Microsoft protects the platform.Your data is yours to protect.
Conbool 365 Backup captures mailboxes and online archives, OneDrive, SharePoint, Teams channels, private chats, Planner and Entra ID on a schedule and brings back individual items when they are gone. Operated and stored in Germany.
Shared responsibility
Microsoft 365 includes no backup
The shared responsibility model puts the platform in Microsoft's hands and the content in yours. Recycle bin and retention policies are deadlines, not backups.
What Microsoft covers
Running the services, resilience of the data centres, protection of the infrastructure.
What stays with you
Your content. Accidental deletion, a compromised account, a misfiring automation or a ransomware incident hit the data, not the platform.
Once the retention window closes, Microsoft removes deleted content for good. Without your own backup, it cannot be recovered.
Eight sources
Whatever Microsoft 365 holds, Conbool keeps.
Every source has its own pitfalls, which is why they are here one by one instead of as a list.
Mailboxes including structure
Messages are captured with their folder structure and attachments. A restore lands where the item was before, not in a collection folder without context.
- Folder structure preserved
- Attachments captured too
- States survive Microsoft's own windows
The archive mailbox as a source of its own
Once a mailbox grows too large, older messages move into the online archive. That is a separate store with its own folder structure. Backing up only the primary mailbox leaves out exactly the material someone comes looking for years later.
- A protection unit of its own, next to the mailbox
- The folder structure of the archive is preserved
- Export as an encrypted ZIP of EML files
Each user's personal storage
Whatever is deleted or encrypted locally propagates into the cloud through sync. There it looks like an intended change, which is why older states have to sit outside that environment.
- Older states outside the sync path
- Restore individual files and folders
- Available after a licence is removed
Channels and the files attached
A channel's files technically live in SharePoint. Capturing both together saves hunting for the right location once a team has been dissolved.
- Channels together with their files
- Reachable after the team is gone
- On the same schedule as the other sources
Private and group chats
A large share of coordination happens in a chat window rather than in a channel. Those histories belong to the participating users and are therefore captured per user, together with the files shared in them. What is handed out is a coherent, readable history.
- Private and group chats per user
- Shared files with the history
- Readable after someone has left
Plans, buckets and tasks
A deleted plan takes the work assignments of an entire team with it. There is no recycle bin a plan could be pulled back out of.
- Plan, buckets, tasks, assignments and checklists
- Back into the original group or into another one
- Or as a new plan under a title you choose
The directory behind everything
Deleted users and groups sit in the directory recycle bin for thirty days. For conditional access policies, role assignments and app registrations there is no recovery at all. Losing a sign-in policy shows up on Monday morning across the whole sign-in.
- Users, groups and roles including memberships
- Applications, service principals, administrative units, conditional access
- A change plan to read before anything is written
Capabilities
What matters day to day.
Six points that decide the effort when it counts.
Individual items, not full rollback
If one message is missing, one message comes back. Nobody has to overwrite a whole mailbox and risk newer content. That is the difference between answering a question and scheduling a maintenance window.
Several states
Every run is preserved on its own and does not overwrite the previous one.
Runs in the background
A schedule per source, with runs and failures traceable in one overview.
Operated outside Azure
If the backup sits in the same cloud as the original, a large incident hits both at once. Conbool runs it separately, in German data centres.
Roles and audit trail
Who may restore is defined. Every operation stays traceable.
Retention on your terms
The period follows your decision rather than the platform's windows, and it applies to mailboxes without an active licence too.
The way back
From the question to the file.
Four steps nobody has to rehearse, because this is exactly how it runs when it matters.
Something is missing
A message, a file, a folder. The question comes from the department, not from IT.
Choose a state
Every run is preserved on its own. You decide which point in time to restore from.
Pick the item
Search across all states, with hits from older states clearly marked.
Restored
The item lands in a new folder named after the restore and its time, with the original folder structure rebuilt inside it. The operation is logged.
Restore
Bring back what is missing. Nothing else.
A backup proves its worth at restore time. That is why restore comes first here, not the capture.
Individual items
One message, one file, one folder. No full mailbox rollback when a single item is missing.
Pick a point in time
Every run is kept as its own state. You decide which point to restore from.
Runs in the background
Backups follow a schedule. Runs and failures are visible in the overview.
Clear ownership
Roles decide who may restore. Every restore is logged.
The difference
The day something is missing
The same situation, played out twice.
Without your own backup
- The message is missed weeks later, long after the window closed.
- The employee has left, the licence is gone and the mailbox with it.
- A compromised account clears out, recycle bins included.
- One incident hits platform and backup at once, because both live there.
With Conbool 365 Backup
- The state from back then is still there and the message comes back on its own.
- Captured states remain for the period you set, regardless of the licence.
