How to Backup OneDrive from Admin Center – Explained in detail

Microsoft is not responsible for backing up your OneDrive data according to the terms of service. Microsoft recommends that users use an automated tool for providing cloud backup solutions. In this article, we will tell how to  backup OneDrive from admin center

What is OneDrive and why Should It be Backed Up?

OneDrive is a Productivity tool that lets users synchronise files and share them in an organisation. This is a very important application by Microsoft 365 and is used by users to store and also share important files. Employees can get access to their files as well as other files that is shared with them from any location or any device. OneDrive also provides cloud storage to users and it can also be increased depending on the plan that the user opts for. 

Organisations that use OneDrive should be aware that it is their responsibility to backup OneDrive from Admin center. This should be done to ensure that the data of the users is safe. If an organisation loses data in OneDrive because of an admin or a user, There isn’t much that Microsoft could do. They will suggest you look in the recycle bin where deleted data is kept for some time after which it is removed completely. Here are some of the reasons why users should backup OneDrive from Admin Center: 

1. It is not necessary that your data is safe in the cloud storage. 
2. The organisation should make a backup of the data of a user that has left. 
3. It is always possible that disgruntled employees and other insiders can cause damage to businesses if they delete data that is valuable out of OneDrive. 

How to Backup OneDrive from Admin Center

Here are the different methods through which you can backup OneDrive from Admin Center:

Backing up OneDrive to an External Drive

You can manually take a backup of OneDrive files to an external drive. This is done to keep the data secure in case it is compromised in Onedrive. You can follow the steps given below to backup the OneDrive files to a hard drive.

1. Login to your Microsoft 365 account and open OneDrive. 
2. Select the download option.

This will download the files that you have selected to your device. Now, you can transfer these files to a hard drive. 

Limitations: 

1. It is very time-consuming since larger volumes take more time (from several hours to days) 
2. Since the process is manual, there is a high possibility that users accidentally install files that are out of date.
3. If something happens to the computer, then you will lose the backup copy that is physical. 
4. The permissions to share data is not retained. 

Backing up OneDrive from Admin Center using OneDrive Sync Client

OneDrive sync client allows users to sync local files that are selected to OneDrive. It can be used for: 

1. Download data from OneDrive to Local machine.
2. Upload files from the local machine to OneDrive. 

This is mainly to transfer files easily between the cloud and the computer. It can also be used as a tool that can backup by making a copy of your data. 

To set up OneDrive Sync Client, follow the steps: 

1. Sign in to OneDrive.
2. Choose the next option and accept the default location for the OneDrive files. In case you want to change the location, click on Change Location.
3. Click on Open my OneDrive folder. 
4. Once the files are synced, click on the settings option. 
5. Under the sync and backup option, select the settings that you require. 
6. Click on the Choose folder button and select the folders you want. 
7. Click OK. 

Limitations: 

1. Since the backup process is manual, taking regular backups will become a challenge. 
2. You will have to delete files that are of less importance to manage your storage. 
3. Hardware failures can occur due to which the files can be lost. 
4. If you lose a file during the backup process, then you will not be able to restore it. 

Using an automated tool

You can use an automated tool since the manual process is quite complex and time-consuming. Also, the manual method to backup OneDrive from Admin Center is risky since there are a lot of factors such as human errors or cyber threats that can lead to data loss. Hence, the manual method is not useful for a large amount of data. To back up OneDrive smoothly and also keep it secure while backing up, we recommend using Systools OneDrive for Business Backup Tool. 

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The features of this tool are as follows: 

1. It allows exporting data from OneDrive to Local devices. 
2. You can save the files and folders in bulk from OneDrive in one go. 
3. There is an option for the application of date filters for the exportation of specific files from OneDrive. 
4. You can have a speedy process due to the concurrent backup features. 
5. You also get real-time progress through the dashboard interface. 
6. There is also an option to re-run the backup if any of the items fail. 

Follow the steps given below: 

1. Download the software and launch it. 
2. Select the source and the destination as Office 365. 
3. Select Office 365 as the source and Outlook as the destination. 
4. Choose the categories you want to backup under the workload section. 
5. You can also proceed with a single workload such as emails, contacts, calendars, and documents if you want to. 
6. In the source, enter the admin email ID and application ID and validate it. 
7. Browse to the folder path and set the destination where the file will be saved. 
8. Validate the permissions and then click on next. 
9. Check the box next to a user and then click on next. Validate the settings. 
10. Now click on Start backup to backup OneDrive from Admin Center. 

Conclusion

OneDrive is a tool that helps users to keep their data secure and allows them access to it from any location and through any device. Over the years, since OneDrive has gained a lot of popularity, the risks of data loss have also increased greatly. In this article we have explained the ways in which you can back you important data locally to prevent it from being lost or being leaked due to poor security. We have also discussed in detail the steps you can follow to do so.