Backup for Microsoft 365

Enterprise class, automated backup and recovery you can trust for Exchange Online, SharePoint Online, OneDrive and Microsoft Teams

Protect your organization’s Microsoft 365 (Formerly Office 365) data

with purpose-built, cloud native backup and recovery for Microsoft 365 from Spanning Backup. Spanning provides powerful, yet easy-to-use capabilities for administrators and end-users.  It’s all protected with industry leading privacy, security and compliance.

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Trusted by more than 1.4 million users.


Why You Need Microsoft 365 Backup

Human Error
Illegitimate Deletion
Programmatic Errors
Malicious Insiders
Malware and Ransomware


Comprehensive protection
Spanning Backup for Microsoft 365 supplies organizations with reliable backup and recovery for their Microsoft 365 from Exchange Online, SharePoint Online, OneDrive and Microsoft Teams. Unlimited storage space and an unrestricted retention policy guarantee that your valuable Microsoft 365 data will remain fully backed up and recoverable at all times.
Spanning provides daily, automated Microsoft 365 backup that auto-discovers new and/or altered content to back up. This takes place as part of a recurring, incremental backup process that runs quietly in the background each and every day without any additional effort from your admins or users. Simply “set and forget” your Spanning Backup for Microsoft 365 and know that all your valuable Microsoft 365 data will be safe and secure.
On-demand backup
If you find that daily, automated backups don’t provide you with enough backup points for comfort, you can supplement with on-demand Microsoft 365 backups as often as you see fit. These backups are performed manually and can be applied to entire user accounts or narrowed using a number of granular options. On-demand backups are also unlimited, allowing you to create as many backup points as necessary.
Transparent reporting

Utilize the immutable audit log for a transparent, actionable report of each and every Microsoft 365 backup. Admins are given clear, comprehensive insight into the state of all backup and restore activities, which can be viewed directly within the application. In addition, admins can opt-in to receiving daily backup status reports via email to keep them informed of backup health across their tenant. If there’s ever a problem backing up your content, Spanning will provide detailed information on the error, as well as ways to fix it.


SSAE 16 Compliance
Strong Encryption
Global Datacenters
Intrusion Detection
Compartmentalized Access
HIPAA Compliance
99.9% Uptime
Virtual Private Cloud
GDPR Compliant
Built on Amazon Web Service (AWS)
UE-EU Privacy Shield Certified
Application-Level Security


End user self-service
Save on help desk costs and reduce the need for IT intervention by empowering your end users to locate and restore their own Microsoft 365 backup data for Mail, Calendar, OneDrive and OneNote. When files are lost or corrupted, users will be able to quickly and easily restore the data in question to help ensure maximum productivity and meet even the most ambitious recovery time objectives.
Point-in-time restore
Enjoy total restore flexibility with access to every point-in-time Microsoft 365 backup performed by Spanning. Daily, automated backup and unlimited on-demand backup equip your organization with an abundance of historical snapshots and versions of your backed up Microsoft 365 data. Find the last date in which your content was in a desired state and restore it directly back into your tenant.
Granular, search-based restore
Spanning permits users and admins to search their Microsoft 365 backups for individual pieces of data and provides a number of granular restore options. For example, Outlook emails can be searched by author or subject line while SharePoint Online data can be searched by site collection name or file name. Once you find the data you’re looking for, you can choose to restore individual items, multiple items, or entire folders with the file hierarchy intact. The granular options afford you maximum control.
Cross-user restore
Admin users are allowed to perform Microsoft 365 backups and restore data for not only themselves, but any licensed user within your tenant. In addition, admins have the ability to restore data back into the original user account from which the backup was taken, or into a different user’s account altogether. If you need to transfer ownership of Microsoft 365 data for any reason — such as the on-boarding and off-boarding of employees — cross-user restore functionality will make it quick and easy.
Mobile access
Spanning Backup for Microsoft 365 was designed to accommodate the mobile-first, cloud-first mentality and on-the-go nature of today’s workforce. The application’s mobile-friendly user interface enables admins and end users to accurately restore Microsoft 365 data anytime, anywhere from any Microsoft supported desktop, tablet, or mobile device.

Dark Web Monitoring

Microsoft 365 credential protection
Optional Dark Web Monitoring alerts Microsoft 365 administrators when their employee’s emails and passwords have been compromised enabling them to take proactive steps to secure accounts at risk. You can then leverage Microsoft 365 and Spanning audit, reporting and search capabilities to determine if malicious activity has taken place and restore any corrupted data in just a few clicks.

One Simple Plan, Every Feature

Priced 30% lower than other competitive options.

Volume pricing available. Get unlimited storage of all your Microsoft 365 data.


