SharePoint Backup: How It Works, Features, Pros & Cons and More


SharePoint is an essential part of many businesses, so it’s important to have a reliable backup and recovery plan in place. This article will provide an overview of SharePoint backup, explaining how SharePoint backup works, the features and benefits it offers, as well as its potential drawbacks. We’ll discuss the pros and cons of using SharePoint backup and provide tips on how to best use it within your organization.

The importance of SharePoint Online backup – Why You Should Backup SharePoint Online

SharePoint Online is a popular cloud-based collaboration platform and document management system offered by Microsoft and used by many businesses. It allows businesses to store, organize, and share files quickly and easily from any location in the world. However, with the increased reliance on SharePoint Online for file storage, it is essential for businesses to consider backing up their data in order to avoid any potential data loss due to malicious intent or technical errors.

Having an effective backup of your SharePoint Online data can protect your business from cyber-attacks such as malware or ransomware that could delete important documents or disrupt operations and offers strong data protection.

Not only does it provide an additional layer of protection against hardware failure, malicious attacks, and human error but it also makes it easier to recover lost files quickly and with minimal disruption.

Furthermore, having backups available helps ensure that all versions of documents are accessible even after they have been deleted or modified by users in the system, allowing businesses to remain productive without compromising security or privacy.

Built-in options to protect data in SharePoint Online

When it comes to protecting data, SharePoint Online has a number of built-in options that allow users to keep their documents and collaboration secure. In fact, SharePoint Online is typically considered one of the most secure cloud services available. Here are some of the built-in security measures that come with SharePoint Online:

First, there is an access control capability that ensures only authorized personnel can view and edit shared files. This allows administrators to set up different levels of permissions so that users only have access to the documents they need and nothing more. Additionally, administrators have the ability to create unique user accounts for each employee which helps maintain accountability and enhances security even further.

There is also an option to enable access expiration on items hosted within a SharePoint site. For instance, you can be working with an external contractor and allow the contractor to view certain data for a job up to 30 days before access is revoked.

SharePoint also provides encryption for data stored in its databases in order to protect it from unauthorized access or manipulation.

Best way to Manage and monitor Microsoft SharePoint backup

For many businesses, SharePoint provides a convenient and efficient way to store important documents, share information with colleagues, and store data. Managing and monitoring your SharePoint backups is essential for ensuring the security of your business’s data. Here are some tips on the best way to manage and monitor SharePoint backup.

The first step in managing your SharePoint backups is creating an adequate plan. This should include identifying what needs backing up, where you want it backed up to, how often you need it backed up, and who will have access to the backup files. Furthermore, you may want to consider investing in an automated system that can take care of scheduling backups for you.

One of the best ways to manage and monitor SharePoint backups is to use third-party software specifically designed for this purpose. This type of software typically provides automated backup scheduling, offsite replication for disaster recovery purposes, real-time monitoring of backups, alerting if needed, comprehensive reporting and more. Additionally, such solutions can integrate with other IT systems for improved security and resiliency measures.

Utilizing a cloud-based solution will make it easy for you to securely access your files from anywhere with an internet connection. You can also set up notifications when new documents or changes are made so that you always know what’s going on with the status of your backups.

Monitoring your backups is also important for keeping track of any changes that happen within the system or if any issues occur during a backup process.

Managing and monitoring SharePoint backups is essential for protecting valuable business data. Poor management can lead to wasted resources, costly losses, and serious security risks. To ensure proper backup management and monitoring of your SharePoint environment, there are certain steps you should take.

Best practice in managing and monitoring SharePoint backups is to establish a plan that outlines the scope of the backup process as well as how it will be monitored. This plan should include all aspects of the backup process from scheduling to storage locations to disaster recovery protocols. Additionally, it’s important to make sure that all user access permissions are properly configured so that only authorized personnel have access to sensitive data. Once the plan is established, it should be regularly reviewed and updated as needed.

Another key component of managing and monitoring SharePoint backups is automation.

