The Best Microsoft Teams Backup and Recovery Solutions

It’s probable you use Microsoft Teams every day for business productivity if you’re here looking for a quality backup and recovery solution. There are ample resources to comb through on the web for recommendations. Our product and solution experts have done their own independent research that we’re going to share with you below. 

Obviously Microsoft Teams has become a mission-critical collaboration tool for businesses. However, Microsoft 365 does not provide a native, full-scale backup solution for Teams. Accidental deletions, ransomware attacks, or compliance requirements can lead to data loss, leaving organizations without a reliable way to recover. Further, it’s not recommended to house your backups with the same company where your primary records live. 

Many businesses turn to third-party Microsoft Teams cloud backup solutions to protect their data, ensure compliance, and recover lost information quickly. In this article, we’ll explore:

• Why Microsoft’s built-in retention and backup isn’t sufficient
• Market research and comparative data on the leading Microsoft Teams backup solutions
• How to choose the right backup solution for your business

What are the requirements I should look for in a Microsoft Teams backup and recovery solution? 

With the market flooded with alternatives, how do you know which Teams backup solution is right for your business? Whenever choosing any technology for your business, building your requirements doc is a great place to start. There are plenty of templates on the web to get you started and we wanted to share some questions you should ask as you build your own customer requirements doc. 

Below are some of the most important factors to evaluate when you’re looking for a backup solution for Microsoft Teams. Add them to your checklist. 

How Often Does the Backup Run?

Data loss can happen at any moment, whether due to accidental deletions (aka human error), system failures, or cyberattacks. If you’re only running backups in longer time frames (e.g. weekly) or ad hoc, you could lose valuable conversations, shared files, or metadata before the next backup occurs. A good solution should offer daily automated backups at a minimum, with on-demand backup options so you can capture critical data whenever necessary.

Does It Back Up More Than Just Files?

Many backup solutions only focus on files stored in SharePoint and OneDrive, but Microsoft Teams is much more than that. Important business data lives in chat conversations, private messages, meeting notes, and even integrated third-party apps. If your backup solution only protects files, you’re leaving a huge portion of your Team’s data vulnerable. The solution you select should cover chats, channels, permissions, metadata, and system settings so that nothing gets left behind.

How Easy Is It to Recover Data?

When data is lost, restoring it shouldn’t be a hassle. Some solutions only allow full restores, meaning you have to roll everything back, even if you only need a single deleted message or file. A granular recovery option allows you to restore exactly what you need, whether it’s a single chat, an entire channel, or a specific file, without disrupting the rest of your data. This flexibility can save IT teams hours of work and minimize downtime.

Will It Keep My Data Longer Than Microsoft?

Microsoft Teams only retains deleted files and messages for a limited time. Once that window closes, the data is permanently gone. If your business operates in a regulated industry, like healthcare or finance, you might need to store data for months or years. A good backup solution should offer custom retention policies, allowing you to store data as long as needed for compliance and peace of mind.

Does It Protect Against Ransomware?

Ransomware attacks can encrypt or delete Teams files, leaving businesses without access to critical data. Some advanced backup solutions now include AI-driven ransomware detection to identify threats before they spread. Additionally, many solutions have immutable backups, which cannot be modified or deleted by malware so you always have a clean, uncorrupted version of your data to restore.

Is It Compliant with Industry Regulations?

If your company needs to comply with regulations like GDPR, HIPAA, or SOC 2, your backup solution must meet strict security and retention requirements. Make sure they offer legal hold, eDiscovery, and compliance-ready storage to ensure your data remains protected and auditable at all times.

Where Is the Backup Data Stored?

Relying on a single storage location is risky. If something happens to that data center, your backups could be lost along with your primary data. A solid backup solution should allow you to store backups in different locations or across different cloud providers, including AWS, Google Cloud, Azure or BYOS. This redundancy protects from regional outages or failed infrastructure.

Who Can Access the Backup?

Not every employee should have access to backup and restore functions. Without the right controls configured, unauthorized users could accidentally delete data or reveal sensitive information. A secure backup solution should include role-based access controls (RBAC) and multi-factor authentication (MFA) to ensure only authorized users can manage and restore your backups.

Is It Easy to Set Up and Use?

A backup solution should make IT teams’ jobs easier, not more complicated. Some solutions require lengthy configurations and ongoing maintenance that end up draining time and resources. The best options are cloud-based, easy to deploy, and come with easy-to-read dashboards that allow for quick restores and backup management with minimal training.

How Much Does It Cost, and Can It Scale?

Some backup solutions charge based on the amount of cloud storage used, while others base pricing on the number of users. As your business grows, costs add up if the pricing model isn’t scalable. Solution providers should offer transparent pricing and let you adjust storage and user count as needed so you get just what you need without overpaying.