  • Unlimited storage
  • Unlimited versions
  • Automated daily backup
  • On-demand backup
  • Exchange Online Backup
  • SharePoint Online Backup
  • OneDrive Backup
  • Microsoft Teams Backup


  • Point-in-time restore
  • Search-based restore
  • Granular email restore
  • Granular folder and file restore
  • Granular calendar restore
  • Cross-user restore
  • End user self-service restore


Administration & Reporting

  • Backup problems report
  • Immutable audit log
  • Individual license management
  • Automatic Active Directory sync
  • Administrator API
  • Regional data center options



Stress-free Office 365 off-site backup and easy restore.
Validated Reviewer
It is very useful when immediate backup needs to be done for multiple users.
Validated Reviewer
Easy administration, backup/restore process is straight forward, integration with 365 accounts is seamless.
Validated Reviewer
The functionality and ease of use of the product played a huge factor in moving forward with Spanning.
IT Manager
Spanning Backup for Office 365 was almost half the cost of a competing product that we were considering, but it offered far more.
IT Manager
It frees up resources to work on other projects and push other technologies.
Director of IT
The searching feature makes sense and the restores are straightforward. This is a good product to use.
IT Manager
Awesome product for enterprises with benefits of unlimited storage.
Validated Reviewer
Easy delegation of former employees' documents/data to new employees. Made retention policy compliance a lot easier.
Validated Reviewer
View Customer Stories


The following are frequently asked questions about Microsoft 365 backup, Microsoft 365 data retention policies and data recovery options within Microsoft 365:

Does Microsoft 365 back up your data?

Microsoft 365 backs up data on a regular basis as part of a commitment to data protection activities that generally support disaster recovery situations and keep your data accessible in accordance to their uptime SLA (99.9%). However, your organization remains ultimately responsible for your data protection as these backups are not available to administrators or end users and are not intended for aiding in the quick and easy restoration of lost data. While it is possible to recover lost data via Microsoft 365’s backups, the process will often prove tedious, costly, and detrimental to business continuity.


What is the retention policy in Microsoft 365?

Microsoft 365 retention policies and capabilities are varied across its numerous services and tend to change with some frequency. While each service comes with a default, retention policies can be customized by administrators and are often used by organizations to manage and govern their data by establishing a preferred schedule of retaining and deleting content. This practice, however, does little to absolve organizations from their data protection obligations.

How do we change the retention policy in Microsoft 365?

Retention policies can be applied in a variety of manners depending on the retention and deletion needs of an organization. They can be set to apply across an entire tenant or configured to affect only certain users and/or locations. Similarly, policies can be applied across all content types or restricted to content meeting specified conditions. For more detailed information on Microsoft 365 retention policies and how to manage them, please see Microsoft’s overview of retention policies.


How long does Microsoft 365 keep emails?

The default retention setting for all messages and folders within Microsoft 365 is “Never Delete”. As such, Microsoft 365 emails and the contents of which should remain accessible unless acted upon by the user or systematically deleted via custom retention policy. In other words, Microsoft 365 has no stated policy of deleting emails automatically once they reach a certain age. 

How long does Microsoft 365 keep deleted emails?

In the event that an email is deleted, it is first moved to the Deleted Items folder, which also has an unlimited retention setting. Items can be manually restored by the end user from the Deleted Items folder. If an item is deleted from this folder it moves to the Recoverable Items folder, which has a retention period of 14 days (admins can extend this period to a maximum of 30 days). Users and admins can recover items from this folder one at a time via a process known as Single Item Recovery. Once an item exceeds the retention period or is further deleted, it is moved to the Purge Folder.

Can you recover purged emails?

Emails that have reached the Purge Folder will be retained for a maximum of 14 days. From here, only admins are able to use the Single Item Recovery feature to recover items for their end users. Once the 14-day retention period expires, items are permanently deleted from the tenant and become unrecoverable if a backup solution is not in place.


What happens to inactive Microsoft 365 accounts?

Microsoft 365 accounts are generally rendered inactive in the wake of an employee’s departure or extended absence from an organization. An admin will often choose to remove this account in which case the user’s data and account become restorable for a 30-day period before it is permanently deleted. In order to avoid critical data loss, the admin should consider what they want to do with the license moving forward and how they would like to deal with the departed user’s OneDrive and email content before deleting the user (removing the account) from the organization. To learn more, read Microsoft’s advice on deleting a user from your organization.

Can deleted Microsoft 365 accounts be recovered?

If a Microsoft 365 user account is deleted from a tenant there is a 30-day window to restore the account and all associated data. This 30-day period in known as the “soft deleted” state and there is a documented process (dependent on the manner of deletion) by which an admin may fully recover the user account. Once this 30-day retention period expires, the account is permanently deleted (hard deleted) and cannot be recovered if a backup and recovery solution is not in place.


Why should we back up our Microsoft 365 data?

Microsoft has taken extensive measures to alleviate the risks of data loss within Microsoft 365 and has put safeguards in place to ensure your data’s safety from any fault on their behalf. However, they cannot protect you from the actions of your users and threats beyond their control that constitute the majority of data loss events.

Even with an SLA that promises to keep your data accessible 99.9% of the time, they make no guarantee that their services are immune from disruption and “recommend that you regularly backup Your Content and Data that you store on the Services or store using Third-Party Apps and Services.” The bottom line is that the safety of your Microsoft 365 data is your responsibility and Microsoft alone cannot defend you from data loss.