- The backup sits beyond that account's reach and stays untouched.
- Operated outside Azure, so the backup stays reachable.
Sovereignty
Your backup stays in Germany
Backing up Microsoft data moves your entire corporate communication to a second provider. It is worth knowing who owns that provider.
- Operated and stored in German data centres.
- Conbool is a German company with no parent outside the EU.
- You set the retention period, not the vendor.
- GDPR data processing agreement, contracted directly with us.
How to start
Protected in three steps
No project, no maintenance window, no software on workstations.
Approve the application
You approve a Microsoft 365 application once. Nothing changes in the tenant and nothing is installed on devices.
Pick sources and schedule
You decide which mailboxes and sites are captured and how often. New users are added automatically.
Try a restore
We bring an item back together, so you know the path before you need it.
The first capture takes a few hours depending on volume. After that the schedule takes over and ongoing runs need no attention.
Enterprise infrastructure and security
Certified protection, seamless integration, and full transparency.
Monitoring and audit logs
Integration and compatibility
Seamless integration into your existing system landscape.
Infrastructure, Performance & Deployment
Highly available architecture for maximum reliability.
Infrastructure and architecture
- ISO 27001 hostingGeo redundant servers in Germany (the EU and Berlin).
- Active active clusterFor maximum resilience and load distribution.
Performance and reliability
- SLA guarantee99.9% guaranteed system availability.
- High performance routingMinimal latency (< 50ms) for email processing.
Deployment & Multi-Tenancy
- ISO 27001 certified hostingHosting in ISO 27001 certified EU data centers (Germany)
- Flexible service packagesCustom service packages per tenant
Support and documentation
Benefit from a broad range of support services
24/7 ticketing
Guaranteed response times around the clock
Phone support
Personal contact through prioritized phone support
Documentation and FAQs
Comprehensive documentation, step by steps, and FAQs
Frequently asked questions
Does a backup replace archiving?
No. A backup brings lost data back, an archive proves without gaps what was sent and received and when. Only the archive satisfies statutory retention. We cover both, retention is handled by Conbool Archive.
How fast is a restore?
Individual messages and files are usually back within minutes. Duration depends on volume and on the limits Microsoft applies to access.
What happens when an employee leaves?
Captured states remain available for the retention period you set, even once the Microsoft licence has been removed.
Does anything need to be installed on workstations?
No. The connection runs through a Microsoft 365 application you approve once. Nothing is installed on devices.
How is 365 Backup licensed?
Per licensed Microsoft 365 account. Anyone holding a licence with Exchange, SharePoint, OneDrive or Teams takes one seat, which covers that user's mailbox, online archive, personal file storage and chat history. Groups, teams, SharePoint sites and the Entra directory take no seat of their own, and neither does a shared mailbox without a licence. 365 Backup is part of the largest plan and can also be booked on its own.
Are Teams chats part of the backup?
Yes. Alongside the channels of a team, the private and group chats of protected users are captured, including the files shared in them. The history is handed out as a readable file, because Microsoft offers no supported way to write messages back into an existing conversation.
Is Entra ID backed up as well?
Yes, as a source of its own per Microsoft tenant. It captures users, groups, roles and their memberships, plus applications, service principals, administrative units and conditional access policies. Before anything is written a change plan is produced that shows item by item what is missing, what differs and what exists on top. Users and groups can be written back; policies and role assignments are deliberately left out, because bringing them back is more dangerous than losing them.
Does the online archive belong to the mailbox or is it separate?
It runs as a source of its own, on the same schedule as the mailbox and without an extra seat. It can be exported as a ZIP of EML files, encrypted and password protected. Writing back into the online archive is possible, into the same one or another.
Related pages
More on protecting Microsoft 365.
Microsoft 365 Backup
Acht Quellen in einem Zeitplan, Rückholung einzelner Elemente.
Learn moreExchange Online Backup
Postfächer sichern, wenn die Aufbewahrungsfrist nicht reicht.
Learn moreTeams und SharePoint sichern
Kanäle, Dateien und Dokumentbibliotheken wiederherstellbar halten.
Learn moreTeams Chat Backup
Persönliche Chats und Gruppenchats sichern und lesbar herausgeben.
Learn moreMicrosoft Planner Backup
Pläne, Buckets und einzelne Aufgaben sichern und zurückholen.
Learn moreEntra ID Backup
Benutzer, Gruppen, Rollen und Richtlinien als Änderungsplan.
Learn moreBackup oder Archivierung
Zwei verschiedene Aufgaben, und was das Gesetz jeweils verlangt.
Learn moreGoBD-konforme Archivierung
Die gesetzliche Aufbewahrung, die ein Backup nicht erfüllt.
Learn moreProtect what Microsoft does not
We set up 365 Backup with you and demonstrate a restore against your own data.