restore the snapshot or the selected item. You can restore the data to the same user account or a different user account.
  8. Click Restore.
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How do I restore file permissions during a restore operation?

IDrive® 360 Microsoft 365 Backup saves the source file permissions, which are restored to the files during a restore operation.

Can I search and restore a specific file or folder in IDrive® 360 Microsoft 365 Backup?

Yes. IDrive® 360 Microsoft 365 Backup allows you to search and recover specific files, entire folders, images, videos, emails, and even contacts and calendars at a granular level.

How do I search for a specific item from my IDrive® 360 Microsoft 365 Backup account during restore?

You can perform both point-in-time and file-level searches across multiple search parameters to perform granular restore.

To perform a point-in-time search for restoring a specific version of the backed-up data from a user account,

  1. Go to the Recovery tab on your IDrive® 360 Microsoft 365 backup dashboard.
  2. Select the required application from which you want to restore data.
  3. Click the user account for which you want to perform the search.
  4. To search for all the snapshots for a specific data, select the date on the calendar. A list of all the recent snapshots will be displayed on screen. Select the required snapshot. Click Latest Snapshot to find the latest snapshot.
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A file-level search enables you to locate specific backed-up files and folders from a user account.

To perform file-level restore,

  1. Go to the Recovery tab on your IDrive® 360 Microsoft 365 backup dashboard.
  2. Select the required application for which you want to restore data.
  3. Go to the Search tab.
  4. Enter a valid search term, set the required date and time for snapshots, select single or multiple users from the dropdown menu.

    Note: The closest snapshot to the selected timestamp will be displayed.

  5. Click Search.
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To restore the file(s)/folder(s), refer to this FAQ.

How do I export the backed-up Microsoft Office Suite data from my IDrive® 360 Microsoft 365 Backup account ?

To export the backed-up data,

  1. Go to the Recovery tab on your IDrive® 360 Microsoft 365 backup dashboard.
  2. Select the required application for which you want to export data.
  3. Select the appropriate snapshot under Snapshots if you want to perform a point-in-time export. To export a specific file or folder, select the item from the list of backed-up items. You can also search for a specific file or folder.
  4. Click Export. A popup window will appear.
  5. Select Snapshot or Selected Item as required.
    Note: The Selected Item option will be enabled only if you have selected items for restore. If nothing is selected, Snapshot is selected by default.
  6. Click Export.
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You can download the generated export files in the Exports tab by clicking IDrive next to successful exports. Alternatively, click IDrive to delete the exported data.

Note: Exported data will be downloaded as zip files.

Can I restore corrupted files and folders from my IDrive® 360 Microsoft 365 Backup account?

Yes, you can restore deleted or corrupted files and folders directly to the user account or download them on a device while retaining their exact folder structure.

Can I view the activity logs for my IDrive® 360 Microsoft 365 Backup account?

Yes, you can view the logs or generate summary of the scheduled System Events and Admin Actions like backup, restore, search, and web operations performed manually, across IDrive® 360 Microsoft 365 backup under the Activity Logs tab.

How do I view system activity logs for my IDrive® 360 Microsoft 365 Backup?

To view activity logs for system-generated automatic backups,

  1. Navigate to the Activity Logs tab.
  2. Click System Events.
  3. Select Date range. To set a custom start and end date, select Custom range.
  4. Next, specify the following parameters:
    • Event Type: By default, it will be set as Scheduled.
    • Status: By default it will be set to All.
    • Module: Choose the backed-up service (OneDrive, Exchange, SharePoint, and Teams).
    • Seat: Generate log for specific user(s), or all users.
  5. Click View Event Logs.
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A list of all the scheduled backup activities including timestamp, seat, module, backup status, event (backup), destination (for restore), performed by, will be displayed on the screen.

To generate a detailed summary report of the activities, click Generate Summary.

You can also download the activity log reports on your system in CSV format by clicking Download CSV.

How do I view admin activity logs for my IDrive® 360 Microsoft 365 Backup account?

To view activity logs for admin-initiated actions,

  1. Navigate to the Activity Logs tab.
  2. Click Admin Actions.
  3. Select Date range. To set a custom start and end date, select Custom range.
  4. Next, specify the following parameters:
    • Event Type: Select the type of operation (All, backup, export, restore, and search)
    • Status: Generate log for all events, completed, or failures.
    • Module: Choose the backed-up service (OneDrive, Exchange, SharePoint, and Teams).
    • Seat: Generate log for specific user(s), or all users.
  5. Click View Event Logs.
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A list of all the manual backup activities including timestamp, seat, module, backup status, event (backup), destination (for restore), performed by, will be displayed on the screen.

To generate a detailed summary report of the activities, click Generate Summary.

You can also download the activity log reports on your system in CSV format by clicking Download CSV.