UNITRENDS CLOUD BACKUP FOR OFFICE 365

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1 UNITRENDS CLOUD BACKUP FOR OFFICE 365 FREQUENTLY ASKED QUESTIONS Unitrends Cloud Backup for Office 365 provides full, automatic protection that is purpose-built for Microsoft SaaS applications, eliminating the potential loss of data and ideas due to system crashes or accidental deletions. The software provides complete protection for SharePoint Online, Exchange Online, and OneDrive covering s, files, contacts, and more with unlimited retention. Unitrends Cloud Backup for Office 365 takes snapshots multiple times daily, and enables fast, self-service restore via an intuitive user interface. Office 365 Backup and Recovery 1. Office 365 runs in the cloud. Why do I need to back it up? Data loss can occur in the cloud, and Microsoft doesn t backup Office 365 data for you. Data in the cloud is most commonly lost by user error but can also be removed by malicious deletion or corrupted by causes such as ransomware, sync issues, or third party software. 2. What about the Recycle Bin? Can t files be restored from there? Office 365 does have a Recycle Bin, but this is not a reliable option for recovering data. Deleted items in Exchange Online are unrecoverable after days, depending on your settings. SharePoint Online and OneDrive for Business files are unrecoverable after 186 days. Files that are permanently deleted by users in any Office 365 application are immediately unrecoverable. Finally, combing through the Recycle Bin to find the right file to restore can cost IT administrators hours of their time. 3. What about the archiving options available from Microsoft? My Office 365 is an E3+ license with In-Place Archiving and Litigation Hold I don t need any additional backup in that case, do I? You still need backup for Office 365. First of all, archiving is not the same as backup and provides no protection against deleted files. Secondly, time to recover is much slower when using Microsoft archiving compared to Unitrends backup. With just In-Place Archiving and Litigation Hold the time it takes to actually find and restore that lost can be cost prohibitive. Plus, SharePoint Online and One- Drive for Business are not protected natively from Microsoft, other than a Recycle Bin, but can be protected with Unitrends. Searching the Office 365 Recycle Bin for a lost file, or restoring an from In-Place Archiving or Litigation Hold, could take hours or days, but with Unitrends you can recover files in seconds. The Unitrends recovery interface includes a fast search that makes it easy to find and restore the missing files, folders, s, mailboxes, and more, even if the items have been permanently deleted or purged from Office 365.

2 4. What types and causes of Office 365 data loss does Unitrends cover? Unitrends protects your business against a wide range of events that cause data loss in Office 365, including: User error File deletion accidental or intentional/ malicious Ransomware, viruses, or malware, including those that disrupt versioning. If ransomware has hit a lot or all of your data, Unitrends Support can help you determine what data was backed up prior to the attack and recommend the best path to recovery. File overwrites in a SharePoint Online library or OneDrive for Business folder. Prior versions of the overwritten file can be recovered even if Office 365 versioning isn t turned on. Office 365 licensing changes Outlook and OneDrive for Business sync issues Third party software that interferes with Office 365 And more No matter the cause of data loss, and regardless of whether Office 365 versioning is turned on, all previously backed up versions of files are recoverable. Unitrends unlimited retentions means backed up data is never deleted and is available when you need it. 5. What is the installation and setup process like for Unitrends Cloud Backup for Office 365? Setup and installation is easy. Unitrends Cloud Backup for Office 365 is a service, with no downloading or installation required at the customer site. Mailboxes and accounts can be automatically discovered and protected from day one and as users are added. You may also choose to protect a subset of users. Whatever you choose, Unitrends or your Unitrends Partner will take care of initializing the service. Then, if you choose to protect only a subset of users, it is the customer s responsibility to manage which users are protected by selecting the appropriate users from the Unitrends Cloud Backup for Office 365 web interface. 6. How much backup storage and retention will I have? Unlimited. Unitrends Cloud Backup for Office 365 includes unlimited backup and retention in the cloud for your Office 365 environment. 7. What is the recovery process like? Who performs recoveries? Do I have to talk to someone on the phone or log a support case? Recovery is easy, immediate, and self-service. Unitrends will provide you with access to a web-based user interface that lets you easily restore data. You don t have to contact us unless you need assistance. 8. How do I recover lost or file using Unitrends? Can I recover an or file even after Office 365 has purged it from the Recycle Bin? To a recover a lost or file, log in to the Unitrends web interface and find the or file using the powerful search tool or by browsing data organized by Office 365 usernames. Select the file, or multiple files, and click Restore. Menu options are also available for restoring full file sets or mailboxes with one click. As long as your contract is active, the data protected by Unitrends Cloud Backup for Office 365 will always be available for you to restore, even if it s been emptied from the Office 365 Recycle Bin. 9. Does the Unitrends search tool support Elasticsearch and wildcards? Yes, the Unitrends search tool supports advanced search capabilities, including Elasticsearch and wildcards, making it easy to quickly find and restore your lost Office3 65 data. 10. Does Unitrends support granular recovery? Yes, we support granular recovery, meaning you choose the item or file you want to restore. 11. Who manages my backup schedule? Unitrends Cloud Backup for Office 365 is an automatic backup service that takes snapshots of your data up to six times a day. There is no need to manage your backup schedule. 12. What retention settings can I set for my Office 365 backups? There is no need to configure retention settings for your Unitrends Cloud Backup for Office 365 account. Retention is unlimited by default. 13. Will Unitrends ever delete my backup data? No. As long as your contract is active, your data is never deleted. Backups are retained even for users you ve removed from your Office 365 account, unless you also remove Unitrends licenses for those users.

