SPANNING BACKUP for Office 365 Admin Guide
Welcome 3 About this guide 3 Audience 3 What s in this guide 3 Configuration 3 Prerequisites 3 Installation 3 Service Overview 4 Licensing 5 Add licenses via the interface 5 Managing user licenses via the API 6 Protecting User Data 7 Restoring lost data from backups 7 Administrator Restore 7 Finding and restoring data 8 Mail 8 Calendar 10 OneDrive for Business 11 Exporting Backed Up Data 13 Mail 13 Protecting SharePoint Data 15 Finding and restoring data 15 Application Activity Reporting 18 Error Reporting 19 Managing Payments and Subscriptions 19 Helpful Resources 19 Knowledge Base 19 Email Support 20 Privacy 20 Security 20 About Spanning 20 2
Welcome About this guide Thanks for selecting Spanning Backup for Office 365. Our mission is to ensure your organization s data is well protected and always available for rapid restore to keep your business operational and your employees productive. We empower end users to correct their own mistakes, and give application administrators, IT leadership and audit teams the confidence and proof that your data is appropriately backed up, safe and ready for recovery. Spanning strives to build real relationships with our customers and deliver exceptional service. If you ever have a question or need additional help, please contact us at support@spanning.com or search our Knowledge Base at http://support.spanning.com/. Audience This guide is intended for individuals who administer Spanning Backup for Office 365. What s in this guide This guide is organized to help you find the information you need to manage Spanning Backup for Office 365. It s divided into functional parts intended to support you as you manage your environment. Configuration Prerequisites To administer the Spanning Backup for Office 365 environment, the following are required: Office 365 for Business Global Administrator account Spanning Backup for Office 365 subscription Installation Grant Spanning the necessary access to your Office 365 tenant. 1. Log in to Office 365 with a Global Administrator account in order to install Spanning. 2. Click the URL below to install Spanning Backup: https://o365.spanningbackup.com/authorize 3
Choose the location where you would like your data to be stored by selecting the country of your choice. Note: The storage location you select cannot be changed in the future. 3. After you select your storage location, you ll be asked to grant application permissions. Note that only Global Administrators have the authority to grant permissions in Office 365 to Spanning. 4. Click Accept to grant API access to Spanning Backup for Office 365. Service Overview There are two types of backups in Spanning Backup for Office 365: 1. User Backups (Mail, Calendars and OneDrive) Accounts must be licensed in order to receive a backup. 2. SharePoint Backups SharePoint is enabled by default for all trials. Please contact support@spanning.com to change this setting. 4
Licensing Now that you have authorized Spanning Backup and begun your trial, you must license the accounts that you want to back up. There are three methods for assigning licenses: 1. Via the Manage License interface in the process shown below 2. Utilizing the API to assign and remove licenses from users, also described below 3. For large-scale license assignment, the Spanning support team can assist you. Contact support@spanning.com for more details. Add licenses via the interface 1. Click on Manage Licenses in the top right corner of the screen. Note: Once Spanning Backup has synced with your Azure Active Directory, you can assign licenses to all mailboxes or individually by scrolling or searching. The admin user can return to the Manage License screen to update the license assignments whenever needed. 2. Select Done at the bottom once you are finished with the license assignments: 5
Managing user licenses via the API In order to use the API, a Spanning administrator must generate an API token to use for each call made. Follow the steps below: 1. Log into Spanning at https://o365.spanningbackup.com 2. Go to the Settings page 3. Select Generate token 4. Copy and save the token. This will be necessary for all API calls made. Documentation for the API can be found at https://o365-docs.spanningbackup.com. 6
Protecting User Data Each licensed account receives backups of their Mail, Calendars and OneDrive data owned in their account. The backups will run automatically each day, or you can run a manual backup anytime for an account. In order to run a manual backup, navigate to the Users tab, expand the user that you want to back up, and select Back Up Now. Restoring lost data from backups The amount of time it takes to complete your first backup will vary according to how much data you have stored in the user accounts that are being backed up. Once your initial backup is complete, you ll be able to use the restore and export functions in Spanning. Spanning Administrators have the ability to administer backups and restore data for any licensed user in the tenant. Users are also able to restore their own data for Mail, Calendar, and OneDrive. The benefits of empowering end users include: Improved user productivity by enabling them to easily and quickly restore lost or deleted data. Fewer support calls. Saved time for IT Admins to focus on more strategic tasks. In order to help administrators to roll this out to their end users, we ve created a short training video (located at https://spanning.com/resources/videos/spanning-backup-office-365-end-user-training/) that you can send to users to show them how they can restore their own data. If you d like additional resources or assistance with this process, please email us at support@spanning.com Administrator Restore 1. Log into your Spanning Backup for Office 365 account. 2. Click the Users tab in the left column, then choose the desired user from the list. 7
3. Click Select Action and then click View Backups. 4. Select the Mail, Calendar, or OneDrive tab to access the backup for each data type. Finding and restoring data Mail There are two ways to locate the item(s) you want to restore in the Mail tab, and you can use them individually or together to help narrow down what you re searching for: Point in Time: You can choose a specific backup date using the calendar date selector. Search: You can type into the search bar and Spanning will automatically start searching your email by author and subject and populate the panel below with a list of matches. You can select the individual emails to restore by clicking the check box next to the email. You can also select full folders for restore by clicking the check box next to the folder name. When ready to restore your data, follow the steps below: 1. Click the Select Action button from the drop down box, and then select Restore. 8
2. Select whether you want the data restored into the same user s account, or if you want the data restored into a different user s account. Only Spanning admins in your tenant will be able to perform cross-user restores. Non-admin users will only be able to restore their own backup data into their own account. 3. Confirm the restore action. 4. You will see an indication on the notification icon at the top that the restore was initiated, and once completed, the activity will appear in the Past items with details about the restore. 9
