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Introduction

If your organization uses Microsoft 365, protecting your data in OneDrive is a critical part of a comprehensive backup strategy. While desktop backups are a cornerstone of data protection and an excellent solution for safeguarding local files, they’re not designed to secure your OneDrive data. This is where a specialized solution such as MSP360 Managed Backup for Microsoft 365 comes in.

We’ve already discussed the misconceptions about ways to provide OneDrive data security. Now, we will explore four critical reasons why OneDrive needs an automated, cloud-based backup solution that operates independently of users’ workstations and connects directly to OneDrive servers.

1. Cloud-to-Cloud Backup Is Faster

Even if OneDrive files reside on a user’s local workstation, relying on a desktop backup still means sending data through an office network that can’t match the speed of a direct, cloud-to-cloud transfer. Local internet connections in the office or at home often have limited bandwidth, creating bottlenecks that slow the backup process and consume valuable time.

MSP360 Managed Backup for Microsoft 365 circumvents these limitations by connecting directly to Microsoft’s servers, leveraging the high-speed and reliable data transfer capabilities of a cloud-to-cloud architecture. This approach ensures that your OneDrive backups run faster, with fewer interruptions and minimal impact on your local network. As a result, your backup process is not only more efficient but also more scalable and cost-effective in the long run.

2. On-Demand Files Should Stay On-Demand

Many OneDrive users rely on the OneDrive Files On-Demand feature, which stores only file pointers locally instead of downloading every file. This approach is intentional, as it keeps workstation disk usage low and maintains a responsive user experience.

Some backup solutions attempt to safeguard OneDrive data by forcing all on-demand files to be downloaded to the workstation before they can be backed up. This undermines the core benefit of Files On-Demand, needlessly consuming local storage and bandwidth and significantly prolonging the backup process. It’s highly inefficient to download files from one cloud environment to a desktop and then re-upload them to another.

By incorporating MSP360 Managed Backup for Microsoft 365 into your strategy, you avoid these pitfalls. Instead of depending on local synchronization, MSP360 connects directly to OneDrive in the cloud, ensuring that every file is backed up without forcing unnecessary downloads or wasting valuable storage space. This approach preserves the benefits of Files On-Demand while providing complete, secure backup protection.

3. Some People Use OneDrive Exclusively in Browser

Not every user works with OneDrive files in a way that a desktop backup can capture. Many users access and edit their documents directly through a web browser, whether they’re on a laptop, tablet, or smartphone. Because these files never need to be downloaded to a local machine, desktop-only backup solutions cannot protect them.

With MSP360 Managed Backup for Microsoft 365, you can ensure full coverage of all user data, regardless of how or where it’s accessed. Instead of relying on local synchronization, MSP360 connects directly to Microsoft 365 to back up every file—whether it’s synced locally or edited exclusively in the cloud. This means that even the files that remain cloud-only are safely stored, giving you the confidence that no important data is left unprotected.

4. Continuous Collaboration Happens in the Cloud

Even when a user’s workstation is offline, and the user is on vacation, colleagues may still be editing and updating this user’s files in OneDrive. By relying solely on desktop backups, you risk missing changes that happen exclusively in OneDrive.

Integrating MSP360 Managed Backup for Microsoft 365 ensures that all file versions are consistently protected at the source, safeguarding the latest file changes no matter when or where they occur.

Further reading Set up MSP360 Managed Backup for Microsoft 365

Conclusion

In modern organizations, people collaborate on documents in cloud platforms like OneDrive, trusting them with some of the most business-critical documents. While desktop backups are excellent for securing locally stored files, they are not optimized to handle the unique challenges of protecting cloud-based data. A dedicated cloud-based solution, such as MSP360 Managed Backup for Microsoft 365, is essential to ensure that all files—whether synced, cloud-only, or actively collaborated on—are fully protected.

By integrating MSP360 Managed Backup for Microsoft 365 with your existing desktop backup solution, you gain comprehensive coverage for both local and cloud-based data. Experience how a specialized backup approach can secure your organization’s data effectively. Take advantage of our trial licenses and storage to see the benefits for yourself and gain the peace of mind that comes with knowing your data is fully protected.

Further reading Why You Need to Back Up Microsoft 365 and How MSP360 Helps (Whitepaper)

Introduction

Are you reading this to safeguard your OneDrive, for compliance reasons, or because you’ve had an incident? This article highlights six key factors to consider when selecting a OneDrive backup solution.

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