3 14. Where is my backup stored? In a Microsoft Azure Cloud instance built for your Unitrends Office 365 Cloud Backup account. 15. Can I choose where my data in the cloud is physically located? Yes, you can specify your region when setting up your Unitrends Cloud Backup for Office What if there is an outage at the data center where my backups are stored? What kind of redundancy is built in? Unitrends Cloud Backup for Office 365 and Microsoft Azure clouds leverage a high availability cloud strategy with redundant copies of data replicated automatically. 17. Where is my backup recovered to? Your backup is recovered in place to where it originally was in your Office 365 environment. Additionally, to prevent a non-owner of the mailbox or site from accessing the data, Unitrends only restores Exchange data to the original mailbox, or a mailbox with the same primary SMTP address as the original, and only restores SharePoint data to the original site. 18. Does the solution recover data without overwriting more recent changes? Your data won t be overwritten. Once restored, and if it shares the same name as a more recent file, the filename will be appended with a (1). Exchange Online Backup Use Cases 19. What and Exchange Online items can I recover? You can recover individual s as well as folders, contacts, calendar items, and entire mailboxes, all in just a few clicks. Examples: a. One of our company executives lost an important contact in Outlook. Any way to get that back? Yes. Office 365 doesn t archive deleted or lost contacts, but Unitrends backs up your user s Outlook contacts. Recovery takes just a few clicks. b. Help! We were updating our Office 365 user list to remove an ex-employee but accidentally deleted the mailbox of a current employee with a very similar name. Can we get it back? Yes. Unitrends Cloud Backup for Office 365 lets you easily restore entire Exchange Online accounts. 20. Can Outlook public folders be protected and recovered? Yes, Outlook public folder are backed up by Unitrends Office 365 and the files inside can be easily and quickly recovered. Each public folder is counted as a user license. 21. Can Exchange shared mailboxes, such as a service account that goes to multiple users, be protected? Yes, absolutely. Backup for a single shared mailbox requires 1 user license. 22. Are attributes preserved during recovery? Yes, message send and receive attributes are preserved during recovery. OneDrive for Business and SharePoint Online Backup Use Cases 23. What SharePoint items can I recover? You can recover individual files as well as whole set of files at once. The search feature makes it easy to find the files you need and select the file or files you need to restore. 24. What OneDrive items can I recover? You can recover individual files as well as whole set of files at once. The search feature makes it easy to find the files you need and select the file or files you need to restore. Examples: a. A user in my company accidentally deleted a team s key files on OneDrive for Business, thinking they were only deleting files on their local PC. The files aren t in the Recycle Bin. Are they recoverable? Yes. If you re running Unitrends Cloud Backup for Office 365 for OneDrive, you can recover deleted files easily, even after Office 365 purges the Recycle Bin or if the files were permanently deleted by the user from Office 365. b. Ugh. One of our creative team accidentally deleted a file that needs to go to press tonight. I ve already left work for my kid s soccer game. Can I get the file back quickly? Do I have to drive back to the office? Don t sweat it. If you have Internet, you can access the recovery interface for your Unitrends Cloud Backup for Office 365 account. Simply login, search or browse to the deleted file, and click to restore. Then get back to your life.