Calendar To restore your Calendar data, follow the steps below: 1. Access the Calendar tab within the user account to which you want to restore data. 2. Select the calendar data that you want to restore. You can select a single event, multiple events, or entire calendars to restore. When ready, click on Select Action and then Restore. 3. Determine whether you would like the selected data to be restored into the same user s account, or a different user s account within the same tenant. Additionally, you will have the option to restore the calendar events with attendees. 4. Once you confirm the restore and it has completed, all of your selected data will be restored into a newly created calendar in the desired user s active Office 365 Calendar, titled Restored on (date). 10
OneDrive for Business To restore your OneDrive for Business data, follow the steps below: 1. Access the OneDrive tab within the user account to which you want to restore data. 2. Select the OneDrive data that you want to restore. You can select a single file or folder, multiple files or folders, or your entire OneDrive directory. 3. Determine whether you would like the selected data to be restored into the same user s account, or a different user s account within the same tenant. 11
4. If you select to restore to a different user, select the user s account into which you would like to restore data. 5. Confirm the restore. 12
6. Once the restore action has completed, all of your selected data will be restored into a newly created folder in the desired user s active Office 365 OneDrive account, titled Restored on (date). Exporting Backed Up Data Data that has been backed up by Spanning Backup for Office 365 can be exported to a file, which can then be opened in a program on your local computer. Mail To export Office 365 emails from Spanning Backup for Office 365 to your local hard drive, do the following: 1. Select the user from whom you want to export data, and then click the Select Action button. 2. Select the View Backups button. 13
3. Select the emails that you want to export, and then click Export in the Select Action drop down. 4. Confirm the Export: 5. When the Export has finished compressing, return to the Activity page to download your export: 14
6. The downloaded file will be a compressed.zip file. After you extract the file (Winzip for Windows users, Archive Utility for Mac users), all of your selected email will be in.email format. These email files can be imported into many email clients, including Microsoft Outlook, Apple Mail, or Mozilla Thunderbird. Note: To import the files into Outlook, simply drag them into the desired folder. Protecting SharePoint Data Spanning Backup for Office 365 backs up the document libraries and files contained within Site collections in SharePoint. Backups run automatically each day, and you can run a manual backup at any time. As part of the backup, Spanning discovers all site collections in SharePoint, including Team Sites, Group Sites and Microsoft Teams, and then conducts a backup of the document libraries and files in your tenant. SharePoint backup is only accessible to Spanning administrators. To access SharePoint, select the SharePoint tab on the left to manage your SharePoint backups. Finding and restoring data Once a backup has completed, a list of the site collections backed up will be displayed. From here, you can select the date and time of the backup you want to view. The number of new files and any problems encountered during this backup are displayed below the backup time. 15
In order to find the specific site collection, you can either search by the site collection name, or filter by site collection type. The available filters are Team Sites or Group Sites. Team Sites are traditional site collections that are displayed in the SharePoint admin console. Group Sites are new site collections that are contained in the Groups section in the Office 365 admin console. Once you find the site collection with the data needed to restore, expand it and click View Backup. This will take you to the contents of the backup. From here, you can find files by searching by file name, or navigating to where the file or files were located at the time of the backup. You can select one or multiple files, or entire document libraries to restore. 16
Once you restore the items, you ll see a notification that the restore has been initiated. Once complete, you can view the details regarding the restore, including the number of items restored, along with a link to access the newly created site. Spanning restores the content in a non-destructive manner, creating a new site where the content will be located. From here, you can move the content to your OneDrive or another site in SharePoint by selecting the content, clicking Copy and selecting the location to which you want to copy. 17
Application Activity Reporting The Activity tab shows all current ongoing and completed processes within Spanning Backup for Office 365. Whenever there is current activity in your user s account, a number notification will appear on the bell icon in the upper-right corner of the screen. Clicking this bell icon will take you to the Current Activity page. The Past Activity tab will allow the admin user to see a report of past activities of users and administrators in Spanning Backup for Office 365. Details include: What was done Who did it When it happened Click on any entry to expand it and see additional details. 18
Error Reporting If there are any issues backing up your users data, it will be reported to you in the Problems tab. In addition to the cause of the problem, the steps to resolve the problem, if available, will be suggested. Managing Payments and Subscriptions Once your Spanning Backup account is set up as a paid account, you will have the option to purchase additional licenses for new users that you want to back up at a prorated annual rate. In order to purchase more licenses, select Purchase Licenses on the settings page. You can then assign these newly purchased Spanning Backup licenses to users in your tenant in the Manage Licenses page. Helpful Resources Knowledge Base Search through articles in our Knowledge Base at http://support.spanning.com to find answers to the most common user questions. 19
Email Support If you can t find the answer to your question or need further help, please don t hesitate to contact us via email at support@spanning.com. Privacy Spanning takes privacy seriously. Read our Privacy Policy at http://spanning.com/privacy-statement/. Security Spanning Backup employs multiple layers of operation and physical security to ensure the integrity and safety of your data. Read how we protect your data at http://spanning.com/data-protection-security/. About Spanning Spanning Cloud Apps is the leading provider of backup and recovery for SaaS applications, protecting thousands of organizations from data loss due to user error, malicious activity and more. We are the only global provider of powerful, enterprise-class data protection for Microsoft Office 365, G Suite, and Salesforce. With data centers located in North America, the EU, and Australia, Spanning is the most trusted cloud-to-cloud backup provider with millions of users around the world. 20