Automation is especially useful when it comes to backups of large SharePoint deployments, as manually creating multiple instances can be time-consuming and error-prone. Automating routine backups allows organizations to quickly recover lost or corrupted files with minimal downtime or disruption of operations.

Additionally, automation makes it easier for administrators to plan for regular testing of backup images, removing any human errors associated with manual processes such as incorrectly recording information or forgetting certain steps.

Pros and Cons of SharePoint Backup

SharePoint Backup is an essential part of any organization’s IT infrastructure. It provides a reliable way to back up and restore SharePoint data in the event of a disaster or system failure. With SharePoint Backup, organizations can ensure their SharePoint files and data are secure and available for easy retrieval.

The primary advantage of backing up your SharePoint data is that you can protect your important information from accidental deletion or corruption due to hardware failure or malicious attack. In addition to this basic protection, you can make use of the robust versioning control system provided by SharePoint in order to track changes made over time and easily revert back to previous versions if needed. This helps prevent data loss due to user error or unauthorized access. Additionally, the backup process itself can be automated so that it runs regularly without requiring manual intervention from administrators.

SharePoint Backup works by regularly archiving SharePoint content, including files, documents and other important information. This backup can be stored onsite or offsite in a secure location that meets all regulatory requirements. SharePoint Backup also offers powerful features such as versioning, and encryption, and more to keep your data safe from unauthorized access or misuse. Additionally, it offers support for multiple formats such as SQL Server databases and Microsoft Office documents so you can easily store various types of data in one place.

Having SharePoint backed up in multiple locations allows for high availability of information in case disaster strikes.

However, backing up SharePoint requires considerable resources in terms of time, money and personnel for implementation as well as maintenance.

One potential downside of SharePoint backups is the expense involved. Depending on the size and scope of your company’s data, you may need to purchase additional hardware and software as well as pay for additional storage space to ensure enough redundancy for your backups. Additionally, depending on the backup solution used, you may also have to invest in technical support staff or IT consultants who can help maintain and troubleshoot any issues that arise during the backup process.

Another con associated with backing up SharePoint data is its complexity. Due to its complexity, it requires specialized training in order for users to get the full benefit out of it.

How to Backup SharePoint with Third-party Software

Backing up a SharePoint server is a complex task, requiring the right tools and knowledge to ensure all data is safely stored. With all the facets of SharePoint to consider, third-party software (in this case a SharePoint backup solution) can make backing up data easier and more reliable.

Third-party software for backup can help streamline the process and ease any complexity associated with manually backing up data from a SharePoint server. When selecting a backup data solution, it’s important to look for one that offers advanced features such as auto discovery, scheduling capabilities, and comprehensive restore options. This type of software should be able to accurately identify which files are new or have been modified since the last backup so they can be easily retrieved if necessary.

Third-party software is an ideal solution for backing up SharePoint data. It offers advanced features such as automatic backups or scheduled backups so users don’t have to worry about manually creating copies of their files and folders. The software also provides granular control over which type of content gets backed up so users only retain the items they need.

Additionally, third-party solutions are designed to work with multiple versions of Microsoft SharePoint and allow you to backup and restore data from an entire SharePoint site if you choose to do so.

To properly protect your Microsoft Office 365 environment, use Hornetsecurity 365 Total Protection Enterprise Backup and 365 Total Backup to securely backup and replicate your Microsoft 365 critical data. We work hard perpetually to give our customers confidence in their backup and disaster recover strategies.


In conclusion, SharePoint Backup is an essential tool for any business that relies on SharePoint. With its convenient features and automated backups, it can help ensure that your data is safe from loss or malicious attacks. It is important to understand the pros and cons in order to make the best decision for your organization. Learning about how it works, its features, pros & cons, and more will help you to get the most out of using this valuable software.

Frequently Asked Questions

Is SharePoint Native backup enough to protect your data?

