How to Backup Your Businesses OneDrive or SharePoint Files


If your organization has a medium-to-large workforce, then it is likely that you have an ongoing requirement to use OneDrive. In a nutshell, the platform allows users to synchronize files remotely and as such, access them from anywhere in the world. Moreover, within the OneDrive suite is that of SharePoint -an innovative document library system that allows you to upload folders and then synchronize the data between your local machine and the cloud.

On top of this, SharePoint is also great for collaborating with fellow employees, which can include sharing files, accessing task lists and viewing calendars. However, as convenient as such a system is, what happens if you accidently deleted or lost a specific folder or file? You’d be surprised how common this is. Therefore, it is crucial that you regularly perform a backup to alleviate the concerns of losing important data and also ensure security is managed correctly. Services like CloudM are able to help do that.

Before delving in to the fundamentals, let’s briefly explore what the key differences are between OneDrive and SharePoint.

What is the difference between OneDrive and SharePoint?

Whilst OneDrive and SharePoint work in harmony, there is often a misconception that both are two of the same thing. As we will explain further, the two platforms have their own characteristics.

OneDrive: OneDrive is most commonly used by businesses that have a requirement to access and store files in a centralized location. On top of being an excellent mechanism to store documents and files, OneDrive also offers a range of sharing features for its user to utilize.

SharePoint: SharePoint takes things one step further, not least because it allows employees to work on products and documents concurrently. In other words, it’s an excellent collaborative tool for businesses with teams that need to work on files together.

Why do I need to back up my OneDrive or SharePoint files?

It is important to note that OneDrive and SharePoint provide excellent safeguards with respect to security. However, if you and your business value the data that you have decided to store, then you should take all of the necessary steps to protect it.

Recent data protection failures of times gone by should once again be a stark reminder that you can never entrust data in its entirety to a third party. As such, backing your data up should be a regular task for your business.

How to backup your businesses OneDrive or SharePoint files?

So now that you know the importance of backing up your OneDrive or SharePoint files, how do you actually do it? Firstly, we should note that there isn’t a specific backup option within either OneDrive or SharePoint per-say. On the contrary, you are going to need to be a little bit creative. The easiest way to achieve this is to utilize a program known as ‘Backup for Office 365’. Follow our simple steps below to find out what you need to do.

  1. Download Backup for Office 365 by clicking on this link. The program is provided by an organization known as CodeTwo, who are a Gold Partner of Microsoft.

  2. Once you have downloaded and installed the program on to your local device, click on the Jobs button at the top of the screen. Next, click on New, move along with the Backup option and then click on SharePoint.

  3. Now you will see a job wizard pop up. This is where you will get the option to choose what you want to backup. Not only this, but you also have the option if deciding how often a backup should operate, by selecting frequent repeat dates. We should note that it is highly advisable to perform regular backups. The backup wizard itself is very straightforward to navigate through, so you shouldn’t have any issues.

  4. One of the greatest benefits to using the backup wizard is that it allows you to access all of your previously backed up files. Whether you are backing up single files, or an entire site’s collection, you’ll be able to backup and access them from within the program.

Other options to back up OneDrive or SharePoint files?

As OneDrive and SharePoint do not offer a specific backup option, if you don’t fancy downloading the CodeTwo program, then your options are somewhat limited. There is always the option to implement the ‘Litigation Hold’ tool, which ensures that files cannot be deleted. Whilst this option does prevent the files from being deleted, it is not a backup option per-say.