5 Popular Options for Running a Sharepoint Backup

As businesses continue shifting critical data to the cloud, platforms like SharePoint Online have become essential for sharing, storing, and collaborating on documents. While SharePoint is a powerful tool for productivity, relying solely on its native features to safeguard data can leave you and your company vulnerable to all kinds of data loss including human error, ransomware, or other data breaches. A locked down backup strategy is vital there are a few ways to achieve it. 

We break down five key methods for backing up SharePoint, from native options to advanced third-party solutions, and explain why a solution like SpinBackup is a preferred choice for seamless, automated SharePoint protection.

1. Leveraging SharePoint’s Native Backup Options

SharePoint’s built-in backup options are basic but offer some level of protection for document libraries and lists. The version history feature lets users restore files to earlier versions, which is useful for recovering from accidental edits or deletions. Additionally, SharePoint’s recycle bins operate in two stages, with the first bin storing deleted items for 30 days and the second holding items for up to 93 days. However, once this period passes, any deleted items are permanently removed from the system.

For admins who want to maintain document access without an actual backup, Microsoft’s retention policies can keep content accessible within SharePoint. Retention policies are often applied to adhere to compliance requirements, but they are not backups; they only prevent data from being deleted within a specified period. So while these native features offer temporary recovery options, they fall short of providing comprehensive data protection, making additional backup solutions necessary.

Cons: We’ve said it before but always worth a reminder that backing up your data with the same vendor that it currently resides is not a best practice. If one gets corrupt, who’s to say the backup isn’t at risk. Redundancy outside of the vendor’s tech ecosystem is the recommended method and we’ll provide some third-party Sharepoint backup solutions below. 

2. Manually Exporting SharePoint Data

In scenarios where automated solutions aren’t available or necessary, admins can manually back up SharePoint data. This can be done by downloading libraries, lists, or specific files and saving them locally. Admins can also use PowerShell to create and automate exports of SharePoint content. PowerShell scripts can save time for IT teams by scheduling these backups, but this process requires technical expertise and doesn’t include SharePoint’s permissions or settings—both of which are essential for a true data backup.

Cons: Although this approach offers flexibility, it’s labor-intensive and impractical for large organizations due to the time it requires to download and organize files, especially when it comes to preserving file structure and metadata.

3. Third-Party Sharepoint Backup Solutions

If you’re looking to automate and enhance SharePoint data protection, third-party cloud-to-cloud backup providers offer a comprehensive solution. With options to schedule regular, automated backups, cloud-to-cloud backup services store data in a separate, secure environment, independent of Microsoft. This significantly reduces the risks associated with accidental deletions or potential service outages on Microsoft’s end. Providers like AvePoint, Veeam, and SpinBackup enable SharePoint backups to be managed efficiently, with many offering granular recovery options that include permissions, metadata, and detailed settings.

We recommend taking a look at our product, SpinBackup, which has earned a reputation for delivering a complete backup and data recovery solution specifically tailored for cloud environments. SpinBackup provides organizations with advanced SharePoint data backup and restoration capabilities, ensuring data integrity and security. 

Here’s why SpinBackup is considered a top choice for backing up SharePoint:

Automated, Customizable Backup Schedules

SpinBackup simplifies data protection by allowing businesses to schedule automated backups as frequently as needed, ensuring that data is continuously protected without manual intervention. This level of automation keeps data up-to-date, even with frequent changes, and eliminates the risk of human error associated with manual backups.

Granular Restore Options

One of the key advantages of SpinBackup is its granular restore feature, allowing businesses to recover specific files, lists, or libraries rather than restoring the entire SharePoint site. This is crucial when only a few documents are lost or corrupted, as it speeds up the recovery process and minimizes disruption.

Immutable Backup Storage and Advanced Security

SpinBackup stores SharePoint backups in immutable storage, meaning that once data is backed up, it cannot be altered or deleted. This is an essential feature for preventing data tampering or unauthorized access, ensuring backups remain secure. Additionally, SpinBackup includes advanced security features like encryption, ransomware protection, and anomaly detection, offering an extra layer of data security.

Cross-Platform Integration and Scalability

SpinBackup integrates seamlessly across Microsoft 365 applications, which means that in addition to SharePoint, businesses can back up data from OneDrive, Teams, and Exchange within the same platform. This makes it easier to manage backups and data recovery processes across multiple applications and allows SpinBackup to scale as business needs evolve.

With SpinBackup, organizations benefit from a complete, flexible backup solution that not only protects SharePoint data but also enhances security and compliance efforts.

4. Integrating Microsoft 365 Backup with API-based Solutions

Another effective backup strategy involves using API-based solutions to integrate SharePoint data backup into a broader Microsoft 365 protection plan. Microsoft Graph API enables detailed data extraction and recovery, covering files, permissions, and even metadata. Many backup services leverage this API to perform regular, detailed backups, providing a high level of control over what data gets backed up and restored.

These API-based solutions can create seamless workflows for administrators by integrating backup and recovery processes across the full suite of Microsoft 365 services, including SharePoint, OneDrive, Teams, and Exchange. As a result, API-driven backups ensure businesses have a consistent recovery solution for all data across Microsoft 365.

Cons: Using an API-based backup solution comes with notable limitations, including Microsoft’s API rate limits, which can delay backups, and potential gaps in metadata and permissions capture. These solutions may also lack the granularity needed for complex item-level recoveries, incur extra costs for high data volumes, and struggle with real-time backups. Additionally, they depend on Microsoft’s platform stability, meaning that outages can disrupt backup processes. 

5. Backup Solutions for Hybrid SharePoint Environments

Some businesses operate hybrid SharePoint environments, combining SharePoint Online with on-premises SharePoint Server for added data control. In these cases, companies can configure periodic site collection backups for the on-premises SharePoint instance. Site collection backups can be saved to secure local storage, giving businesses more control over their data and backup schedules. However, these backups can be complex and are typically best suited for organizations with dedicated IT teams that can handle additional storage management and infrastructure requirements.

Our Recommendation: Third-Party Sharepoint Backup Solutions

Each method of backing up SharePoint has its own merits, but for businesses with significant data or compliance requirements, a third-party solution like SpinBackup delivers the most comprehensive and reliable protection. With automated scheduling, secure data storage, and granular restore capabilities, SpinBackup minimizes data loss risks and supports business continuity in a way that native SharePoint options or manual exports simply can’t match. And as businesses increasingly rely on cloud applications, having robust, automated backup solutions becomes essential to protect data and mitigate potential losses effectively.

By choosing SpinBackup or another dedicated provider, businesses can ensure their SharePoint data remains secure, accessible, and protected from unexpected incidents. As a result, teams can collaborate freely within SharePoint, knowing that their data is backed up and easily recoverable at any time.