SharePoint is a powerful collaboration tool that allows organizations to store, manage, and collaborate on documents. But with so much data stored in SharePoint, it is important to make sure your data is protected against potential disasters. Is the native backup feature of SharePoint enough to protect your organization’s data?

The native backup feature of SharePoint offers some protection for organizations’ data, but it should not be relied upon as the only form of protection. Native backups only offer point-in-time data recovery capability and can be difficult to manage if you have a large number of SharePoint sites or libraries in your environment. Additionally, these backups are often inadequate for disaster recovery scenarios since they do not include all the necessary components for full system restoration such as user accounts and permission settings.

If you are an extremely small business with few employees or a single person shop, native backups might be the best option. But as you scale, consider looking at other options that will provide data resiliency, protection, and added security to your organization’s valuable data.

Does SharePoint 365 have backup?

Yes, SharePoint 365 does have backup. Microsoft’s SharePoint Online (SPO) and OneDrive for Business are part of the Office 365 suite of services, and they have a comprehensive backup process in place. With the help of this feature, organizations can keep their critical data safe from any system failure or cyber attack-related threats.

The Office 365 Backup solution is designed to provide full backups with versioning so that there is no loss of data in case an accidental deletion or corruption happens. The backups are stored in Microsoft’s secure cloud environment and can be accessed anytime by authorized personnel with minimal effort. The solution also offers advanced retention policies so that organizations can set up the right level of protection for their data, depending on their needs and budget requirements.

How do I backup my SharePoint to an external hard drive?

Backing up your SharePoint data to an external hard drive can be a great way for businesses to protect their important files and documents. It helps ensure that, if something were to happen to the original data, you have a backup of the information which can easily be restored. While backing up your SharePoint data is not always straightforward, it doesn’t have to be difficult either. There are several simple steps that can help you back up your SharePoint data on an external hard drive quickly and effectively.
Through SharePoint Directly
The first step is deciding if you want to back up all of the content or just certain folders and documents. This will help determine which steps you need to take next. The next step is connecting your external drive to your PC. The easiest way to backup your files is by using Microsoft’s own software – OneDrive for Business or Azure Backup Service. Both of these options provide easy access, allowing users to restore files quickly in case of emergency or loss of data due to system failure or malicious attacks. Backing up SharePoint to an external drive is a great way to ensure that your data and documents are safe, secure and easily accessible.
Through a third party
Connect your external drive to your PC – make sure there is adequate space Follow instructions form a third party software service to backup SharePoint data, like Acronis or Veeam.

How do I backup my SharePoint library?

One of the simplest ways to back up your SharePoint library is to download all the files and store them on another device such as a hard drive or cloud storage service. This will create an offline copy of the contents of your library that can be easily accessed if needed. Additionally, you can select specific files or folders within the library (like a document library) to save in another location, making it easier to find items when needed without having to download everything from scratch.

Why should you use third-party cloud backup tools to back up SharePoint Online?

SharePoint Online is a powerful collaboration service designed for enterprise-level organizations. It allows users to store and share documents, manage information, and carry out tasks from any device. However, it’s essential that companies use additional cloud backup tools to ensure their SharePoint sites data remains secure, accessible, and compliant with regulations.

Third-party cloud backup solutions provide an automated system of backing up SharePoint data which is reliable and cost effective. Not only do they protect the business from data loss but also guarantee its availability in case of a disaster or other incident. With robust encryption protocols in place, these solutions add an extra layer of security over native Microsoft protection measures such as virus scanning and malicious file blocking.

Furthermore, they offer an easy way to keep your data organized while meeting internal governance policies related to compliance with various laws and regulations.

Additionally, third-party cloud backup tools provide users with the ability to back up their data offsite in a secure location. This means that if any issues arise with your local server or computer system, your data will still remain safe and accessible from a remote location.

These services offer automatic backups as well as incremental backups that make it easy to keep your most important files updated on a regular basis without having to manually initiate each backup separately.

Finally, these services often come with advanced encryption options so you can rest assured knowing that your company’s sensitive information is kept private and secure.