4 25. Does Unitrends support versioning in SharePoint Online and OneDrive for Business? Yes. If you have versioning turned on in your Office 365 environment, Unitrends Cloud Backup for Office 365 lets you rollback and restore previous versions of SharePoint and OneDrive files, even if the file has been deleted. 26. Does Unitrends backup file metadata? Yes, file metadata is preserved and backed up. 27. Can an administrator or site owner revert configuration changes made to a list, library, or site? Yes, you can rollback to specific versions of SharePoint Online or OneDrive for Business files. Security, Licensing, & Billing 28. Is my backup secure? Yes. Unitrends Cloud Backup for Office 365 uses per-contact AES-256 encryption, backed by RSA 2048-bit public private key certificates. Unitrends stores backups in another instance of the Microsoft Azure cloud, meaning your backup remains within a Microsoft environment and retains all of the security measures and certifications that Microsoft puts in place for Azure clouds. Additionally, Unitrends only restores data to the original mailbox or site to prevent a non-owner of the mailbox or site from accessing its data. 29. Is the service HIPAA compliant? Can you provide me with a Business Associate Agreement (BAA)? Yes, Unitrends Cloud Backup for Office 365 is compliant with the Health Insurance Portability and Accountability Act (HIPAA) and EU-U.S. Privacy Shield Framework. Unitrends can provide customers a BAA. 30. Can administrators review logs of data backup and recovery operations? Yes, information about last backups, amount of data, and alerting is provided Unitrends Cloud Backup for Office 365 administrators. 31. What do I pay for backup storage? Nothing additional. Backup storage with unlimited retention is included in your Unitrends Cloud Backup for Office 365 account. 32. What do I pay for recoveries and bandwidth? Nothing additional. Backup storage with unlimited retention is included in your license fee. 33. How is Unitrends Cloud Backup for Office 365 licensed and priced? Licensing is priced per protected user in your Office 365 installation. License fees are assessed monthly with an annual contract. Plans are available for Exchange Online protection only, or for Exchange Online, SharePoint Online, and OneDrive for Business. For complete pricing, visit: Can I license just a subset of my Office 365 users on Unitrends Cloud Backup for Office 365? Yes, you may choose to protect only a selected group of Exchange Online users with our Exchange only option. In this configuration, it s recommended that the auto-discovery feature is turned off so that new users are not added by default to the protected group and your set of Unitrends licenses. It is the customer s responsibility to manage which users are protected by selecting the appropriate users from the Unitrends Cloud Backup for Office 365 web interface. If you need to protect SharePoint Online or OneDrive, then all users configured to access those services in Office 365 must be licensed. 35. How are users counted for licensing purposes? Licenses are counted per unique user in your protected group. For example: You have 100 unique users with Exchange Online mailboxes that you want to protected. Of the 100 mailbox users, 50 of them ALSO have SharePoint and OneDrive access. Additionally, you want to protect another 20 unique users have SharePoint access only. Because you do not pay twice for the same user, you purchase a total of 120 user licenses to protect all users Exchange Online, SharePoint and OneDrive items.

5 36. Can I mix and match licenses by protecting some of my users with Exchange, SharePoint, and OneDrive protection, and other users with only Exchange protection? No. You must purchase licenses of the same type for your entire Office 365 environment. 37. What if some Office 365 users have SharePoint access as well as Exchange Online mailboxes. Can I purchase the only option for all my users? Yes, you can purchase only. If so, SharePoint will not be protected. 38. What if I add Office 365 users after the initial setup? Are these users still protected? How am I billed? There are two options for handling new users. Automatic protection: If you want new users protected automatically by default, turn on the auto-discovery option in the Unitrends user interface. Added users are automatically protected by Unitrends Cloud Backup for Office 365. Selected protection: If you want to control if new users are protected by Unitrends or not, you ll need to add any new users you want protected to the protected group in the Unitrends interface. Licensing changes: Unitrends will perform an automatic, monthly audit on your account and inform you of any additional users and the associated license fees. New users are automatically protected as soon as they are added, even if this happens many days before the monthly audit, so you will not have any gaps in coverage. 39. If I remove users from my Office 365 account and/or delete their active directory accounts, what happens to their backups? How am I billed? Those backups will remain available as long as your contract is active since your Unitrends Cloud Backup for Office 365 account includes unlimited retention. Important: When users are removed, if you do not want to continue to keep and be charged a licensing fee for their backups, you must go to the Mailboxes settings area in your Unitrends Cloud Backup for Office 365 account and turn off backup for users that are no longer active. However, please note that your Unitrends licenses are sold in sets, so you may have seats available in your set to cover this nonactive user. The total number of users in your Office 365 account will be reassessed during your annual renewal period and your licenses fees will be updated based on your current user set at that time. 40. If I remove users from my Exchange Online account, can I reassign their retained data to another user? Can I later restore data to that user s account? You cannot reassign retained data for a removed user to another user. For security reasons and the design of the Office 365 architecture, mailboxes can only be restored to mailbox from which they were backed up. If you want to continue to retain backups for a removed user, the best practice recommended by Microsoft and Unitrends is to change the mailbox to a Shared mailbox, for ease of restoring and managing your Exchange Online licenses, and then to continue protecting that Share mailbox with Unitrends, which does a require a license. Since Unitrends licenses are sold in sets, this license will not come at any additional cost if seats are still available in your set. 41. Are any Office 365 backups stored on my Unitrends Recovery Series or Unitrends Enterprise Backup appliance? Office 365 backups are stored in the cloud, not on your Unitrends appliance. Free Trial 42. How do I get started with Unitrends Cloud Backup for Office 365? Contact us or your Unitrends Partner to get started with a free trial. To sign up, visit: Ready to get started with Unitrends Office 365 Backup? Request a Free Trial today. PART# DS-1080-ENG-J