Backup Settings
Configure Microsoft 365 backup settings for your managed tenants. Define retention policies, storage targets, encryption options, and backup scope. OpsPilot365 Backup protects Exchange mailboxes, OneDrive files, SharePoint sites, and Teams data.
Note: Microsoft 365 Backup is an add-on feature requiring separate licensing. Backup data is stored in secure, encrypted storage outside of Microsoft 365. Contact your account manager for pricing and activation.
Global Backup Settings
Organization-wide backup settings that apply to all tenants unless overridden at the tenant level.
Retention Policy
| Setting | Options |
|---|---|
| Default Retention Period | 1 Year, 2 Years, 3 Years, 5 Years, 7 Years, Unlimited |
| Point-in-Time Recovery Window | 30, 60, 90, 180, or 365 Days (granular restore within this window) |
| Legal Hold Override | Retain backup data regardless of retention policy |
Storage Configuration
| Setting | Details |
|---|---|
| Storage Region | US East, US West, Europe (Ireland), Europe (Germany), Asia Pacific (Singapore), Australia (Sydney) |
| Encryption at Rest | AES-256 |
| Encryption in Transit | TLS 1.3 |
| Customer-Managed Keys | Optional — use your own encryption keys (BYOK) |
Backup Scope
Select which Microsoft 365 workloads to include. Each workload can be configured independently.
- Exchange — Mailboxes (user and shared), calendar and contacts, archive mailboxes, public folders
- OneDrive — All user files, version history, deleted files (recycle bin), sharing permissions
- SharePoint — Team sites and libraries, communication sites, site permissions, list items and metadata
- Teams — Channel conversations, channel files, Teams settings, tabs and connectors
Tenant-Level Overrides
Configure backup settings for specific tenants that differ from global defaults.
| Tenant | Retention | Frequency | Workloads | Status |
|---|---|---|---|---|
| Contoso Ltd | 7 Years | Every 4 hours | All workloads | Active |
| Healthcare Inc | 10 Years (HIPAA) | Every 1 hour | Exchange, OneDrive | Active |
| Other Tenants (12) | Global Default | Global Default | Global Default | Inherited |
Exclusions
Exclude specific users, sites, or mailboxes from backup to reduce storage costs or meet compliance requirements.
- User Exclusions — Exclude specific users or groups (e.g., service accounts, external contractors)
- Site Exclusions — Exclude specific SharePoint sites (e.g., /sites/ArchiveData, /sites/TempProjects)
Notification Settings
| Notification | Description |
|---|---|
| Backup Failure Alerts | Email notification when a backup job fails |
| Daily Summary Report | Daily email with backup status summary |
| Storage Threshold Warning | Alert when storage exceeds configured threshold |
Configure notification recipients by entering email addresses for backup alerts.
Best Practices
- Align retention periods with compliance requirements (HIPAA, SOX, GDPR)
- Document retention decisions for audits
- Test restore procedures quarterly
- Review exclusions periodically
- Monitor storage consumption trends
- Exclude non-essential data to save costs
- Choose a storage region near primary users
- Enable deduplication where available
- Set up storage threshold alerts
API Reference
GET /api/backup/settings— Get current backup settingsPUT /api/backup/settings— Update global backup settingsGET /api/backup/settings/tenants/:tenantId— Get tenant-level overridesPUT /api/backup/settings/tenants/:tenantId— Set tenant-level overrides