Microsoft Teams is majorly used by businesses to help create an easier workflow with easy collaboration or communication with others. However, performing periodic backups of your Microsoft Teams data is very crucial since there can be sudden cases of accidental deletions, corruption of files, or security breaches.
The article discusses the different approaches for safeguarding your Microsoft Teams data. As the manual methods provide reliable backup options, they are not effective enough to completely retain the integrity and hierarchy of the data.
For better efficiency in your backup, you must look towards third-party solutions for Microsoft Teams chat backup, such as Kernel Microsoft Team Backup. This powerful tool offers a set of features that will ease the process of backup and restore for Microsoft Teams data. Let us now take a look at the relevant insights on the Microsoft Teams backup.
Why backup Microsoft Teams?
To mitigate the emerging threats with Microsoft Teams, regular Teams backups become vital. Here are the benefits of Microsoft Teams backups:
- Protect data from accidental deletion, corruption, or unauthorized access.
- Faster data loss recovery due to hardware failure, software errors, etc.
- Less dependence on cloud storage by backing up to a local device or secondary cloud environment.
- Protect against ransomware attacks, phishing, and other forms of cyber threats.
- Safeguard data from integrated apps without suffering from app-related problems that can cause data loss.
Backup Microsoft Teams data
Microsoft Teams data is mainly stored in OneDrive, Exchange Online and SharePoint Online. We will help you out with backup of data and protect accidental deletion of data in MS Teams. Here is what you need to know.
Backup chats to text files
One basic method to back up Teams chat data is to save them as text files. You need to highlight the desired chats, copy them (Ctrl + C), and paste them into a text editor like Microsoft Word or WordPad. Save the file to your desired location.
This approach is easy, but it can be quite time-consuming and prone to errors, especially for large volumes of chats. Also, manually selecting and copying each chat can be tedious and may lead to data loss.
Protecting personal and channel chats
Personal and channel chats in Microsoft Teams are stored securely in Exchange Online mailboxes. However, these chats are located in a hidden folder that cannot be accessed directly.
To protect these chats from accidental deletion, it is recommended to enable litigation hold for the associated mailboxes. This feature retains deleted data in the 'Deleted Items' folder for a specified period and allows for easy recovery. Moreover, you can consider using third-party apps to migrate chats in Microsoft Teams.
Steps to enable litigation hold:
- Access Office 365 Admin Center.
- Navigate to the list of mailboxes.
- Select the mailbox containing the desired Teams chats.
- Go to the 'Others' tab and click 'Manage litigation hold.'
- Turn on litigation hold & set the desired retention period.
- Save the settings.
To recover deleted data:
- Go to the eDiscovery center in the Office 365 Admin Center.
- Create a search case for Teams data.
By enabling litigation hold and utilizing eDiscovery, you can effectively protect and recover your Teams chats.
Restricting accidental deletion
While restricting accidental deletion doesn't directly back up your Teams chats, it can help safeguard important data from being lost.
To prevent accidental deletion:
- Access the Microsoft Teams Admin Center.
- Under 'Messaging,' select 'Messaging policies.'
- Click the '+ Add' button.
- Create a new policy and disable the following options:
- 'Owners can delete sent messages'
- 'Delete sent messages'
By disabling these options, you'll prevent users from accidentally deleting crucial messages from your team's chat history.
Using professional Microsoft Teams Chat backup tool
While manual methods can provide a basic level of backup, they may not fully preserve data integrity and hierarchy. For a more efficient solution, consider using a third-party Microsoft Teams chat backup tool like Kernel Microsoft Team Backup.
This tool allows you to easily back up all components of Microsoft Teams, including chats, channels, files, and more. You can choose your preferred backup location and quickly import bulk chat users using a CSV file. The tool's search function also makes it simple to find and back up specific users or teams. For more insights on the tool, you can also try out the trial version for free.
Conclusion
Backing up your Microsoft Teams data is crucial to protect your valuable information from accidental deletion, data corruption, and security threats. We have discussed the manual methods that can provide a basic level of protection along with a dedicated backup solution like Kernel Microsoft Team Backup, being an efficient backup approach.
With this tool, you can automate the backup process so that your Teams data is regularly backed up and easily recoverable. This tool provides granular control over backup settings to customize the backup process. Try out the trial version today and seek maximum benefits.