Choosing the right Microsoft Teams backup solution means selecting one that meets your business needs, provides complete protection, and simplifies recovery. In the next section, we’ll compare some of the best Microsoft Teams backup providers to help you make the best decision. 🚀

Feature	SpinBackup (by Spin.AI)	Veeam Backup for M365	AvePoint Cloud Backup	Druva inSync	Commvault Metallic
Automated Backup Frequency	✅ Daily & on-demand	✅ Every 5 mins – daily	✅ Daily & on-demand	✅ Daily	✅ Daily & scheduled
Granular Recovery (Chats, Files)	✅ Yes	✅ Yes	✅ Yes	✅ Yes	✅ Yes
Retention Beyond Microsoft’s Limits	✅ Yes	✅ Yes	✅ Yes	✅ Yes	✅ Yes
Teams Chat & Channel Backup	✅ Full Chat & Channel Data	✅ Limited (metadata only)	✅ Yes	✅ Yes	✅ Yes
Backup of Teams Apps & Integrations	✅ Yes	❌ No	❌ No	❌ No	❌ No
OneDrive & SharePoint Backup	✅ Yes	✅ Yes	✅ Yes	✅ Yes	✅ Yes
Ransomware Detection & Recovery	✅ AI-based	❌ No	❌ No	✅ Yes	✅ Yes
Data Encryption (At Rest & Transit)	✅ AES-256	✅ AES-256	✅ AES-256	✅ AES-256	✅ AES-256
Compliance & Legal Hold Support	✅ Yes	✅ Yes	✅ Yes	✅ Yes	✅ Yes
Multi-Region Data Storage	✅ Yes	✅ Yes	✅ Yes	✅ Yes	✅ Yes
User Access & Permissions Control	✅ Yes	✅ Yes	✅ Yes	✅ Yes	✅ Yes
Ease of Deployment & Use	⭐⭐⭐⭐⭐ Easy	⭐⭐⭐ Complex	⭐⭐⭐ Moderate	⭐⭐⭐⭐ Easy	⭐⭐⭐ Moderate
Pricing	💲💲 Affordable	💲💲💲 Higher Cost	💲💲💲 Higher Cost	💲💲 Mid-range	💲💲💲 Higher Cost

What do you recommend as the best Microsoft Teams backup and recovery solution?

We’re obviously partial as we offer SpinBackup for Microsoft Teams and Microsoft 365, but let us give you a little more information on why you should talk to one of our product experts. 

Complete Microsoft Teams Backup, Not Just Files

Most backup solutions only cover files stored in SharePoint and OneDrive, (yes we do that too) but Microsoft Teams is often independent and much more than that. SpinBackup protects your entire Teams environment, including chat messages, private conversations, team and channel structures, permissions, metadata, and third-party app integrations. This lets you fully restore Team’s data exactly as it was without losing critical information.

AI-Driven Ransomware Protection and Security

Cyber threats, including ransomware and insider attacks, pose a significant risk to Microsoft 365 environments. Unlike standard backup providers that simply store copies of data, SpinBackup uses AI-driven security to detect ransomware, suspicious activity, and unauthorized deletions before they cause serious damage. It offers real-time anomaly detection, automated ransomware protection, immutable backups that can’t be altered or deleted by malware, and zero-trust security with role-based access and multi-factor authentication.

With SpinBackup, businesses don’t just back up their SaaS data, they actively secure it.

Instant, Granular Recovery for Fast Restores

Recovering lost data shouldn’t mean restoring an entire Team’s environment. Many backup solutions only allow full restores, which can be time-consuming and disruptive. SpinBackup provides granular recovery so your IT team can restore specific messages, files, or channels without affecting the rest of the system.

Minimize downtime and make it easy to recover exactly what’s needed without unnecessary complications.

Retention Beyond Microsoft’s Limits

Microsoft Teams only retains deleted files and messages for a limited time before they are permanently removed. SpinBackup eliminates this risk by offering customizable retention policies, legal hold and eDiscovery support, and long-term data storage options. Your business will now always have access to historical data, whether for compliance purposes or to recover from accidental deletions.

Easy Deployment and Cost-Effective Pricing

SpinBackup is designed for fast deployment and ease of use, eliminating the complexity of traditional backup solutions. IT administrators can set up automated backups in minutes and manage everything from a simple, cloud-based dashboard. Unlike other providers with hidden fees or complex licensing models, SpinBackup offers transparent, scalable pricing that fits businesses of all sizes.

SpinBackup is the Best Choice for Microsoft Teams Backup

SpinBackup is a comprehensive solution that combines full Microsoft Teams backup, AI-powered security, ransomware protection, and instant granular recovery in one platform. While other backup providers offer basic file storage, SpinBackup ensures that every aspect of your instance of Microsoft Teams is protected, easily recoverable, and secured against cyber threats.

For businesses like yours that rely on Microsoft Teams for daily operations, SpinBackup is a trusted investment to ensure business continuity, security, and compliance. And you don’t have to just take our word for it, hear what customers have to say about using SpinBackup. Also, check out the DCIG report on why you need an extra layer of protection with SpinBackup: “Microsoft 365’s New Best Friend: AI-infused Data Protection Software.” Request a demo today and see why SpinBackup is the best Microsoft Teams backup solution.